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Technology Working Group Agenda

CITY OF FULLERTON
TECHNOLOGY WORKING GROUP
MEETING MINUTES
January 5, 2006
9:00 A.M.

CALL TO ORDER

Chair Burtner called the meeting to order at 9:01 a.m.

ROLL CALL

Members Present:
Tony Anderson
Richard Hartman
Roger Burtner, Chair
Larry Iboshi
Fred Canfield
Cameron McCune
Scott Carroll
Carl Samantello
Mike Carter
Paul Stover, Vice Chair
Helen Hall

Members Absent
Gerald Lucas
Robb Port

Guests:
Joe Felz, Assistant to the City Manager

Chair Burtner informed the TWG members that Stephen Hall had resigned.

Chair Burtner also informed the TWG members that the City Clerk had advised him that the TWG needed only four members of the commission present to establish a quorum because the TWG was originally created by Council with seven members, with the flexibility to add more members as needed.

APPROVAL OF MINUTES

Chair Burtner asked if there were any corrections to the minutes of October 27, 2005. With no corrections to be made, Fred Canfield moved that the minutes be accepted. Helen Hall seconded, and the minutes were approved unanimously, with the exception of Scott Carroll who abstained since he had not attended the meeting.

Chair Burtner asked if there were any corrections to the minutes of November 15, 2005. With no corrections to be made Helen Hall moved for approval, Cameron APPROVAL OF MINUTES

Chair Burtner asked if there were any corrections to the minutes of October 27, 2005. With no corrections to be made, Fred Canfield moved that the minutes be accepted. Helen Hall seconded, and the minutes were approved unanimously, with the exception of Scott Carroll who abstained since he had not attended the meeting.

Chair Burtner asked if there were any corrections to the minutes of November 15, 2005. With no corrections to be made Helen Hall moved for approval, Cameron McCune seconded, and the minutes were approved unanimously, with the exception of Scott Carroll who abstained since he had not attended the meeting.

DISCUSSION ITEMS

Discussion Item 1: Creation of an educational/municipal (institutional) fiber/wireless network, FullertonNet

Santa Monica I-Net Documents

Chair Burtner noted that Santa Monica had been very forthcoming with documents pertaining to their I-Net. He asked guest Joe Felz, Assistant to the City Manager, to brief the TWG on his follow-up with Santa Monica, and provide an update on the status of negotiations with Time Warner.

Mr. Felz indicated that he, along with Chair Burtner, Helen Hall, and City Manager Meyer would be meeting with the consultant, Lee Afflerbach, on January 11th, to discuss the City's needs regarding a conceptual design for the I-Net, the costs involved, and the consultant's involvement in the negotiation process. He noted that Mr. Afflerbach had been highly recommended by Santa Monica, and that his role would be strictly focused on the technology side, to negotiate the best of the technology improvements, based on the needs identified by the TWG. The City expects to receive some settlement funds from Adelphia as a result of its audit. Some of those funds may be available to hire Mr. Afflerbach. Adelphia had approved sending the funds to the City, but when the City denied transfer of the franchise agreement and ownership of the cable system to Time Warner, Adelphia withheld payment. Although Mr. Afflerbach is located on the east coast, he is consulting for a number of cities in California and comes here once or twice a month. Ms. Hall stated she would like to see Mr. Afflerbach's resume as to what his success stories have been in helping other cities with the technology side of negotiations.

Desert Sands Unified School District network

On January 4, 2006, members of the TWG met at the offices of the Fullerton School District for a videoconference meeting with Dr. George Araya and Mr. Chuck King of the Desert Sands Unified School District in La Quinta, CA. A description of the topics discussed and the information obtained during the videoconference is contained in the attached memorandum.

Chair Burtner asked if anyone had any comments about the meeting held the previous day with Dr. Arraya, CIO, Desert Sands Unified School District. He noted that Desert Sands had won a number of awards for their cutting edge technology -- their claim to fame being development of the wireless (microwave) network -- and subsequently developing a Gigabit Ethernet network by gaining access to a single strand of fiber in Time Warner's cable system. Mike Carter indicated he was surprised by Desert Sands' 10-year contract, and wondered if that put them in a vulnerable position. He stated that he hoped Fullerton was not going to put itself in the same position.



Franchise Negotiations with Adelphia and Time Warner

Mr. Felz informed the TWG that negotiations had reached a cooling off period, that neither Time Warner nor Adelphia were pleased with the City's decision to deny the transfer. He noted that Fullerton is the first to deny the transfer, but other cities would be doing the same. He indicated that he had learned that Time Warner had relocated their primary negotiator to Southern California, which seemed to be an indication that they were ready to start negotiations.

A lengthy discussion was held regarding strategic components of the negotiation process. Several questions arose about the current contract and whether or not all services had been or were currently being provided to the City as required by law. Mr. McCune noted that it would be helpful to the TWG to know what had been agreed to by Time Warner in other cities for comparison purposes.

Chair Burtner suggested that the City's attorney in the Time Warner negotiations, Bill Marticorena of Rutan & Tucker, meet with the group to review the legally required services and to answer any questions by the TWG of the negotiation process, including input from Mr. Marticorena regarding services agreed to be provided by Time Warner in other cities.

Chair Burtner also suggested that if the City contracted with consultant Lee Afflerbach for the network conceptual plan, it would be helpful to the TWG to have Mr. Afflerbach participate in the meeting with Mr. Marticorena to discuss the technology side of negotiations. Mr. Felz pointed out that the City's main focus is being as prepared as possible with a conceptual plan that establishes technology priorities - everything from what's mandated to what the TWG wants to see happen.

Fred Canfield asked for a copy of the franchise agreement for the TWG members so they could review what is currently required to be provided. Mr. Felz indicated he could provide a copy of the agreement with amendments.

Chair Burtner noted that part of the TWG's preparation for the negotiation process included establishing a list of requirements, current telecommunication costs, and potential savings, in order to determine what direction the City could go or what its options might be. He asked that the TWG members finalize their lists before the next meeting.

It was decided that Joe Felz and Helen Hall would meet with Tim Campbell, of the City's Maintenance Services Department, to review the City's telecommunication costs to determine where savings might be realized.

Carl Samantello recommended that the City consider applying for an e-rate spin number in order to recoup some of the savings of the e-rate. Paul Stover agreed but questioned whether there was still time to apply this year. Tony Anderson indicated there were about two weeks left for 06-07 applications. Chair Burtner stated it would be worth looking at in the next cycle.


Alternatives to Cableco Fiber

No discussion.

Discussion Item 2: Review of Action Items and Next Steps Regarding FullertonWireless

Action Item #1 - I-Net Institution Agreements

Chair Burtner noted that the TWG had received complete documentation from Jory Wolf of Santa Monica. He further noted that the TWG had not yet discussed an agreement with the various institutions, and indicated that would need to take place prior to negotiations. Chair Burtner asked the TWG members to review the memoranda of understanding provided by Santa Monica.

Action Item #2 - List of Applications

Chair Burtner asked that the TWG members have their list of applications/system requirements prepared by the next meeting.

Action Items #3 & #4 - List of Facilities & Map of Facilities

Chair Burtner stated that Joe Felz and Helen Hall would add all of the government facilities to the list of facilities that are to be served by what is being called FullertonNet at this point. Ms. Hall indicated that the map had already been prepared reflecting the 60+ facilities from the list provided by Chair Burtner. Chair Burtner asked if the City was going to add any additional sites, such as parking garages, the Transportation Center, etc. Ms. Hall indicated she would review the map and determine if there were additional facilities to be added by the City.

Richard Hartman suggested that Helen check with the Fire Department to see if they have identified command center locations to be used in an emergency. It was also noted that two school district offices were not included in the list, but should be added.

Action Item #5 - Lee Afflerbach, Consultant

Joe Felz has arranged to meet with Lee Afflerbach January 11, along with Helen Hall, City Manager Meyer, and Chair Burtner.

Action Item #6 - Estimates of Governmental Telecom Costs

Still in progress. The various institutions represented by members of the TWG were asked to provide their information by the next meeting (January 26).

Action Item #7 - List of Specific Items to Create FullertonNet

Still in progress. Work will continue on that with Joe Felz and consultant. The various institutions represented by members of the TWG were asked to provide by the next meeting their list of applications/system requirements that they would like to have a wireline or hybrid wireless/wireline system support.

Action Item #8 - Contact CSUF-Dick Bednar re. Creation of FullertonNet

Chair Burtner contacted Bednar to determine if CSUF wishes to be involved or provide any services. No response received as of this date.

Action Item #9 - Contact Desert Sands USD George Arraya for Videoconference Mtg.

Videoconference was held with George Arraya 1/4/06.

Action Item #10 - I-Net System Recommendations & Goals

(no discussion/update)

Action Item #11 - Rename FullertonNet

Chair Burtner indicated that he had only received one suggestion, and that the contest continues.

Other

Chair Burtner indicated there were two potential speakers (Wayne Smith, Claremont Graduate University; Dave Mock, Beckman Coulter). Paul Stover stated that he had contacted Dave Mock, who would be available the first of February. He asked Chair Burtner to confirm future meeting dates so that it would be possible to arrange for speakers in the future.

Miscellaneous

Chair Burtner asked what the City plans to do with FullertonWireless. Ms. Hall indicated that the Redevelopment Agency had agreed to continue to pay for the service through June 30. Chair Burtner indicated that would provide some more time to work with Tropos in ironing out some of the remaining problems.

Paul Stover asked Ms. Hall if there was any marketing money available, noting that FullertonWireless could use a marketing boost. Ms. Hall indicated she would discuss the possibility with Redevelopment.

Fred Canfield noted that he had offered the City a booth at Railroad Days at the Transportation Center last year, and would be willing to supply the booth and table again this year (May 6 and 7), if someone would be willing to volunteer some hours to man the booth to provide input to the public.

ITEMS FOR NEXT MEETING

Continue with current discussion items.

Follow-up on meeting with consultant

Paul Stover requested that the next meeting include a discussion of funding from Homeland Security. He noted that many of the places being mapped for the network included a security element. He asked if the City was asking for funding from Homeland Security. Joe Felz indicated the City had been working on that matter, with much of it focused on the Transportation Center. Chair Burtner indicated it could be a significant potential component for paying for the system. Paul Stover suggested that the item be added to the next meeting's agenda. Joe Felz added that the topic should be broadened to look at alternative funding to building the system, whether it's Homeland Security or something else.

ANNOUNCEMENTS

Chair Burtner indicated there had been an article in the Orange County Register 1/4/06 regarding Earthlink partnering with the City of Anaheim, with testing to start in Anaheim Hills and around the convention center - with a monthly subscription cost of $14.95.

ADJOURNMENT

There being no further business, a motion for adjournment was made by Cameron McCune, seconded by Mike Carter and unanimously approved by the members present. The meeting was adjourned at 10:25 a.m.

ATTACHMENT:
The Desert Sands Unified School District Fiber Optic Network
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