MINUTES, MINET BOARD RETREAT

May 27, 2016 15:44

Blue year 2016
May 26, 2016, 7:30 AM
Central School District Office, 750 South 5th Street, Independence, OR

7:30-8:00 AM, Breakfast

8:00 AM. Meeting opened. Board in attendance: Scott McClure, John Carey, Greg Elis, David Ritchey, Mike Lodge. Excused, Jerry Hoffman. Staff in attendance: Don Patten, Mark Thoenes, PJ Armstrong, Jason Saunders, John Cooper, Marilyn Morton.

The MINET Board will now meet in executive session pursuant to ORS 192.660(2)(f), which allows the board to meet in executive session to consider information or records that are exempt by law from public inspection. Representatives of the news media and designated staff shall be allowed to attend the executive session. All other members of the audience are asked to leave the room. Representatives of the news media are specifically directed not to report on or otherwise disclose any of the deliberations or anything said about these subjects during the executive session, except to state the general subject of the session as previously announced. No decision may be made in executive session. At the end of the executive session, we will return to open session and welcome the audience back into the room.

8:00 AM (Executive/Trade Secret Session, BOD & Minet Staff)

The MINET board met in executive session until 10:20 AM. At the close of the executive session, the following motions were made: Lodge moved to approve a new business data package, as discussed in Executive Session. Ellis 2nd. Discussion: The board commended the excellent work by the MINET staff. Motion passed unanimously. Lodge moved to approve a new residential data package, as discussed in Executive Session. Ellis 2nd. Motion passed unanimously.

10:20 AM. DISCUSSION AGENDA. Guests for the open session: Rod Killen, Randy Lowery.

5 year Strategic Plan guidelines

The Board agreed that a 5-year strategic plan was in order, and gave the following guidelines:
  1. Detail effective practices, opportunities, and technological needs
  2. Discuss cable futures, and the potential decline (to zero?) of this market. The board confirms that the timeline will be dictated by the market.
  3. Redefine the core business by weaving in growth opportunities discussed in executive session
  4. Establish periodic intervals for review of the strategic plan, guided by staff business experience
  5. Create a framework for a strategic/business plan that includes goals, and action/implementation plans. Project components would include start dates, project intervals, and positional check-ins.
  6. Board suggests a review of the strategic/business plan every 6 months.
  7. The strategic plan is not a static document. It is vision driven, beginning with an overall view and refining down to naming names.
  8. Board needs to have a strategic plan as well
  9. Please bring a framework for the plan to the July meeting
  10. It must be a tight, crisp document with measurable goals.
  11. MINET is an evolving company, and evolving in the right direction. The staff has done an exemplary job in know what the issues are and how to address them, as well as pursuing opportunities for growth and expanded income.

Capital Needs

The GM discussed the capital needs of the company to keep technology current and to facility growth opportunities. Concerning the need for conversion from BPON to Next Generation PON
  1. Ultimate cost will be $2.75-3.25M
  2. The more immediate funding need will be $750,000 approx. 18 months.
  3. $1M in approximately 36 months.
  4. $1M in approximately 48 months.

Maintaining technical relevance and stability

  1. $1.5 million will be needed in the next 5 years to accomplish those goals.
  2. Opportunities for growth will drive the funding schedule.
  3. The Finance Committee is fully engaged in technology and growth needs.
  4. There is approx. $100,000 built into the current (FY 2016-17) budget.
  5. MINET has been static in technical upgrades. Annually, resources should have been spent on technology upgrades and refreshes since the inception of MINET. The focus has, instead, been on debt reduction.
  6. Any business model going forward must reflect what must done on technological improvements.
  7. ISP has been static, not progressive, in MINET’s system. Funding is required to put correct processes in place.
  8. MINET will anticipate as many expenses as possible, and be as inclusive as possible.

Creating/maintaining positive public image

The GM asked the board for guidance in fostering positive news about MINET. We understand the negative issue – high debt load. The public needs to re-focus on what an excellent asset they have in MINET. Suggestions from the board include:
  1. Board and public officials need a unified message to say that MINET provides an excellent service in an excellent way. Inroads are being made on the debt every day.
  2. Create our own press releases and post them on the MINET website, with links on Facebook and on the cities’ websites and Facebook accounts.
  3. The press release site on the MINET website should be formal-looking.
  4. Include customer testimonials, human interest stories relative to MINET, educational and “did you know” items.
  5. Take a proactive rather than a reactive stance when discussing MINET.
  6. Check out service clubs who need speakers and get on their agendas.
  7. Get into area newsletters and small publications.
  8. MINET and its two owners need to put out constant positive messages.
  9. Include addressing negative or misleading press (or rumors) into the strategic plan.
  10. Post something daily.

ADJOURNMENT.

Mike Lodge moved to adjourn; David Ritchey 2nd. Motion passed unanimously. Meeting adjourned at 11:22 AM. - Next meeting: June 23, 2016, 7:30 AM, Central School District Office, 750 South 5th Street, Independence, OR.

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