greater austin area telecommunications network … · presentation form padgett & stratemann,...

GREATER AUSTIN AREA TELECOMMUNICATIONS NETWORK INTERLOCAL AGENCY (GAATN)

1111 West 6th Street Austin, Texas 78703-5399

MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS

MEETING HELD January 13, 2014 1:30 p.m. Lower Colorado River Authority

LCRA Service Center, Room A504 3505 Montopolis Blvd.

Austin, Texas

Agenda Item No. 1: Call to Order The meeting was called to order by Chairman Wayne Wedemeyer at 12:30 p.m. The following Board members announced as present at the start of the meeting:

Wayne Wedemeyer, on behalf of the University of Texas David Kelly, on behalf of the State of Texas, DIR John Kohlmorgan, on behalf of Austin Independent School District Gary Weseman, on behalf of Austin Community College Mike LaMarre on behalf of City of Austin Teri Pennington, on behalf of the City of Austin John Hoffman, on behalf of the State of Texas, DIR Dain Herbat, on behalf of Travis County Sydney Falk, GAATN Attorney Frank Ammons, GAATN Kathy Wilson, GAATN Guests:

Mike Ragain, on behalf of JC Communications Joe Begey, on behalf of Titus Systems Carlos Dematos, on behalf of Titus Systems Jerry Daugherty on behalf of Lower Colorado River Authority arrived after the roll call

Agenda Item No. 2: Citizens Communications

There were no citizen’s communications today.

Agenda Item No.3: Review and Approve the Minutes for the regular Board meeting of December 2, 2013.

The December 2, 2013 Regular Board meeting minutes were reviewed by the Board members, Wayne Wedemeyer asked for a minor word change in the minutes, Agenda item 8B to change the word from multitier to multiphase. Gary Weseman motioned to approve the minutes as amended and it was seconded by Dain Herbat and it passed unanimously.

Agenda Item No. 4: Discussion and possible action regarding the Technical Subcommittee Update Gary Weseman reported from the December Technical Subcommittee meeting: A. There were three sites recommended for approval to be added to the GAATN network

1. Austin Community College site Highland Mall Campus AIN & B1N was motioned for approval by Gary Weseman and seconded by Dain Herbat and passed unanimously.

2. City of Austin site Water Treatment Plant 4 C2S West Command was motioned for approval by Gary Weseman and seconded by Dain Herbat and passed unanimously.

3. City of Austin Public Works and Watershed B2S was motioned for approval by Gary Weseman and seconded by Dain Herbat and passed unanimously.

Agenda Item No. 5 Network Manager's Update: This item may necessitate an executive session due to protection provided by Government Code 551.076. This will be at the discretion of the Chairperson. Any existing network operations, repairs, or maintenance issues, including any that have occurred since the last Board Meeting;

Frank Ammons updated the board on the following:

A. Job budget tracking review: The subcommittee has worked on this document for nine months. Frank Ammons discussed the latest changes with explanation and recommended approval of spreadsheet. The current version will be placed under the Board’s protected Documents on the GAATN website. This will be used for the next six months and reviewed at the end of that time if necessary.

B. Report on pending projects: The Status page was reviewed.

Agenda Item No. 6 2015 Budget Work Session: The 2015 budget proposed is in the amount of 1,800,000.00, this budget will allow the reduction of the holding account without drastically changing the budget amount. Wayne Wedemeyer motioned to approve the budget of 1,800,000.00 for fiscal year 2015 and was seconded by Teri Pennington and passed unanimously.

Agenda Item No. 7 Discussion and possible action regarding the Board Chairperson Update A. The approval for the fourth and final extension from March 1, 2014 through February 28,

2015 of the D & O Insurance Policy, AISD RFP10-002 American Casualty Co., thru William Gannon Insurance; 2015 premium anticipated to remain the same (not to exceed 3800.00) and there is no change in coverage. John Kohlmorgan motioned to approve the extension and it was seconded by Teri Pennington and passed unanimously.

B. The second and final extension from April 6, 2014 through April 5, 2015 of the GAATN Utility Notification Services Agreement, AISD RFP12-023, One Call Concepts, Inc. aka Lone Star Notification Center; no change proposed in the current per ticket fee of $0.85. John Kohlmorgan motioned to approve the extension and it was seconded by Teri Pennington and passed unanimously.

C. Network Management recommends USIC to be awarded the contract regarding the GAATN

Underground Locate Services AISD RFP P14-023. Agreement would result in an initial term of 1 year (to begin on January 28, 2014 thru January 27, 2015) with mutual consent renewal options for an additional 3 one-year periods. Teri Pennington motioned to award contract to USIC and John Hoffman seconded it and passed unanimously.

D. The Subcommittee for a new or updated SLA for Network Operations and Management

consists of John Kohlmorgan, AISD, John Hoffman, State of Texas and Wayne Wedemeyer, University of Texas. The current SLA for Network Operations and Management expires August 31, 2014. The committee will get back to the board within sixty days to report their status.

Agenda Item No. 8

Executive Session: There was no Executive session. Teri Pennington left the meeting at 2:44 pm and Mike LaMarre had her proxy. Agenda Item No. 9 Discussion and possible action regarding the financial report and current fiscal year budget issues. John Kohlmorgan presented two Financial Reports dated October 31, 2013 and November 30, 2013 to the Board. He also noted that the results of the 2013 audit will be presented at the next Board meeting; the auditors will present their findings and should be added to the agenda as the first item for 20 to 30 minutes. Agenda Item No. 10 Confirm date, time, and location for the next regular Board meeting as February 3, 2014 at 12:00 p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX.

Add any agenda topics for next month.

A. SLA Semi-Annual Review – to be conducted from 12 noon until 1:15 p.m. on February 3rd before the normally scheduled meeting. B. Informational updates will be added to the Network Manager’s update section of the agenda. Each update will have a three minute maximum time limit for discussion. The meeting adjourned at 2:54 p.m.

GREATER AUSTIN AREA TELECOMMUNICATIONS

NETWORK INTERLOCAL AGENCY (GAATN)


MEETING HELD February 3, 2014 12:00 p.m.

Lower Colorado River Authority

LCRA Service Center, Room A504

3505 Montopolis Blvd.

Austin, Texas

Agenda Item No. 1:

Call to Order

The meeting was called to order by Chairman Wayne Wedemeyer at 12:25 p.m.

The following Board members announced as present at the start of the meeting:

Wayne Wedemeyer on behalf of the University of Texas

David Kelly on behalf of the State of Texas, DIR

John Kohlmorgan on behalf of Austin Independent School District

Mike LaMarre on behalf of City of Austin

Teri Pennington on behalf of the City of Austin

John Hoffman on behalf of the State of Texas, DIR

Frank Ammons on behalf of GAATN

Brent Bright on behalf of GAATN

Kathy Wilson on behalf of GAATN

Agenda Item No. 2:

Service Level Agreement (SLA) 2014 Semi-Annual Evaluation

Wayne Wedemeyer will send out an SLA evaluation with notes to Board

members for their input. A final version will then be given to Gary Weseman

for the official SLA evaluation submission to the board.

Agenda Item No. 3:

Updated Roll Call


Mike Gibbons on behalf of Lower Colorado River Authority

Syd Falk, GAATN Attorney




Jaime Guerra on behalf of University of Texas






Dain Herbat, on behalf of Travis County

Guests:

Chris Bear, on behalf of JC Communications

Joe Begey, on behalf of Titus Systems

Carlos Dematos, on behalf of Titus Systems

Mike O’Brien on behalf of Padgett Strateman

Brent Droll on behalf of Austin Independent School District (Comptroller)

Agenda Item No. 4

Citizens Communications


Agenda Item No.5:

Review and Approve the Minutes for the regular Board meeting of January 13, 2014.

The January 13, 2014 Regular Board meeting minutes were reviewed by the Board members

John Hoffman motioned to approve the minutes as presented and it was seconded by Teri

Pennington and it passed unanimously.

Agenda Item 6:

Discussion and possible action regarding the GAATN Fiscal Year 2013 Financial Audit

Presentation form Padgett & Stratemann, CPA Mike O’Brien

The Board was presented with the findings of the accounting firm’s audit. The audit was

performed on the statement of cash receipts and disbursements. There were no uncorrected

misstatements nor difficulties or disagreements with management (AISD). The finding was one

corrected misstatement of $409,081.00 e-rate rebate which was recorded as cash receipt to

GAATN then moved to the general fund of the District without being reflected as a disbursement

of the Agency. It was adjusted in the statement to show as cash receipts and disbursement of

GAATN. John Kohlmorgan asked Brent Grove (AISD) to conduct a more complete evaluation

into why the rebate was posted the way it was and he will bring the report back to the board. The

Board also decided to have an external audit every two years.

Agenda Item No. 7:

Discussion and possible action regarding the Technical Subcommittee Update

Frank Ammons reported there were two projects recommended for approval from the January

Technical Subcommittee meeting.

1. SRS Splice Case 14, squirrel chew segment replacement with funding by GAATN.

The amount for the repair will not exceed forty-nine thousand dollars.

Dain Herbat motioned to approve this project it was seconded by Mike Gibbons and

passed unanimously.

2. SRS Conversion at Convention Center from Cesar Chavez to 3rd

Street to be funded by the

City of Austin. This project enables SRS redundancy to Convention Center from City Hall.

There will be no cost to GAATN for this project. Dain Herbat motioned to approve this

project it was seconded by Teri Pennington and passed unanimously.

Agenda Item No. 8

Network Manager's Update: This item may necessitate an executive session due to

protection provided by Government Code 551.076. This will be at the discretion of the

Chairperson. Any existing network operations, repairs, or maintenance issues, including

any that have occurred since the last Board Meeting; Frank Ammons updated the board on the following:

A. Project & Budget Report review: There have been no changes to this report since the last

meeting. Board Chairman Wayne Wedemeyer urged Board members to send their desires and

input on any projects to Management. This will allow rapid discussions and allow the

reduction of the reserve account with the overall intent to improve the GAATN network.

B. Report on pending projects: The Status page was reviewed. There has been a lot of activity

in the field since the last Board meeting. The goal is to have three rings (SRS, A1N and

A2N) completely audited by the first of June 2014.

C. Informational updates

1. GAATN 2014 MAC RFP (public opening date 2/6/14) Recommendation will be brought to

the March 3 Board meeting

2. GAATN Bentley RFP - Has gone to AISD for advertising

3. GAATN Bluebonnet Pole attachment agreement: The legal department at Bluebonnet stated

they would have feedback by the end of last week. Brent Bright will pursue.

Agenda Item No. 9

Executive Session: There was no Executive session.

Agenda Item No. 10

Board Chairperson Update (30 minutes) - Discussion and possible action regarding:

A brief Fiber Allocation Subcommittee Report given by Jaime Guerra. The Board members

were urged to get their fiber allocation cost selection to Management for further discussion at the

February 10th design session.

Agenda Item No. 11

Discussion and possible action regarding the financial report and current fiscal year

budget issues.

John Kohlmorgan presented the Financial Report dated December 31, 2013. The cost of the

audit was approximately fifteen thousand dollars.

Agenda Item No. 12

Confirm date, time, and location for the next regular Board meeting as March 3, 2014 at

1:30 p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX.


The meeting adjourned at 2:30 p.m.



MINUTES OF THE BOARD OF DIRECTORS SPECIAL DESIGN SESSION

MEETING HELD February 10, 2014 1:30 p.m.




Austin, Texas

Agenda Item No. 1:

Call to Order










Jamie Guerra on behalf of University of Texas


Leslye Conoley on behalf of City of Austin

Gary Weseman on behalf of Austin Community College

Jerry Daugherty on behalf of Lower Colorado River Authority

Guests:

Carlos Dematos, on behalf of Titus Systems

Chris Gonzales on behalf of Titus Systems

Mike Ragain on behalf of JC Communications

Agenda Item No. 2



Agenda Item No.3:

Discussion of future, past and present design initiatives:

3B) Agenda item 3B was addressed first, due to the need for early departure of Jamie Guerra.

There was no objection to the reorder of the agenda.

Jamie Guerra discussed the progression of the Fiber allocation subcommittee. He introduced the

narrative that accompanies the flow chart. The allocation of fiber is based on the desire of

participants and the combination of network rights of the current GAATN entity that has

available fiber. The Board discussed keeping the integrity of the buffer tubes. The current policy

says if an entity has strands in an unallocated buffer tube they will not be required to take

ownership of the entire buffer tube. John Kohlmorgan believes if an entity takes a tube you need

to take the whole tube and you can share that tube. Carlos Dematos discussed the down side of

sharing tubes, explaining in the event there is an outage there could be an outage of two entities

based on sharing. Wayne Wedemeyer spoke about defining a policy based on 114 or 144ct

fibers. The capital cost recovery fee is the only thing the committee needs to define before they

can bring the policy to the board for a vote. Jamie Guerra will work with Frank Ammons to get a

reasonable recovery fee cost and bring that amount to the next board meeting. The policy needs

to state; if fiber is available within an allocated buffer tube, an entity would have to acquire the

entire tube and once that assigned fiber has been calculated within network rights, it can then be

shared with others if the acquiring entity so desires. For new buffer tubes; the entire tube is to be

purchased and if the tube is shared, it is acceptable to divide the network rights. The committee

will bring the policy to the next board meeting for a vote.

3A) Convention Center planning:

Phase 8 SRS re-route has started and February 18th is the scheduled splicing date and February

19th is testing.

Phase 9 GAATN ER room will be approximately 600 square feet and estimates are still coming

in to Management. It is up to GAATN to decide what they want for the room and what it will

consist of. The board voted on the concept of turning Convention center into a GAATN super

node site. Gary Weseman motioned to move forward and obtain costs to make Convention

center a super node, seconded by John Kohlmorgan and it passed unanimously.

3C) In the absence of Frank Ammons, agenda item 3C discussion will be tabled until Frank

Ammons is present. That will be the next board meeting March 3, 2014.

3D) Agenda item 3D and 3E are going to be grouped together for discussion.

Agenda Item No. 4: Executive Session

At 2:54 p.m., Chairman Wayne Wedemeyer announced that he wished to adjourn for

executive session. The executive session was called under Texas Government Code section

551.071, to seek legal advice about any pending litigation concerning:

A. Construction, equipment, and product warranty claims;

B. Damage to GAATN fiber optic cables, equipment, hardware, and other property; C. Contractual, tort or other legal or equitable claims by or against GAATN; or D. The procedures and operations of the Board or the organization; E. GAATN Management and Operation And/or to consider matters concerning:

F. Real property purchase, exchange, lease, easements or value; G. Personnel; H. Security devices, security personnel or security procedures or protocols; or I. Issues involving GAATN physical plant detail made confidential by law J. Or other matters as permitted by the Texas Open Meetings Act.

The regular open session reconvened at 3:37 p.m. for discussion and actions on matters

considered in the closed session.

The Board wants to direct Management to design an outer ring based on the site list that

each entity will provide that will also interconnect all the subrings. Each entity will submit

their list to Management by February 28, 2014. Dain Herbat motioned to have a separate

super ring cable that inter connects with the current super rings. Gary Weseman seconded

the motion and it passed unanimously.

There is also a consensus that there needs to be another design session. The Board also

wants Management to bring a sample prioritized list of projects to the next Technical

Committee meeting February 19, 2014.

Agenda Item No. 5

Confirm date, time, and location for the next regular Board meeting as March 3, 2014 at







MEETING HELD March 3, 2014 1:30 p.m. Lower Colorado River Authority



Austin, Texas

Agenda Item No. 1:

Call to Order













Carlos DeMatos on behalf of the City of Austin

Guests:

Joe Begey on behalf of Titus Systems


Brian Combs on behalf of Combs Consulting Group

Mike LaMarre with the City of Austin arrived after roll call.

Agenda Item No. 2:



Agenda Item No. 3:

Review and Approve the Minutes for the regular Board meeting of February 3, 2014

The February 3, 2014 Regular Board meeting minutes were reviewed by the Board members,

Jaime Guerra noted that his name was spelled incorrectly and requested that it be corrected.

John Kohlmorgan motioned to approve the minutes with noted changes and it was seconded by

Teri Pennington and the motion passed unanimously.

Agenda Item No. 4

Board Chairperson Update (20 minutes) – Discussion and possible action regarding:

A. Possible approval of additional GAATN-MAC-2014 Contractor

Brian Combs stated that three companies inquired about the RFP, but only one

submitted a proposal. Brian discussed how the one proposer was graded even though

only one submitted a proposal. Gary Weseman asked if the pricing was in line with

current MAC contracts and previous RFP proposals, Frank Ammons and Brian talked

about pricing being in line with the exception of fiber splicing cost which went up from

$17.50 to $19.50 per splice. Brian discussed a few minor deficiencies in the proposal

documents and that Frank Ammons requested that legal counsel review the response for

legitimacy. Syd Falk (GAATN Legal Counsel) assured the GAATN Board that the

deficiencies were minor in nature and that the Board could award the contract should it

so choose. The initial contract period was verified to last through August 2016 with two

one year extensions. Teri Pennington made a motion to award the MAC RFP contract to

Titus Systems, it was seconded by John Hoffman and the motion passed unanimously.

B. Exploration of GAATN Interest in Peering Agreements and Negotiations

Chairman Wedemeyer shared that two telecommunication companies within the Greater

Austin Area have expressed an interest in peering with GAATN. Teri Pennington made

a motion to defer this topic to a future Technical Subcommittee meeting for further

discussion, it was seconded by Gary Weseman and the motion passed unanimously.

C. Bluebonnet Pole Attachment Agreement Update

Syd Falk discussed the progress that he and Patricia Allen made during a February 28th

conference call. They made it through about half of the document and have a second

call scheduled for March 4th to continue reviewing his requested changes. Syd is

pleased with the progress and expects that an agreement can be reached that both parties

will be satisfied with. Syd is not sure who with Bluebonnet may need to approve the

agreement after Patricia or how long that may take.

Agenda Item No.5:


A. Seeking approval of GAATN Design Session Priority List as recommended by the

Technical Subcommittee

Frank Ammons reviewed the GAATN Design Session Priority List and how they were

prioritized, Syd Falk clarified that the smaller the number in the priority column, the

higher the priority. The GAATN Design Session Priority List clearly pointed to the

Convention Center Build-out and SRN/SRS projects as the GAATN agencies two

highest priorities. Gary Weseman made a motion to accept the GAATN Design Session

Priority List as the agencies list of project priorities for future planning purposes, it was

seconded by Teri Pennington and the motion passed unanimously. The next design

session meeting will be scheduled for some time in April.

B. Seeking approval of GAATN Existing Unassigned Fiber Acquisition Policy as

recommended by the Technical Subcommittee

Jaime Guerra reviewed the changes made to “Exhibit A” upon GAATN legal review,

noting the biggest change was wording, replacing the terms allocated/un-allocated with

assigned/un-assigned. The flow chart was simplified by having just four decision paths.

It was decided to minimize the information on “Exhibit B” to have just the ring names

and cost per strand for each. The other information used to derive the fiber cost per ring

will be kept in a separate document for future reference. It was clarified that “Exhibit

B” reflects costs that are one time fees and that ongoing cost associated with obtaining

unassigned fibers are addressed/assessed in the agencies network rights fees. John

Kohlmorgan made a motion to approve the GAATN Existing Unassigned Fiber

Acquisition Policy with the proposed changes to “Exhibit B”, it was seconded by Gary

Weseman and the motion passed unanimously.

Agenda Item 6:




any that have occurred since the last Board Meeting;

A. Any existing network operations, repairs, or maintenance issues, including any that

occurred since the last Board meeting

a. Job Budget Tracking Review

Frank reviewed the spreadsheet and discussed how it will eventually grow into

two pages. It was decided that when it grows to a 2nd

page to move the proposed

projects section to its own page keeping the current projects together.

b. Report on pending projects

Frank Ammons reviewed and noted that the GAATN project numbers were added

for easy reference to the Job Budget Tracking spreadsheet. Frank spoke

specifically to the following projects:

3rd

street project splicing is scheduled for March 12th & 13

th

SRS 13-15 splicing moved to 24th & 25

th at the request of Travis County due

to voting

Broadstone at the Lake is ongoing with conduit anticipated to be complete

sometime this Spring

C1N non-armored replacement is underway, 54-55 scheduled to be completed

this week

C1S non-armored replacement placing is underway with splicing to take place

in March

D1N phase 1 of 4 fiber placement is complete awaiting the splicing schedule

SRS splice audits, 25 of 25 complete

A1N splice audits, 52 of 85 complete

A2N splice audits, beginning soon

SRN splice audits, one underground splice remaining, Carlos DeMatos is

looking into it

B. Bentley Request For Proposal (RFP) Timelines:

FEB 18 & 25 - Advertise in the Austin American Statesman

FEB 18 – RFP to be posted on BidSync.com

March 4 – Due date for vendor questions

March 7 – Response to vendor questions posted on BidSync.com

March 20 – Due date for proposals by Contractors

March 21 – Proposals to GAATN for Review

April 7 - Recommendation to GAATN Board for approval

Frank reviewed the above schedule, Teri Pennington, Wayne Wedemeyer and Frank

Ammons will review and score the proposers and prepare a recommendation for the April

Board meeting

Agenda Item No. 7

Executive Session:

There was no Executive session.

Agenda Item No. 8


budget issues.

John Kohlmorgan presented the Financial Report dated January 31, 2013. He noted that the

Wright Tree Service check was received.

Agenda Item No. 9

Confirm date, time, and location for the next regular Board meeting as April 7, 2014 at







MEETING HELD April 7, 2014 1:30 p.m. Lower Colorado River Authority



Austin, Texas

Agenda Item No. 1:

Call to Order












Carlos DeMatos on behalf of the City of Austin

Mike LaMarre on behalf of the City of Austin

Guests:

Joe Begey on behalf of Titus Systems



Agenda Item No. 2:



Agenda Item No. 3:

Review and Approve the Minutes for the regular Board meeting of March 3, 2014

The Regular Board meeting minutes were reviewed by the Board members,

Chairman Wedemeyer noted that 5.B. required a word change from accessed to assessed. Teri

Pennington made a motion to approve the minutes with noted changes and it was seconded by

Gary Weseman and the motion passed unanimously.

Agenda Item No. 4

Board Chairperson Update (20 minutes) – Discussion and possible action regarding:

A. Network Operations and Management SLA Subcommittee update

The Board reviewed a document compiled by the Subcommittee, there was discussion

regarding the SLA report card deliverables being documented and reported on a regular

basis. Mike LaMarre and Teri Pennington want to make sure that the SLA and SLA

Report Card align to ensure that the GAATN Management Team can meet the Boards

expectations. There was discussion regarding an additional full time employee (FTE)

due to a growing work load bringing the GAATN Management Team to a total of three

full time employees. There was discussion regarding dedicated GAATN employees

versus employees that split time and effort between GAATN and City of Austin. The

Board requested a quote from the City of Austin for the equivalent of three FTE’s to be

presented at the next Board Meeting.

B. Bluebonnet Pole Attachment Agreement Update, requested by Legal Counsel

Syd Falk shared that the agreement was moving forward and that Bluebonnet General

Counsel did not accept all the requested changes. Syd believes that the contract is still

acceptable based on the latest changes discussed and is waiting on the final edited

documents from Bluebonnet for his final review. Dain Herbat made a motion that

would allow Chairman Wedemeyer to execute the agreement upon legal review and

acceptance, it was seconded by Teri Pennington and the motion passed unanimously.

Dain Herbat made a motion that would allow Chairman Wedemeyer to execute an

interim agreement, subject to the terms and conditions of the master agreement, to attach

to 26 Bluebonnet poles upon legal review and acceptance. The interim agreement is

only to be used if the master agreement is not finalized during the week of April 7th.

The motion was seconded by Mike LaMarre and the motion passed unanimously.

C. Seeking Subcommittee for GAATN Legal Services. Existing contract expires

August 31, 2014

The subcommittee consists of Teri Pennington, Dain Herbat and Brent Bright. GAATN

Management will send out the last legal RFP documents for review. Syd Falk

mentioned that an RFP for legal services was not necessary or required. Any requested

change to the RFP documents is due to be reviewed for approval at the June 2nd

Board

Meeting.

Agenda Item No.5:


A. UT Request of Two Unassigned Fibers on A1N, Possible Recommendation of

Approval

Gary Weseman made a motion to assign two un-allocated fibers on A1N to UT for the

one-time cost of $8155.64 and update the network rights to reflect the change. The

motion was seconded by Dain Herbat and the motion passed unanimously.

B. Possible Recommendations of new A2N AISD Site at 812 San Antonio

Gary Weseman made a motion to approve the addition of the AISD site on A2N. The

motion was seconded by David Kelly and the motion passed unanimously.

C. Seeking Approval of B1N Non-armored replacement

Gary Weseman made a motion to approve the B1N non-armored replacement project at

a not to exceed cost of $221,153.75 with the funds to come from existing 2014 budget.

The motion was seconded by Teri Pennington and the motion passed unanimously.

D. Seeking Approval of B1S Non-armored replacement

Gary Weseman made a motion to approve the B1S non-armored replacement project at a

not to exceed cost of $314,499.76 with the funds to come from existing 2014 budget.

The motion was seconded by David Kelly and the motion passed unanimously.

Agenda Item 6:




any that have occurred since the last Board Meeting;


occurred since the last Board meeting

a. Job Budget Tracking Review

Frank reviewed the spreadsheet and informed the Board that he will update it based

on the approval B1N and B1S non-armored replacement projects.

b. Report on pending projects

Frank Ammons reviewed the current and pending projects and informed the Board

that he is working on a revised spreadsheet that will have additional information

useful to the GAATN Board members.

B. Bentley Request For Proposal (RFP)

Frank Ammons shared that there were no responses to the Bentley RFP. The Board

discussed ways to increase the pool of firms that might bid on the RFP. The Board directed

the Management team to make the RFP more modular, consider a pre-bid call and contact

Bentley for input on possible data conversion vendors.

Frank Ammons asked for participants to be filmed in a video that will be placed on the

GAATN website and shared with a group of people coming from the San Antonio Area

Broadband Network (SAABN) to better understand GAATN as they explore it as a possible

solution to their needs. Dain Herbat, Wayne Wedemeyer and Teri Pennington agreed to

assist with the video.

Agenda Item No. 7

Executive Session:

There was no Executive session.

Agenda Item No. 8


budget issues.

John Kohlmorgan presented the Financial Report dated February 28, 2013.

Agenda Item No. 9

Confirm date, time, and location for the next regular Board meeting as May 5, 2014 at 1:30

p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX.




MINUTES OF THE BOARD OF DIRECTORS SPECIAL DESIGN SESSION

MEETING HELD April 21, 2014 1:30 p.m. Lower Colorado River Authority


Austin, Texas

Agenda Item No. 1: Call to Order The meeting was called to order by Chairman Wayne Wedemeyer at 1:30 p.m. The following Board members announced as present at the start of the meeting:

Wayne Wedemeyer on behalf of the University of Texas David Kelly on behalf of the State of Texas, DIR John Kohlmorgan on behalf of Austin Independent School District Mike LaMarre on behalf of City of Austin Brent Bright on behalf of GAATN Dain Herbat, on behalf of Travis County

Gary Weseman on behalf of Austin Community College Jerry Daugherty on behalf of Lower Colorado River Authority

Frank Ammons on behalf of GAATN Carlos DeMatos on behalf of City of Austin

Guests: Chris Gonzales on behalf of Titus Systems Mike Ragain on behalf of JC Communications

Agenda Item No. 2 Citizens Communications


Agenda Item No.3: Review and approve the Minutes for the Special Design Session Board Meeting of February 10, 2014 Gary Weseman made a motion to approve the minutes as written, David Kelly seconded the motion and it passed unanimously. Agenda Item No.4: Discussion of future, past and present design initiatives: 4A) Frank Ammons and Mike LaMarre reviewed the “GAATN Active Budget Data” Spreadsheet and how it allows the Board to see ”real time” budget impacts to the projected five year plan due to project additions and/or revenue adjustments. The Board appreciated the ability to see the long term impacts in “real time”. The Board asked that GAATN Management verify the actual operating costs and update accordingly. The Board made the decision to increase the emergency reserve to 1.3M and present a long term plan to reduce the overall reserve to 1.3M. GAATN Management is going to create a GAATN “Position Paper” stating their five year budget position.

4B) Frank Ammons and Carlos DeMatos discussed the two estimates that they received based on an RFI. The cost will be around 700K and was based on 14 to 21 cabinets/racks, the power, generator and HVAC requirements were based on an average power consumption of 5000 watts per cabinet/rack. Frank Ammons indicated that the cost to build out the Convention Center could be reduced by decreasing power consumption which will decrease the UPS, generator and HVAC requirements. The GAATN Board members have the following action items:

Number of Racks needed Power consumption per rack Determine if fiber will be terminated in entity racks

GAATN Management has the following action items: Recommend HVAC delivery method, chilled water of DX? Maintenance cost for UPS, generator and HVAC Determine if there will be a recurring monthly cost for power consumed

Agenda Item No. 5:

Executive Session There was no executive session Agenda Item No. 6 Confirm date, time, and location for the next regular Board meeting as May 5, 2014 at 1:30 p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX.





MEETING HELD May 5, 2014 1:30 p.m. Lower Colorado River Authority


Austin, Texas

Agenda Item No. 1: Call to Order The meeting was called to order by Chairman Wayne Wedemeyer at 1:33 p.m. The following Board members announced as present at the start of the meeting: Wayne Wedemeyer on behalf of the University of Texas Mike Gibbons on behalf of Lower Colorado River Authority Syd Falk, GAATN Attorney David Kelly on behalf of the State of Texas, DIR John Kohlmorgan on behalf of Austin Independent School District Frank Ammons on behalf of GAATN Teri Pennington on behalf of the City of Austin Brent Bright on behalf of GAATN Gary Weseman on behalf of Austin Community College Carlos DeMatos on behalf of the City of Austin Jaime Guerra on behalf of the University of Texas Dain Herbat on behalf of Travis County Guests: Joe Begey on behalf of Titus Systems Mike Ragain on behalf of JC Communications Agenda Item No. 2: Citizens Communications There were no citizen’s communications today. Agenda Item No. 3: Review and Approve the Minutes for the regular Board meeting of April 7, 2014 The Regular Board meeting minutes were reviewed by the Board members, Gary Weseman made a motion to approve the minutes as written, it was seconded by David Kelly and the motion passed unanimously. Review and Approve the Minutes for the Special Design Session Board meeting of April 21, 2014 The Special Design Session meeting minutes were reviewed by the Board members, Chairman Wedemeyer requested that the reference to executive session under agenda item number 5 be struck from the minutes because nothing was discussed at that time. Gary Weseman made a motion to approve the minutes as amended, it was seconded by Dain Herbat and the motion passed unanimously.

Agenda Item No. 4 Board Chairperson Update – Discussion and possible action regarding: A. San Antonio Area Broadband Network (SAABN) discussion Chairman Wedemeyer shared that the meeting went well and he thanked GAATN Management for their efforts preparing for it. He noted that SAABN has requested that he go to San Antonio and share information about GAATN. B. Seeking approval for the third extension of possible four extensions from September 1, 2014 thru August 31, 2015 of the GAATN Maintenance contract with Titus Systems, LP. Contract initial period: September 1, 2011 thru August 31, 2012 with option of four extensions Frank Ammons presented an Outside Plant Contract report illustrating the current list of GAATN contracts, the dates involved and the possible extensions associated. John Kohlmorgan requested a performance metric to ensure that contract requirements are being met for future award of contract extensions. Frank Ammons noted this request and spoke to the quality of service provided by Titus Systems. John Kohlmorgan asked that an Organization Chart be provided by Titus Systems in light of recent changes within management. Dain Herbat made a motion to execute the third extension, it was seconded by Teri Pennington and the motion passed unanimously. C. Seeking approval for the first extension of possible two extensions from September 1, 2014 thru August 31, 2015 of the GAATN Moves, Adds and Changes contract with JC Communications. Contract initial period: September 1, 2013 thru August 31, 2014 with option of two extensions Frank Ammons spoke to the quality of service provided by JC Communications in light of the increased amount of fiber placed and spliced this year. Gary Weseman made note that the dates listed on the Outside Plant Contract report do not line up with previous discussions regarding the current MAC contracts and John Kohlmorgan asked that the contract numbers, regarding the MAC contracts be reviewed as well. Frank Ammons will look into each of these concerns and provide an updated report prior to the next Board Meeting. Dain Herbat made a motion to execute the first extension, it was seconded by David Kelly and the motion passed unanimously. D. GAATN Network Management Staffing Teri Pennington shared that Brent Bright has resigned from the Project Coordinator position with GAATN. She added that the City of Austin is working on a staffing plan to replace Brent and add an additional full time employee (FTE) bringing the total GAATN funded FTE count to three. She also discussed the difficulty of adding an additional FTE this late into the budget cycle. She stated that the additional FTE may be filled by a full-time contractor until the position can be added to the City of Austin budget, if there were no objections, to which there were none. Agenda Item No.5: Discussion and possible action regarding the Technical Subcommittee Update A. UT Request of six Unassigned Fibers on A2N, Possible Recommendation of Approval Frank Ammons reviewed a GAATN Existing Unassigned Fiber Acquisition Request Form (EUFAP) 2014-4-03 UT.2 as submitted by the University of Texas and stated that the fibers that UT is requesting reside in the Violet buffer tube and are fibers 103, 104, 105, 106, 107 and 108. The cost for UT to acquire the fibers will be $7,983.66. Gary Weseman made a motion to approve UT’s EUFAP at the cost of $7,983.66, Mike Gibbons seconded the motion and the motion passed with UT abstaining. B. UT Request of six Unassigned Fibers on SRN, Possible Recommendation of Approval

Frank reviewed a GAATN Existing Unassigned Fiber Acquisition Request Form (EUFAP) 2014-4-03 UT.3 as submitted by the University of Texas and stated that the fibers that UT is requesting reside in the Violet buffer tube and are fibers 103, 104, 105, 106, 107 and 108. The cost to acquire the fibers will be $27,729.18. Gary Weseman made a motion to approve UT’s EUFAP at the cost of $27,729.18, Dain Herbat seconded the motion and the motion passed with UT abstaining. C. City Of Austin (COA) seeking approval of new COA C1S site at 10210 Brodie Lane Gary Weseman made a motion to approve the COA addition to C1S, it was seconded by Dain Herbat and the motion passed unanimously. D. Seeking approval of 75,000 feet of fiber to be placed in stock for future projects and emergency repair Gary Weseman made a motion to approve the purchase of 75,000 feet of armored 114ct fiber at a cost not to exceed $69,000 to be place in GAATN stock. The motion was seconded by Teri Pennington and the motion passed unanimously. Agenda Item 6: Network Manager's Update: This item may necessitate an executive session due to protection provided by Government Code 551.076. This will be at the discretion of the Chairperson. Any existing network operations, repairs, or maintenance issues, including any that have occurred since the last Board Meeting; A. Any existing network operations, repairs, or maintenance issues, including any that occurred since the last Board meeting a. Job Budget Tracking Review Frank reviewed the spreadsheet and informed the Board that the B1N and B1S replacement projects were added to the approved projects. He also discussed the two repair projects that were added and stated that the costs to date are only for the temporary repairs. John Kohlmorgan requested that the repair project status remain open and funded amount remain blank until the permanent repairs are complete. b. Report on pending projects Frank Ammons reviewed the current and pending projects and informed the Board that all splice audits should be complete in June. He stated that he is working with the GAATN Webmaster and hopes to have a new Status Page complete for presentation at the next Technical Subcommittee meeting for review. c. Report on West Command C2S Damage Claim at Falcon Head and FM 620 Frank informed the Board that on April 16, 2014 a United Rentals truck loaded with an oversized piece of equipment, snagged GAATN aerial fiber causing the cable to be severed. An emergency temporary repair was necessary. In pursuit of the temporary cost and permanent repair that is required, a Demand Letter has been sent to United Rentals with a copy to GAATN Legal staff. d. Report on SRN Damage Claim at Shoal Creek Blvd Frank informed the Board that on April 23, 2014 an AT&T employee mistakenly cut a GAATN fiber cable while performing a routine splice on their network. He has contacted AT&T regarding the incident but has not had a response to date. He will continue to contact the AT&T employees onsite the day

of the incident and will escalate within AT&T management if necessary to send out a demand letter.

B. Bentley Request For Proposal (RFP) Frank Ammons shared that AISD is working on the proposal dates and that he spoke with Bentley and they will be responding to the RFP. C. GAATN RFP for Legal Services – Out for final review for edits Frank Ammons reminded everyone that he sent the documents out for review and that he will move forward with the posting if no requested changes were received by Wednesday May 7th. D. GAATN Bluebonnet Pole Attachment Agreement Chairman Wedemeyer shared that he received a request for one additional change to the agreement. He stated that GAATN Legal reviewed the latest change request and felt it was benign in nature and that it was fine to execute. The signed agreement should be delivered to Bluebonnet’s office by 4:00 p.m. on May 5th. Agenda Item No. 7 Executive Session: There was no Executive session. Agenda Item No. 8 Discussion and possible action regarding the financial report and current fiscal year budget issues. John Kohlmorgan presented the Financial Report dated March 31, 2014 and noted that the food budget was over spent due to the SAABN meeting and that the appropriate funds would be transferred to cover the budget overrun. Agenda Item No. 9 Confirm date, time, and location for the next regular Board meeting as June 2, 2014 at 1:30 p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX. Add any agenda topics for next month. The meeting adjourned at 2:35 p.m.



MEETING HELD June 2, 2014 1:30 p.m. Lower Colorado River Authority LCRA Service Center, Room A504

3505 Montopolis Blvd. Austin, Texas

Agenda Item No. 1: Call to Order The meeting was called to order by Chairman Wayne Wedemeyer at 1:30 p.m. The following Board members announced as present at the start of the meeting: Wayne Wedemeyer, on behalf of the University of Texas Gary Weseman, on behalf of Austin Community College Mike Gibbons, on behalf of Lower Colorado River Authority Syd Falk, GAATN Attorney David Kelly, on behalf of the State of Texas, DIR John Hoffman, on behalf of the State of Texas, DIR John Kohlmorgan, on behalf of Austin Independent School District Jaime Guerra, on behalf of University of Texas Carlos DeMatos, on behalf of GAATN Teri Pennington, on behalf of the City of Austin Kathy Wilson, on behalf of GAATN Mike LaMarre, on behalf of City of Austin Dain Herbat, on behalf of Travis County Guests: Mary Adams, on behalf of City of Austin Joe Begey, on behalf of Titus Systems Chris Gonzales, on behalf of Titus Systems Agenda Item No. 2: Citizens Communications There were no citizen’s communications today. Agenda Item No. 3: Review and Approve the Minutes for the regular Board meeting of May 5, 2014 The May 5, 2014 Regular Board meeting minutes were reviewed by the Board members David Kelly had a question regarding item 6d. The minutes will be amended with the addition of “A demand letter” to complete the sentence. Gary Weseman motioned to approve the minutes with the amended item and it was seconded by Dain Herbat and passed unanimously. Agenda Item 4: Board Chairperson Update A. Bluebonnet pole attachment The agreement has been reached, there are a number of requirements in the contract that have been satisfied, the only remaining unsatisfied item is the security instrument or a bond. The amount of the bond is twenty-five thousand. It is based on the number of pole attachments, one hundred poles or less the amount of the bond is twenty-five thousand and one hundred and one poles to five thousand poles the amount of the bond needs to

be fifty thousand dollars for the term of one year. The annual rental is thirteen to fourteen dollars per pole. The bond would need to be in effect as long as there is fiber attached to the poles. The directive from the board to Network management is to go forward with a bond for a year and then explore other options (Certificate of Deposit, or some other type of depository option) that would be less expensive than a bond. Teri Pennington motioned that the Board directs Network Management to investigate a bond for the first year with the cost not to exceed a thousand dollars and also to look for options for security after that. Mike Gibbons seconded the motion, and the motion passed unanimously. B. Update of GAATN open position Mike LaMarre stated the position that was vacated by Brent Bright has been posted and he is currently receiving applications and interviews should begin mid to end of June. Mike Gibbons has agreed to be on the interviewing panel for the position. This is the full time GAATN, IT Project Coordinator position. Also the position is not vacant Kathy Wilson is currently filling the role from the GAATN perspective. Agenda Item No. 5: Discussion and possible action regarding the Technical Subcommittee Update by Committee Chairperson A. There was no meeting for the month of May B. Please get items for the agenda to Network Management Agenda Item No. 6 Network Manager's Update: Carlos DeMatos updated the Board on the following: A. Report on pending projects: The Status page was reviewed, with the inclusion of the emergency repairs. C2S at 620 and Swing Street was damaged due to an unidentified vehicle. There were multiple calls to Travis County stating a tall commercial vehicle was hitting multiple lines from 620 to highway 71. The vehicle height was eighteen feet 3 inches. Full testing was performed on the cable and there was no damage to the armor, it was re-hoisted and returned to the original location. A1N case #28 emergency repair, AISD had broken fiber inside the case, the Maintenance Contractor was contacted and went to location and made repairs. A1N and A2N splice case audits are now complete; we are currently waiting on pictures and documentation for both from JC communications. A2N Broadstone at the Lake is a developer driven project, the rings are being rerouted and the conduit installation should begin in middle of September. B1N and B1S non-armored replacement projects are currently being underway. B1S three segments are complete. The splicing schedule that was recently sent out showed the new schedule, and because there is a large number of splices and testing that needs to be performed we are now splicing and testing twice a week increased from the once a week. SRN temporary repair at Shoal Creek and Cavaleer damaged caused by AT&T employee cutting the wrong cable and C2S temporary repair at 620 and Falcon Head damaged was caused by a United Rental Truck, loaded with heavy equipment. We are currently pursuing using our reimbursement protocol from both companies. Management will present the permanent proposals at the next Technical Committee meeting. The following projects that will be added to the status page are: A2N (University of Texas as developer) MLK Lavaca Colorado St (manhole project) Austin Community College and Highland Mall Travis County project (waiting on Bluebonnet pole attachment agreement)

B. Job Budget Tracking review: There was an email that was sent out describing how thirty-eight thousand was not captured on the last budget tracking report, and we will be seeking approval from the Technical Committee to present to the Board the purchase of more fiber. Gary Weseman, suggested that since it has to be approved by the Board that it can be done right now. John Kohlmorgan discussed that we approved at the last meeting $69,000 and we can just amend the original amount. The directive from the Board was to proceed with purchasing fiber. Kathy Wilson discussed the change in the emergency reserve balance. The addition of three hundred thousand and that amount was deducted from the ending fund balance. Wayne Wedemeyer would like to see the addition of the remaining budgeted funds to be added to the Budget report sheet. C. Informational updates: GAATN RFP for Bentley Services to date there has only been one vendor or only one proposal received and the deadline for submissions has been extended from June 5th to June 9th. Evaluations will begin the week of June 9th through June 13, 2014. June 18th evaluations to be presented to the Technical subcommittee GAATN RFP for Legal Services The deadline for proposals is June 5, and evaluations will begin June 9 through June13, 2014. The Legal subcommittee consists of Dain Herbat, Mike LaMarre (Teri Pennington is the back up for Mike LaMarre) and Carlos DeMatos who is the replacement for Brent Bright. Agenda Item No. 7 Executive Session: There was no Executive session. Agenda Item No. 8 Discussion and possible action regarding the financial report and current fiscal year budget issues. John Kohlmorgan presented the Financial Report dated April 30, 2014. We did receive a small amount of money from Google for some of the transfers that are going on. Next month the report will reflect the change for the emergency reserve fund. Agenda Item No. 9 Confirm date, time, and location for the next regular Board meeting as July 7, 2014 at 1:30 p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., and Room A504 Austin, TX. The meeting adjourned at 2:30 p.m.




MEETING HELD July 7, 2014 1:30 p.m.




Austin, Texas

Agenda Item No. 1:

Call to Order



Wayne Wedemeyer, on behalf of the University of Texas

Mike Gibbons, on behalf of Lower Colorado River Authority


David Kelly, on behalf of the State of Texas, DIR

John Kohlmorgan, on behalf of Austin Independent School District

Jaime Guerra, on behalf of University of Texas

Carlos DeMatos, on behalf of GAATN

Teri Pennington, on behalf of the City of Austin

Kathy Wilson, on behalf of GAATN

Mike LaMarre, on behalf of City of Austin


Guests:

Joe Begey, on behalf of Titus Systems

Chris Gonzales, on behalf of Titus Systems


Agenda Item No. 2:


There were no citizens’ communications today.

Agenda Item No. 3:

Review and Approve the Minutes for the regular Board meeting of June 2, 2014

The June 2, 2014 Regular Board meeting minutes were reviewed by the Board members

Teri Pennington reported that her name had two r's instead of one written into the minutes of

May 5, 2014. Teri Pennington motioned to approve the minutes with the name spelling

correction and it was seconded by John Kohlmorgan and passed unanimously.

Agenda Item 4:

Board Chairperson Update

A. Seeking approval of GAATN Legal Services (AISD Proposal Q14-066,opened June 5, 2014)

to be provided during the GAATN 2015 fiscal year beginning September 1, 2014 with the option

of up to (3) one year renewals. Teri Pennington reported that the evaluation committee had a

spirited conversation about the vendor (Bickerstaff Heath Delgado Acosta LLP). There will be

an increase of five dollars per hour each year. Wayne Wedemeyer motioned to approve the

GAATN legal services proposal; it was seconded by Teri Pennington and passed unanimously.

B. Seeking approval of GAATN Network Operations and Management Service existing

Service Level Agreement (SLA) with the City of Austin began on September 1, 2009 for a term

of one year with (4) one year renewals. The existing SLA is set to expire August 31, 2014. John

Kohlmorgan and Syd Falk will put together a letter for governmental services for the renewal of

two full time employees next year and the following year there will be three full time employees.

John Kohlmorgan motioned to hire the City of Austin for 1 more year with 2 full time

employees and GAATN will fund a third employee for the management of GAATN, it was

seconded by Mike Gibbons and the motion passed with the City of Austin abstaining.

C. Seeking approval of retainage payment for GAATN Maintenance Contract (AISD

Proposal P11-062) for fiscal year 2014 The report from the management team is that the

contractor has fulfilled all obligations and Frank Ammons stated he is happy with the

performance. Teri Pennington motioned to approve the payment and it was seconded by Dave

Kelly and passed unanimously.

D. Bluebonnet Pole attachment The agreement has been reached, the contract has been

satisfied, along with the one remaining unsatisfied item which was the security instrument or a

bond. The amount of the bond is fifty thousand with a two year agreement. GAATN or any

GAATN entity can use up to 5000 poles under the current agreement.

E. Update of GAATN open position Mike LaMarre stated that with the position, they have

completed the phone interviews and have three face to face interviews scheduled for Friday the

11th and will notify candidates not selected.

Agenda Item No. 5:

Discussion and possible action regarding the Technical Subcommittee Update by

Committee Chairperson (John Kohlmorgan discussed in Gary Weseman absence)

A. John Kohlmorgan motioned to permanently repair the damage on SRN at Shoal Creek and

Cavaleer, with the stipulation not to exceed thirty thousand dollars; it was seconded by Dave

Kelly and passed unanimously.

B. Please get items for the agenda to Network Management.

Agenda Item No. 6

Network Manager's Update: Frank Ammons updated the Board on the following:

A. Report on pending projects The GAATN Projects page was reviewed, this was introduced

and approved at the last Technical Committee meeting. It was also decided that color will be

added to the splicing column only per John Kohlmorgan. It is also posted on the GAATN

website.

B. Job Budget Tracking review Frank Ammons discussed that the probationary period for the

current make-up of the Budget Report has expired and if anyone wants additions or deletions the

request should be sent to Frank prior to the July 16th Technical Committee meeting.

C.Timesheet Report: This sheet was in response to the request to track time. John Kohlmorgan

states that this sheet is to granular. The categories are fine but tracking on the half hour is not

wanted. Tracking on a monthly basis is desired by board. What will be tracked are the

accomplishments in the categories listed on the Timesheet Report.

D. Report on West Command Falcon head and 620 the insurance adjusters and questions for

Frank, he will continue to work with them until everything is resolved.

E. Damage claim at Shoal Creek the Company has turned this incident over to their claims

department which is currently working with Frank Ammons.

Informational Updates:

GAATN RFP for Bentley Services The review committee had some concerns regarding the

proposal and Advance One will capture concerns and Network Management will be presenting

for approval at the August 4th Board meeting.

Agenda Item No. 7

Executive Session: There was no Executive session.

Agenda Item No. 8


budget issues.

John Kohlmorgan presented the Financial Report dated May 31, 2014. Next month the report

will reflect the change for the Emergency Reserve fund.

Agenda Item No. 9

Confirm date, time, and location for the next regular Board meeting as August 4, 2014 at

1:30 p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., and Room A504 Austin,

TX.





MEETING HELD August 4, 2014 12:00 p.m.




Austin, Texas

Agenda Item No. 1:

Call to Order

The meeting was called to order by Dain Herbat at 12:00 p.m.







Carlos DeMatos on behalf of City of Austin

Dain Herbat on behalf of Travis County



Agenda Item No. 2:

Service Level Agreement (SLA) 2014 Semi-Annual Evaluation

The evaluation was conducted by Dain Herbat with participation from the other

board members that were present.

Agenda Item No. 3

Reconvene at the conclusion of the SLA evaluation

Agenda Item No. 4:

Updated Roll Call











Guests:

Chris Gonzales, on behalf of Titus Systems

Agenda Item No. 5


There was no citizen’s communications today.

Agenda Item No.6:

Review and Approve the Minutes for the regular Board meeting of July 7, 2014.

The July 7, 2014 Regular Board meeting minutes were reviewed by the Board members

Dain Herbat motioned to approve the minutes as amended and it was seconded by Dave Kelly

and it passed unanimously.

Agenda Item 7:

Board Chairman update: Discussion and possible action regarding:

A. Annual Elections 1. Board Chairperson -Dain Herbat nominated Wayne Wedemeyer for the Board Chairperson

and it was seconded by Mike LaMarre. Gary Weseman motioned to cease nominations and this

was seconded by Dave Kelly the motion passed with Wayne Wedemeyer Abstaining.

2. Board Vice-Chairperson- Gary Weseman nominated Dain Herbat as Board Vice-Chairman

and it was seconded by Dave Kelly. Then Gary Weseman motioned to cease nominations and

this was seconded by Dave Kelly, the motion passed with Dain Herbat abstaining.

Then the vote for Chairman was taken with all present in favor of Wayne Wedemeyer remaining

chairman. All present signified in favor of the sole nomination of the Vice Chair Dain Herbat.

B. Possible recommendation and approval of RFP P14-061 management & Maintenance of

the Bentley communications Data for the greater Austin area telecommunications network

The respondent to the RFP has not been able to meet security requirements at this time.

At 1:47 p.m., Chairman Wayne Wedemeyer announced that he wished to adjourn for the

Executive Session. The Executive session was called under one or more of Texas Government

Code sections 551.071, 551.072, 551.074, and/or 551.076 to deliberate about issues involving

GAATN physical plant detail made confidential by law as described in Tex. Gov’t Code

sections 418.175-418.181 (H.B. 9).

The Executive session adjourned at 2:45 p.m.

After the executive session, it was reported that the decision regarding agenda item B by the

Board has been made which is to not to take any actions at this time on the Bentley RFP P14-

061.

C. Update of GAATN open position: The Project Coordinator Sarah Rondinelli will start

Monday August11, 2014.

Agenda Item No. 8:

Technical Subcommittee Update Subcommittee Chairman Gary Weseman

Gary Weseman reported highlights from the July Technical Subcommittee meeting.

A. Network management is continuing to work on the design requirements for the convention

center GAATN room.

B. Disaster recovery meeting will be scheduled sometime in September or October.

C. Network Manager approved underground conduit repair on B1N Segment 05-09 for the

amount of $11,440.00. This repair was necessary to complete the segment.

Agenda Item No. 9




any that have occurred since the last Board Meeting; Frank Ammons updated the board on the following:

A. Report on pending projects: The majority of the projects are winding down for fiscal year

2015. The cable budget did exceed original amount due to the purchase of seventy-five thousand

feet order of fiber. There are also just a handful of projects that remain open and proposals have

been acquired from the vendors. B1N all segments are complete just waiting on as-builds to be

placed in Bentley. Splice case audits are all complete and info in Bentley should be complete by

the end of next week. The Bentley upgrade will have to wait until 2015.

B. Job Budget Tracking Review

C. Central Texas Regional Mobility Authority (CTRMA) Hwy 290 Payment to GAATN The

check in the amount of $61,060.00 will be arriving soon and forwarded to AISD for deposit.

D. Report on West Command C2S Damage Claim at Falcon Head and FM 620, United Rentals

Truck Damage struck our fiber, Frank Ammons is turning this over to the legal (Syd Falk

GAATN Attorney)for further action since the claim adjuster is not cooperating. The claim is in

the amount of $5,165.05.

E. Report on SRN Damage Claim at Shoal Creek Blvd, AT&T Employee Damage the

temporary repair was in the amount of $9349.10 and the permanent repair is $29,213.00.

Agenda Item No. 11


budget issues.

John Kohlmorgan presented the Financial Report dated June 30, 2014. The emergency reserve

fund balance has been updated reflect the $1,300,000.00 amount and the other change has

been the increase of the PO’s to JC and Titus to cover the extra cable cost and labor

allocation that was awarded to JC for splice case audit work.

Agenda Item No. 12

Confirm date, time, and location for the next regular Board meeting as September 8, 2014

at 1:30 p.m. at the LCRA, Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX.


The meeting adjourned at 3:11p.m.

of 4 GAATN Board Meeting Minutes: September 8, 2014

GREATER AUSTIN AREA TELECOMMUNICATIONS NETWORK (GAATN)

INTERLOCAL AGENCY


MEETING HELD September 8, 2014 1:30 p.m. at




Austin, Texas

Agenda Item 1: Call to Order.

The meeting was called to order by Chairman Wedemeyer at 1:30 p.m.

The following Board members and staff announced as present at the start of the meeting:

Wayne Wedemeyer, on behalf of the University of Texas




Teri Pennington, on behalf of City of Austin

John Hoffman, on behalf of the State of Texas, DIR

Gary Weseman, on behalf of Austin Community College

Dave Kelly, on behalf of the State of Texas, DIR


Frank Ammons, on behalf of GAATN

Carlos DeMatos, on behalf of City of Austin

Sarah Rondinelli, on behalf of GAATN

Guests:

Chris Gonzales, Titus Systems

Joe Begey, Titus Systems

James Bailey, JC Communications

The following arrived after the roll call:

Jaime Guerra, on behalf of the University of Texas

Agenda Item 2: Citizen Communications.

There were no citizen communications

Agenda Item 3: Review and approve the Minutes for the regular Board Meeting of August 4, 2014.

Teri Pennington requested a minor formatting change to the minutes. Dain Herbat moved to approve the minutes

for the August 4, 2014 Board Meeting as amended; the motion was seconded by Teri Pennington and it passed

unanimously.

Agenda Item 4: Board Chairperson Update.

A. Seeking approval of 2nd

and final extension for GAATN Property Insurance (AISD RFP P13-016)

originally awarded September 11, 2012. Final extension will cover the period of November 1, 2014

– October 31, 2015.

Frank reported the insurance premium would not increase for the extension period and recommended

approval of the final extension of the GAATN Property Insurance (AISD RFP P13-016). Dain Herbat

moved to approve the final extension for GAATN Property Insurance to cover the period of November

1, 2014 – October 31, 2015 with the stipulation not to exceed $89,000. The motion was seconded by

Gary Weseman and it passed unanimously.


B. Seeking approval of RFP P14-061 Management & Maintenance of the Bentley Communications

Data for the Greater Austin Area Telecommunications Network.

Frank presented the RFP evaluation matrix scores and vendor unit pricing sheet with three pricing

options for setting up the master data system and hosting the backup; he recommended option B, with

estimated first-year costs of $110,535. He also noted that he wants to add a 10% cushion to the estimate

of $110,535 in the contract. Gary Weseman clarified the purpose of this possible action was not to

approve spending the entire estimated amount but rather to approve whether GAATN should enter into a

contract with Advanced 1 under option B for a $30,000 annual fee plus the rest of the line items as

needed. Gary Weseman moved to instruct network management to proceed with negotiating a contract as soon as

possible with Advanced 1 for pricing option B with a term of one year plus an option for three one-year

renewals at the rates defined on the unit pricing sheet. Teri Pennington seconded the motion, but a vote

did not take place. Wayne Wedemeyer instructed network management to proceed with negotiating a

contract as soon as possible with Advanced 1 for pricing option B with a term of one year plus an option

for three one-year renewals at the rates defined on the unit pricing sheet.

Frank said he will provide an update and possibly a contract for approval at the October 6, 2014 Board

Meeting. Discussion was held regarding backup hosting; Gary Weseman requested the Technical

Subcommittee further examine the backup hosting options and make a recommendation to the Board.

C. Exploration of vendor and or procedure for Food & Refreshment services going forward. Current

provider scheduled to end services on September 30, 2014.

Frank and Sarah Rondinelli presented two catering proposals to the Board. Teri Pennington moved to

direct network management to select a catering vendor with the stipulation that annual costs do not

exceed $2,500. Dain Herbat seconded the motion and it passed unanimously.

Agenda Item 5: Technical Subcommittee Update and Agenda items.

Gary Weseman reported that annual elections were held during the August 20, 2014 Technical Subcommittee

meeting, and he was reelected as Subcommittee Chair and John Kohlmorgan was reelected as Vice Chair. He also

reported the Technical Subcommittee recommended Agenda Items 5A, 5B, and 5C for Board approval.

A. Seeking approval of TxDOT Project 973-SH 71 Phase I relocation of aerial pathway between C1N

and B2S in the amount of $23,197.10.

Dain Herbat moved to approve the TxDOT 973-SH 71 Phase I relocation of aerial pathway project with

the stipulation not to exceed $24,000. The motion was seconded by Teri Pennington and it passed

unanimously.

B. Seeking approval of B2S permanent repair at the intersection of Riverside and Brassie Street in

the amount of $33,697.20.

Dain Herbat moved to approve the B2S permanent repair at Riverside and Brassie with the stipulation

not to exceed $34,000. The motion was seconded by Teri Pennington. Discussion was then held about

the best way to present the total project costs to the Board including the costs of temporary repairs and

stock cable already on hand. Dain Herbat amended his motion to approve the B2S permanent repair at

Riverside and Brassie, using $11,040 worth of stock cable on hand, with the stipulation not to exceed

$34,000. Teri Pennington seconded the amended motion and it passed unanimously.

C. Seeking approval of underground conflict with approved SRN repair at Shoal Creek and Gullett

Elementary approved permanent repair amount is $29,213.30. Seeking approval to place a

Maintenance Hole and capture GAATN conduit within City of Austin Right of Way in the amount

of $11,040.00.

Frank clarified this agenda item is only seeking approval to spend $11,040 to place a maintenance hole at

Gullett Elementary and capture GAATN conduit within City of Austin ROW, which is related to the


previously approved permanent repair on SRN at Shoal Creek and Gullett Elementary. Dain Herbat

moved to approve placing a maintenance hole capturing GAATN conduit at Shoal Creek and Gullett

Elementary with the stipulation not to exceed $12,000. The motion was seconded by Mike Gibbons and

it passed unanimously.

Gary Weseman asked Frank to speak about the new TxDOT Right of Way (ROW) toll road

reimbursement policy and the new Capital Metro ROW fee. Frank explained that, due to expiration of

some statutory provisions in the Transportation Code that designate how relocation costs are allocated,

and because of the character of the underlying TxDOT project requiring GAATN relocation, GAATN

will be responsible for half the cost of its facility relocation. Also, Cap Metro implemented a $6,100 fee

for each time a Cap Metro ROW is crossed and/or encroached in addition to an annual fee of $2,500.

These are new developments and network management is working with the GAATN attorney to further

investigate the impact to GAATN. Wayne Wedemeyer requested an agenda item to discuss these new

TxDOT and Cap Metro ROW fees at the next meeting.

Agenda Item 6: Network Manager’s Update.

A. Any existing network operations, repairs, or maintenance issues, including any that occurred since

the last Board meeting.

1. Report on pending projects.

Frank reviewed the project report which shows three repair projects in progress, and network

management will proceed with obtaining Board approval for FY2015 projects. A1N and A2N will

be the non-armored replacement projects for FY2015.

2. Job Budget Tracking review.

Frank reviewed the Job Budget sheet and said network management will work on modifying the Job

Budget sheet so it will better tie to the financial reports from Austin ISD.

John Kohlmorgan recommended the Board consider a consistent policy with regard to the purchase

of cable for a specific job versus the purchase and utilization of stock cable. Frank said he would

first bring this issue to the Technical Subcommittee so they can make a recommendation to the

Board.

3. Report on West Command C2S Damage Claim at Falcon Head and FM 620, United Rentals

Truck Damage for the amount of $5,165.05.

Syd Falk reported that a demand letter was sent; United Rentals has not responded as of yet.

4. Report on SRN Damage Claim at Shoal Creek Blvd, AT&T Employee Damage for the amount

of $38,562.40.

Syd Falk reported that a demand letter was sent; AT&T has been in contact and has turned this over

to their claims adjuster.

5. Report on C2S Damage Claim at AMLI Apartments Covered Bridge for the amount of

$2,697.00.

Frank sent a demand letter and is waiting on a response, but he spoke to the superintendent and

thinks it will be paid.

6. Report on C2S Damage Claim at 620 and Swing Lane for the amount of $10,288.60.

Dain Herbat asked if this was the same location where GAATN was hit before and whether the cable

could be placed any higher or if GAATN had any other options in this area. Frank confirmed it was

the same location, and most likely the same company that caused the first incident, but the cable is

already at the pole’s maximum height of 18 feet 4 inches, so a pole replacement might be the best

option to get the cable higher. Carlos DeMatos said these are Austin Energy poles and network


management has been in contact with AE about getting new higher poles but no progress has been

made. Dain Herbat pointed out this is the C2S expansion and every time these takedowns happen, at

least two Travis County sites go down.

Wayne Wedemeyer directed management to come back to the Technical Subcommittee with general

and specific options for these types of environmental changes, such as the growth and development

along 620, which result in a greater risk for fiber plant damage and network outages. Frank said he

would try to bring those options to the October Technical Subcommittee meeting.

Informational Update: Current GAATN D & O Insurance (AISD RFP P10-002) set to expire

February 28, 2015. New RFP to be advertised 1st qtr. of FY2015.

Frank informed the Board that the current GAATN Directors & Officers Insurance policy will

expire February 28, 2015 and that a new RFP will be advertised in the first quarter of FY2015.

Agenda Item 7: Executive Session.

There was no executive session.

Agenda Item 8: Discussion and possible action regarding the financial report and current fiscal year budget

issues.

A. Financial Report.

John Kohlmorgan reviewed the Financial Report provided by AISD. In FY2014, GAATN spent $1.8

million of the $1.9 million budget. Board members commended network management for completing all

of the FY2014 approved projects and spending down the budget. He anticipates the beginning fund

balance for FY2015 will be close to $2 million. He said that AISD is in the process of building the

FY2015 budget and the vendors should receive their purchase orders soon.

Agenda Item 9: Confirm date, time, and location for the next regular Board meeting October 6, 2014 at

1:30 p.m. at the LCRA Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX.

The date and time for the next regular Board meeting was confirmed. The meeting adjourned at 3:00 p.m.

of 3 GAATN Board Meeting Minutes 10.06.14


INTERLOCAL AGENCY

MINUTES OF THE GAATN BOARD OF DIRECTORS MEETING HELD October 6, 2014 1:30 p.m. at




Austin, Texas

Agenda Item 1: Call to Order


The following announced as present at the start of the meeting:

Wayne Wedemeyer (Chair), on behalf of the University of Texas


Dain Herbat (Vice Chair), on behalf of Travis County






Carlos DeMatos, on behalf of City of Austin



A quorum was present.

Guests: Joe Begey, on behalf of Titus Systems; Gerald Hernandez, on behalf of Advanced.1, LP;

Mike Ragain, on behalf of JC Communications

Agenda Item 2: Citizen Communications

There were no citizen communications.

Agenda Item 3: Approve the Minutes of September 8, 2014 meeting

Wayne Wedemeyer asked members to take a few minutes to review the draft minutes from the September

8, 2014 regular meeting. Dain Herbat moved to approve the draft minutes as presented; Dave Kelly

seconded the motion and it passed unanimously.

Agenda Item 4: Board Chairperson Update

A. Seeking approval of 1st extension of three for GAATN Underground Facilities Locate and

Marking Service through USIC Locating Services, LLC (AISD RFP P14-023). Originally

awarded January 24, 2014. First extension will cover the period of January 27, 2015 –

January 26, 2016

Frank reported that USIC charges a flat rate of $10.50 per ticket which is not expected to

increase, and GAATN spent $36k in the previous year for their services; there is $60k in the

FY15 budget for locate and notification. He recommended approval of the first extension of the

awarded bid. Gary Weseman moved to approve the first extension of the bid awarded to USIC

(RFP P14-023) for the period of January 27, 2015–January 26, 2016; Dave Kelly seconded the

motion and it passed unanimously.

B. Seeking approval for payment of $408,549.84 from GAATN to AISD for ERate

reimbursement from USAC for AISD dark fiber maintenance costs

John Kohlmorgan reported that GAATN has received this year’s ERate payment. Gary

Weseman moved to approve a payment from GAATN to AISD in the amount of $408,549.84 for

the ERate reimbursement; Mike Gibbons seconded the motion and it passed unanimously.

C. Seeking approval of GAATN 2015 Board and Technical Subcommittee meeting dates

Wayne Wedemeyer requested to move the proposed March 18 Technical Subcommittee meeting

date to March 25 due to Spring Break. Gary Weseman moved to approve the proposed 2015

GAATN Board and Technical Subcommittee meeting dates on first and third Wednesdays with


the noted exception of March 25; Mike Gibbons seconded the motion and it passed unanimously.

D. Seeking approval of RFP P14-061 Management & Maintenance of the Bentley

Communications Data for the Greater Austin Area Telecommunications Network

Frank reported that Bentley management/maintenance first-year costs are estimated to be

approximately $122k and annual renewal costs approximately $92k. Teri Pennington moved to

approve the awarding of RFP P14-061 to Advanced.1, LP; Gary Weseman seconded the motion

and it passed unanimously.

E. AISD Fiscal Agent payment for services

Teri Pennington suggested that AISD estimate how many hours per month are spent fulfilling its

duty as fiscal agent for GAATN. John Kohlmorgan said he would speak to the AISD finance

department and come up with a way to document what those services are and the associated

costs.

F. GAATN Purchase Order for Google Fiber Make Ready Work

Frank reported that GAATN is reimbursed by Google Fiber (GF) for all GF make ready work, so

it has zero impact on GAATN finances. He recommended additional separate purchase orders

for Titus and JC Communications for the GF make ready work in order to keep it separate from

the regular GAATN contract work. Teri Pennington moved to approve adding $200k to the

FY2015 contractor labor accounts and issuing separate purchase orders of $100k each to Titus

and JC for GF make ready work; Mike Gibbons seconded the motion and it passed unanimously.

G. Texas Department of Transportation Technical Provisions, State Highway 71 Toll Lanes

Frank reported that he sent the related TxDOT documentation to the Board and asked Syd Falk

to review it.

H. Cap Metro encroachment and crossing fees with associated payment changes

Frank reported that he sent the related documentation to Syd Falk for review.

Agenda Item 5: Technical Subcommittee Update and Agenda items

A. Seeking approval of Travis County C2S new node location at 9512 FM 620 North Austin,

TX known as Nootsie Field Office

Gary Weseman reported that the Technical Subcommittee recommended the new Travis County

node on C2S Western Expansion. John Kohlmorgan asked if the new site would add any mileage

to the GAATN network. Gary Weseman said it would not add to the mileage because it is on

Pedernales Electric Cooperative poles. Gary Weseman moved to approve the new Travis County

C2S node location at Nootsie Field Office with the stipulation that it will not deduct from the

remaining Right of Way balance granted to GAATN through the Interlocal Agreement; Mike

Gibbons seconded the motion and it passed unanimously.

B. Seeking approval of Consulting Group assignment to the agreement, RFP, Scope of Work

and build out of the GAATN Austin Convention Center equipment room

Gary Weseman reported that the Technical Subcommittee recommended hiring a consulting

group to work with the Subcommittee and the Board on establishing the needs for the build out

of the Austin Convention Center site. John Kohlmorgan requested that the City of Austin clearly

document what is offered within the parameters of the Convention Center. Board members

agreed that the minimum commitment should be 20 years. Frank reported that network

management has worked on a standard operating procedure, scope of work, and operations level

agreement.

Agenda Item 6: Network Manager’s Update


Occurred since the last Board meeting

1. Report on pending projects

Frank reported that there are three projects in progress and eight repairs either in progress

or completed for FY2015. The newest project, which he is considering an emergency

repair, is the lowering of a maintenance hole on Colorado Street. Dain Herbat pointed out


that the scheduled Glen Bell splice is during the Travis County election window. Frank

said network management would reschedule that splice outside of the election window.

2. Job Budget Tracking review

Frank reviewed the Job Budget Tracking report. Dain Herbat asked if any of the 2015

proposed projects were awaiting Board approval. Frank said the A1N and A2N all

dielectric replacement projects will be on agenda for the November 19 Technical

Subcommittee meeting. Also on the November Technical agenda will be the Western

Expansion, SRS, and SRN. John Kohlmorgan asked what the probability was of

completing the proposed 2015 projects on time. Frank said the only issue is the

moratorium for the upcoming legislative session, but his plan is to build during session

and hold off on splicing until after session.

3. GAATN Network Management Time Report

Frank reviewed the GAATN personnel time report. He asked members how frequently

they would like to review this report. Teri Pennington and Dain Herbat said that a

quarterly review would be sufficient.

4. Report on C2S Damage Claim at AMLI Apartments Covered Bridge for the amount

of $2,697.00

Frank reported that GAATN received payment for this claim on September 26, 2014.

5. Report on West Command C2S Damage Claim at Falcon Head and FM 620, United

Rentals Truck Damage for the amount of $5,165.05

Syd Falk reported that a demand letter was sent to United Rentals, but his office has not

received a response.

6. Report on SRN Damage Claim at Shoal Creek Blvd, AT&T Employee Damage for

the amount of $38,562.40

Syd Falk reported that a demand letter was sent and AT&T has referred this claim to their

internal claims adjuster.

7. Report on C2S Damage Claim at 620 and Swing Lane for the amount of $40,979.10

Frank reported that the temporary repair cost was $10,288.60 and the permanent repair

cost would be $30,690.50. He said that GAATN was able to raise the cable by two inches

at that location to bring the cable up to 18 feet 6 inches. However, he is still pursing the

option of placing new poles along that stretch and will come back to the Technical

Subcommittee with a recommendation. He received the open records request earlier that

day and is still going through the information and will send a demand letter to the

opposing party.

Agenda Item 7: Executive Session

At 3:09 p.m., Chairman Wayne Wedemeyer announced that he wished to adjourn for Executive Session

under Texas Government Code Section 551.071.

A. Consultation with GAATN Attorney regarding Agenda items 4G, 4H, and 6A5.

The executive session adjourned at 3:59 p.m. Agenda items discussed during executive session were 4G,

4H, and 6A5. Upon reconvening in open session, Chairman Wayne Wedemeyer reported that there was

no action to take on any items discussed in executive session.

Agenda Item 8: Financial report and current fiscal year budget issues

A. Financial Report

John Kohlmorgan reviewed GAATN Financial Report dated August 31, 2014. He reported that

GAATN had a productive year and spent a little more than projected in the maintenance, labor,

and cable budgets. The ending fund balance for FY2014 is $1,973,881.

Agenda Item 9: Confirm date, time, and location for the next regular Board meeting as November

3, 2014 at 1:30 p.m. at the LCRA Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX

The date, time, and location for the next Board meeting were confirmed. Meeting adjourned at 4:02 p.m.



INTERLOCAL AGENCY

MINUTES OF THE GAATN BOARD OF DIRECTORS MEETING HELD November 3, 2014 1:30 p.m. at




Austin, Texas


The meeting was called to order by John Kohlmorgan at 1:34 p.m.


John Kohlmorgan, on behalf of Austin Independent School District and proxy for Gary Weseman, on

behalf of Austin Community College



Jaime Guerra, on behalf of The University of Texas





A quorum was established at roll call.

Guests: Joe Begey, on behalf of Titus Systems; Chris Gonzales, on behalf of Titus Systems

Arriving after the roll call was:


Wayne Wedemeyer (Chair), on behalf of the University of Texas and proxy for Dain Herbat (Vice Chair),

on behalf of Travis County

John Hoffman, on behalf of State of Texas, DIR



Agenda Item 3: Approve the Minutes of October 6, 2014 meeting

John Kohlmorgan asked members to take a few minutes to review the draft minutes from the October 6,

2014 regular meeting. Teri Pennington moved to approve the draft minutes as presented; Jamie Guerra

seconded the motion and it passed unanimously.


A. Seeking approval of first extension of three with renegotiated rates for GAATN

Underground Facilities Locate and Marking Service (RFP P14-023). Originally awarded

January 24, 2014. First extension will cover the period of January 27, 2015 – January 26,

2016.

Frank reported that upon informing USIC that the GAATN Board approved the first extension of

RFP P14-023 at the terms specified in the original RFP and proposal, USIC requested to

renegotiate the terms of the first extension of their agreement. Syd Falk requested to postpone

further discussion of this item to executive session for attorney consultation.

B. Updated GAATN 2015 Board and Technical Subcommittee meeting dates

Mike Gibbons said that LCRA was able to schedule 2015 GAATN Board and Technical

Subcommittee meetings on first and third Tuesdays. Board members signified acceptance of the

revised GAATN 2015 Meeting dates on first and third Tuesdays, with the exception of Spring

Break week.


Agenda Item 5: Technical Subcommittee Update and Agenda items

A. Report on recommendation to move B2S and C2S up in priority to 2015 non-armored

replacement projects

John Kohlmorgan said the Technical Subcommittee recommended the Board approve

reprioritizing C2S and B2S as the non-armored replacement projects for FY15. This is due to

conflicts with the legislative session which affects A1N and A2N, and also the fact that the

Board may decide to increase the fiber-strand count beyond 114 on the other rings. Wayne

Wedemeyer moved to approve reprioritizing B2S and C2S as FY15 non-armored replacement

projects; John Kohlmorgan seconded the motion and it passed unanimously.

B. Report on recommendation to maintain GAATN stock cable emergency reserve level of

40,000 feet and to purchase cable for future projects on a per project basis

John Kohlmorgan reported that the Technical Subcommittee recommended that GAATN

continue to maintain a reserve cable level of 40,000 feet, to use the excess inventoried cable for

approved FY15 projects, and to order cable on a per-project basis. Frank read an email from a

vendor which said the price of cable is expected to increase by as much as 25 percent beginning

January 2015; the current lag time for 114-count is 10 weeks, which is also expected to increase

come January. John Kohlmorgan noted that the point of this action is to allow the board to

continue to budget for cable on an annual basis and not allow excess inventory to carry over to

subsequent years. John Kohlmorgan moved to approve that GAATN maintain a reserve cable

level of 40,000 feet, use the excess inventoried cable for approved FY15 projects, and to order

cable on a per-project basis; Dave Kelly seconded the motion and it passed unanimously.



Occurred since the last Board meeting


Frank reviewed the pending projects report and noted the new project is the leveling of a

maintenance hole at 3rd

and Lavaca, estimated to cost $2,600; this work will be scheduled

soon. The B2S Glen Bell permanent repair work is scheduled for 11/05/14. The B2S

Brassie/Riverside permanent repair work is scheduled for 11/12/14. The SRN

maintenance hole at Gullett Elementary is complete with the exception of the splicing

which will be scheduled soon.


Frank reviewed the Job Budget Tracking report. He noted that, per Wayne Wedemeyer’s

request at the last Technical meeting, a letter was added to each job number to

differentiate between projects/repairs that are maintaining the network (“M”) versus

projects that are build-outs (“A”). Frank asked members whether the non-armored

replacement projects should be considered maintenance or build-outs; members agreed

that they should be categorized as maintenance. The FY15 approved projects—B2S and

C2S non-armored replacement—have a combined labor/new cable cost estimate of

$723,597.

3. Report on West Command C2S Damage Claim at Falcon Head and FM 620, United

Rentals Truck Damage for the amount of $5,165.05

Frank reported that he is working with Brad Young from Bickerstaff to answer some

questions from the claims adjuster about the height of the cable and the height of the

vehicle that hit the cable.

4. Report on SRN Damage Claim at Shoal Creek Blvd, AT&T Employee Damage for

the amount of $38,562.40

Frank reported that he is working with Brad Young at Bickerstaff to answer some

questions that the AT&T claims adjuster has regarding invoices from the contractor.

5. Report on C2S Damage Claim at 620 and Swing Lane for the amount of $40,979.10

Frank reported that he received all of the incident information, including pictures and a


police report, from the Travis County Sherriff’s office, and a demand letter was sent to

Phil Dollar Oilfield Services on 10/22/14; he has not yet received a response. If he does

not hear back from them by the end of the week, then this claim will be forwarded to

Bickerstaff for follow up. John Kohlmorgan requested that management include dates of

incidents on future agenda items concerning damage claims.

Informational Update

A. RFP P14-061 Management & Maintenance of the Bentley Communications Data

Frank reported that the award for RFP P14-061 Bentley Management & Maintenance was

executed with Advanced 1, LP. on October 20, 2014 and that Advanced 1 provided a

letter guaranteeing the prices set forth in the proposal for the initial term plus the three

possible renewals. John Kohlmorgan asked management to send him a copy of the award

letter and agreement.

B. Bluebonnet Pole Attachment Agreement

Frank reported that the Bluebonnet master agreement was executed on May 6, 2014, the

$50,000 surety bond was executed and delivered to Bluebonnet on 10/24/14, and the pole

application for 126 pole attachments was submitted to Bluebonnet on 10/28/14. The

surety bond is a two-year bond which expires September 2016. AISD is currently

processing the pole application assessment fee of $18,900—$150 per pole attachment.

Once Bluebonnet receives the pole application fee, they have 59 days to notify GAATN if

the application is approved and the make ready work that is required.

C. RFP P12-023 GAATN Utility Notification Services will expire April 5, 2015. New

RFP will be advertised in 2nd

quarter of FY15.

Frank said that RFP P12-023 will expire on April 5, 2015 and a new RFP for utility

notification services will be published in Q2 of FY15.




A. Consultation with GAATN Attorney regarding Agenda item 4A.

The executive session adjourned at 2:58 p.m. 4A was the only agenda item discussed during executive

session. Upon reconvening in open session, Chairman Wayne Wedemeyer directed management to seek a

one-year renewal under the terms of the original RFP P14-023, awarded to USIC Locating, and to publish

a new RFP for locate services in the event that USIC does not renew under current agreement terms.


A. Financial Report

John Kohlmorgan reported that the new financial report was not yet ready because the AISD

financial department was still closing out FY2014. He said that the FY14 13-month report and

the first FY15 report should be ready before the December Board meeting.

Agenda Item 9: Confirm date, time, and location for the next regular Board meeting as December

1, 2014 at 12:30 p.m. at the LCRA Service Center, 3505 Montopolis Blvd., Room A504, Austin, TX




INTERLOCAL AGENCY

MINUTES OF THE GAATN BOARD OF DIRECTORS MEETING HELD December 1, 2014 12:30 p.m. at



3505 Montopolis Boulevard

Austin, Texas




Wayne Wedemeyer (Chair), on behalf of The University of Texas

Dain Herbat (Vice Chair), on behalf of Travis County

Jaime Guerra, on behalf of The University of Texas



John Hoffman, on behalf of State of Texas DIR



A quorum was established at roll call.

Guests: Joe Begey, on behalf of Titus Systems; Chris Gonzales, on behalf of Titus Systems

Agenda Item 2: Annual Christmas Luncheon

The Board participated in the annual Christmas luncheon.

Agenda Item 3: Recess

A short recess was called by the Board Chairman.

Agenda Item 4: Reconvene meeting at 1:30 p.m.

The meeting reconvened at 1:30 p.m.

Agenda Item 5: Updated roll call

An updated roll call was held of the inclusion of members arriving after the initial roll call. The following

members announced as present:


Dave Kelly, on behalf of State of Texas DIR


Mike Ragain, on behalf of JC Communications



Agenda Item 7: Review and Approve the minutes for the regular Board Meeting of November 3,

2014

Wayne Wedemeyer asked members to take a few minutes to review the draft minutes from the November

3, 2014 regular meeting. John Kohlmorgan moved to approve the draft minutes as presented; John

Hoffman seconded the motion and it passed unanimously.


A. Update on Utility Locate Services RFP (P15-042)

Sarah reported that USIC was not willing to renew their agreement under the terms specified in

their original proposal. A new RFP was posted through AISD on November 19 and will be open

through December 9. Management notified the two companies who responded to the previous

locate RFP as well as another utility locate company that provides service to Central Texas. A

recommendation will be brought to the January 6 Board meeting for approval.


B. Update on Directors & Officers (D&O) Insurance Policy IFB (B15-024)

Sarah reported that the invitation for bids for a D&O insurance policy closed on November 12,

and there were two respondents. A recommendation will be brought to the January 6 Board

meeting for approval.

Agenda Item 9: Technical Subcommittee Update

A. B2S Non-armored replacement project

Gary Weseman reported that management had broken out the cost for B2S and C2S non-armored

replacement. Sarah reported that the total cost for the two projects is $785,306 including $57,377

worth of cable already in stock. The total FY15 cost to GAATN is $727,930.

B. C2S Non-armored replacement project

Dain Herbat asked if the State of Texas DIR had a preference as to which ring would be

completed first; Dave Kelly said they do not have a preference. Gary Weseman moved to

approve the dielectric replacement segments for B2S and C2S with a total cost to the FY15

budget of approximately $727,930; John Kohlmorgan seconded the motion and it passed

unanimously.



occurred since the last Board meeting.

1. Update on GAATN open position

Mike LaMarre reported that Carlos DeMatos is no longer with the City of Austin and the

posting for LAN/WAN integrator is currently in HR review and should be posted soon.

Wayne Wedemeyer asked if the City had an estimated timeline for refilling the position.

Mike LaMarre said after the position is posted, applications will be accepted for a few

weeks and then the interview process will begin. He will ask a couple of board members

to participate on the hiring committee.


Sarah reported that two projects have been completed since the previous Board meeting—

the B2S permanent repair at Riverside/Brassie and the B2S permanent repair at Glen Bell.

The splicing/testing for the SRN permanent repair at Shoal Creek/Gullet Elementary is

scheduled for 12/18 and 12/19, with the first notice set to go out on 12/4. Wayne

Wedemeyer requested the UT McCombs School of Business project be moved to active

status and alerted the Board that the construction will impact A2N—the aerial cable that

runs between Guadalupe and Whitis will be moved underground. Jaime Guerra said the

conduit will be ready and splicing will take place at a date yet to be determined in January

2015. Wayne Wedemeyer requested that management provide real time updates about

this project to the Board by updating the project status page on the website.


Sarah reviewed the Job Budget Tracking report. She noted that, after encumbrances for

the dielectric replacement of B2S and C2S, there will be approximately $209,400

remaining in the labor/cable budget for FY15 projects. Also, B2S and C2S will use

approximately $57k worth of stock cable and will leave about 43k feet remaining in

reserve stock.

4. Report on 04.16.14 West Command C2S Damage Claim at Falcon Head and FM

620, United Rentals Truck Damage for the amount of $5,165.05

Syd Falk reported that his staff is still going back and forth with the insurance adjuster.

5. Report on 04.23.14 SRN Damage Claim at Shoal Creek Blvd, AT&T Employee

Damage for the amount of $38,562.40

Syd Falk reported that his staff has worked with management and the contractor to obtain

backup documentation requested by AT&T. He provided all of the requested

documentation on November 20 and is awaiting a response. He expects this claim will be

paid.


6. Report on 08.01.14 C2S Damage Claim at 620 and Swing Lane for the amount of

$40,979.10

Syd Falk reported that GAATN received a denial of this claim, but he is not sure what the

basis of the denial is, because the evidence is strong in GAATN’s favor. He said that Brad

from his staff is doing further research of the evidence and will contact their claims

adjuster for a rebuttal. John Kohlmorgan noted that two of the claims reported on are

from April 2014 and the longer the back-and-forth process takes, the less likely GAATN

is to recover payment for these claims. He said that if there is anything Syd’s staff or

GAATN management can do to expedite these claims, then that would heighten

GAATN’s chances of recovery.

Informational Update

A. Update on Cost Avoidance worksheet

Sarah reported that she was lacking responses from a couple of partner entities and asked

those entities to send their response to her by the end of the week. The responses will be

presented at the January 6 Board meeting.

John Kohlmorgan inquired about the status of the service level agreement between

GAATN and the City of Austin for network management services. Wayne Wedemeyer

requested that an update regarding the SLA be included as an agenda item for the January

Board meeting.




A. Consultation with GAATN Attorney regarding Agenda items 10A_4, 10A_5, and 10A_6.

The executive session adjourned at 3:25 p.m. Agenda items 10A_4, 10A_5, and 10A_6 were discussed

during executive session. Upon reconvening in open session, Chairman Wayne Wedemeyer directed

management to bring a log of current claims to the next Board meeting for review and possible action.


A. Financial Report

John Kohlmorgan presented the October 2014 financial report. The ending FY2014 fund balance

was $1,973,540. Most of the FY15 purchase orders have been issued and payments for Google

Fiber make ready work are now itemized in a different budget category than regular GAATN

contract maintenance/labor/cable.

Agenda Item 13: Confirm date, time, and location for the next regular Board meeting as Tuesday,

January 6, 2015 at 1:30 p.m. at the LCRA Service Center, 3505 Montopolis Blvd., Room A504,

Austin, TX
