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HomeMy WebLinkAboutBC 2024-07-26Town of Dryden Broadband Committee Meeting Friday, July 26, 2024 – Via Zoom Approved Minutes Attendees Graham Dobson – Broadband Committee Tony Salerno – Broadband Committee Joel Cisne – Broadband Committee Dan Lamb – Town Board Tracy Monell – Gleamon Technology Ryan Garrison – HUNT EAS Kate Morseman – HUNT EAS Dave Makar – Executive Director Amanda Anderson – Bookkeeper Ray Burger – Planning Director Doug Schneider – Cortland Standard Dave Makar called the meeting to order at 10:31am. Introductions – Dave Makar Dan Lamb read the Dryden Fiber Mission Statement aloud: “Our mission is to provide reliable, affordable, high-speed, fiber-based internet access for all Dryden (‘and probably Caroline’) residents. We offer state-of-the-art technology and unmatched customer service.” • Dave Makar asked Dan Lamb what this mission means to him • Dan Lamb answered, “It means we align, and we try to be seamless. We have a team-based program that wants to achieve this level of service throughout our area.” • Dave Makar said, “You mentioned the Town of Caroline. We may need to expand this mission to talk about our friends to the South. We’ll put this down as a future agenda item.” MIP Status Document – Project Status Report – Ryan Garrison We meet every week with MIP and have key discussion topics, accomplishments, and planned activities. Spreadsheet Tab Breakdown: • Key Discussion Topics o This list will grow as we move through our different topics and make decisions and identify issues • Accomplishments Last Reporting Period o Submitted 3 of the MIP pole applications o Identified all the DOT and Tompkins County permits that we need • Planned Activities Next Reporting Period o Did 5 One-Touch applications o Scheduled the survey for State Route 79 o Working on public comments for a public hearing they’re having • Project Timelines o We’re going to back off some of these to give them 60 days to do a close out; targeting October as a wrap up • Key Upcoming Milestones o Submission of the Phase 1 (north part of Dryden) and Phase 2 (south part of Dryden) applications o Submission of Phase 3 (Caroline) applications by the end of the summer o Engineering of Phase 2 (design development) o Conduct and submit permit for State Route 79 o Target for September to get public comments o Phase 1 (Route 1 and Route 2) are on track for completion by the end of August and September o Phase 1 (Route 3, Route 4, and Route 5) are on track for completion this fall  Graham Dobson asked, “When you’re talking about Phase 1, Phase 2, and Phase 3, are those outlined on a map that we can see? Or is this more design stuff that is happening?”  Ryan Garrison answered, “We can see it on a map” and then showed the map, and explained the colors on the map and what Phase they correspond to (everything in pink is Phase 1, everything in green is Phase 2, and everything in blue is Phase 3)  Tracy Monell asked, “We’re currently in Phase 2 with what we’re working on, right Ryan?”  Ryan Garrison answered, “That’s right.”  Dave Makar mentioned that the current version of the project (the Phases) has changed and does not look the same as it did when we first started this project (the 2020/2021 version of the project); We should change the way we refer to where we are in the project • Actions and Decisions Log o Running tracker of actions and decisions that are occurring on the project • Risks and Issues Log o This came right from our grant where we identify the risks of the project and what we need to do to mitigate these risks (construction schedule, utility pole electrical make ready re-bidding, electrical make ready contractor capacity, materials availability) • Schedule o Detailed schedule, percentage, and milestones of the whole project o Lays out all the different tasks and tracks everything • Financial o Tracks actual costs against project costs o Done bi-weekly or monthly • Location Data o Massive list of all our addresses that we’re going to serve by the whole project o Columns showing if we have passed an address and if we have served an address to help us with reporting and crossing addresses off the list o Dave Makar added that this is important because we can get a running total of how many of the 2674 homes are serviced by Dryden Fiber, and how many of those 2674 homes that we aren’t bringing service to have signed up • Licensing and Permitting Tracker o We’ve submitted 3 additional applications o We have 5 additional applications to add to this list • Outreach and Marketing o Marketing and other stuff that’s been happening with the publication of the project o Dave Makar added that this is everything that we did or are planning on doing on outreach, marketing, awareness, and public relations with the dates • Key Contacts o Listed everybody that is a part of the project committee, including our contact information • RACI Matrix o Identifies roles and responsibilities across all parties • Reference o How to work the spreadsheet 2024-2027 Projected Timeline – High Level – Dave Makar High level look at where we’re going with the map that is currently on the website (does not include Caroline). • GREEN = Now live (we can provide service to them) = Most of it is along Route 13 or along the ring, a lot in the Village of Dryden and the Village of Freeville • YELLOW = Will be turning green by 12/31/2024 (in the next 5 months) = The rest of the Village of Dryden, the rest of the Village of Freeville, Etna, more of Varna area, parts of West Dryden, and North Road o We expect map updates every 10-14 days throughout the rest of the year as we turn more of these parcels from yellow to green o The further we get into this, the less accurate things may become, but this is what we are planning on (like predicting the weather); May not be accurate to the months because things happen • BLUE = Predicted to turn green by 6/30/2025 = Section on the west side of town (West Dryden, Sapsucker Woods, Freese Road, Hanshaw Road) • ORANGE = The MIP funded parts of the project (either unserved or underserved homes, or the pathway to reaching unserved or underserved homes) in the Town of Dryden and the Town of Caroline o These will turn green starting 9/1/2025 (will take approximately 10 months to get permits for these zones) • CAROLINE = Not on the map at this point because of permitting o First houses in Caroline expected to start around 10/1/2025 (also because it takes approximately 10 months to get permits) o Will be turning green through 12/31/2026 (when the ConnectALL Office Infrastructure Program Grant ends) = We must be done by 12/31/2026 for the orange zones as well as the Caroline parcels • ROUTE 13 (between NYSEG and Dryden Village) = Working on quote for cost/bonding (2026+) • Tracy Monell asked, “When will Caroline be added to the map?” o Dave Makar answered, “I imagine in the next 60 days.” o Graham Dobson suggested posting two separate maps for the Dryden Fiber website, one for the Town of Dryden and one for the Town of Caroline o Dave Makar mentioned that if you use the search function on the map, and type in the address in question, it will bring you to the address in Caroline or Dryden o Tracy Monell added, “I’m not sure where the boundaries are for the Town of Caroline. That was my question. We’ve already got people that have signed up.” o Tony Salerno disagrees with the idea of having separate maps, he likes the idea of having it all on one map • ELLIS HOLLOW / SNYDER HILL = Working on quote for cost/bonding (2026+) • NO COLORS = 2026 OR 2027 • Graham Dobson asked, “So there already is a big bond out there that we’re sort of eating through, right? And so, we would have to go get additional bonding to complete the project?” o Amanda Anderson answered, “We’re not officially bonded. We’re doing what’s called a BAN, which is a Bond Anticipation Note, which is an annual influx of money. So basically, the Town has to work through a cash flow projection with the work to be done, money coming in, etc… Say, this is what we think we’re going to need in the coming year. We took our first influx of money in January of 2023, got a second one in January of 2024. The Town Board approved enough bonding for up to $14 million, because that was the original budget for the project. Now it’s just a matter of how much are we going to need? And the MIP Grant changes a little bit. The challenge with the MIP Grant is it is a reimbursable grant, meaning we have to have the cash to start. There’s a lot more discussion, costs have changed drastically since the last time when the budget was originally planned.” o Graham Dobson added, “So we’re basically taking some of that $14 million dollars to get the MIP, but we’re going to get some of that back.” o Amanda Anderson added, “Basically, we’ve already bonded $5 million, off the top of my head, that we’ve taken. I suspect we’ll need some more in 2025 to help cash flow us forward, but the MIP Grant will help fund the portions that it covers going forward, and hopefully the cash flow will work a little easier for 2025. But it’s kind of unknown how quickly they will reimburse us.” • SW CORNER (SLATERVILLE ROAD, GERMAN CROSS ROAD, BROOKTONDALE ROAD) / SE CORNER (ROUTE 38) = TBD on when we get there; STN (we may be able to work directly with STN and provide service) Approval of Monthly Minutes – Dave Makar Motion to approve the meeting minutes of April 5, 2024, and April 19, 2024, made by Tony Salerno and seconded by Graham Dobson. Motion carried unanimously. Next Meeting Friday, August 9, 2024, at 10:30am – Reporting Meeting The meeting adjourned at 11:28am. Respectfully submitted, Cassie Byrnes Confidential Secretary to the Town Supervisor