Sample Project Meeting Minutes Template

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Martha led the HICKRC group through the RFP and Network Narrative, explaining each section. The competitive
bidding process was explained with the weighted criteria and all HICKRC members were
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reminded that there must
be a participant from their sites involved in the competitive bidding process. A short-list will be made according to
the criteria spelled out in the RFP and then a review will be scheduled.
At the end of the RFP and Network Narrative review a time, the meeting was opened up for questions and feedback.
Terrence McCarthy asked about when funding for services was expected? Lorie explained that our HCF Project
goal is to meet Funding Year 2014, which begins July 1, 2014 – June 30, 2015, but this is dependent if all USAC Forms
are submitted within their respective filing windows, and Funding Commitment Letters are received in timely
fashion. If not, a proration for the first year broadband service requests could occur. Emphasis was noted on the
importance of each HCP providing signed telecommunication carriers’ contract soon after the competitive bidding
process is completed to meet the F462 Filing window, which has a deadline of May 30, 2014. It was also explained
that Funding Commitment Letters (FCL) must be obtained after F462 is filled before Invoice Submissions with F463
may be submitted to USAC for broadband services. The 35% match by the HCP site must be paid to the
telecommunication carrier before submitting F463 and with the expectation that USAC to pay the remaining 65%.
James Bouchard raised the question about sites that were determined ‘ineligible’ by USAC, what would be their
benefit? Lorie encouraged any site(s) that receives this type of USAC Eligibility Determination to stay engaged in the
process, as after the competitive bidding process, if the proposed contracts between the HCP sites and the
telecommunication carrier are deemed advantageous then, they would want to proceed; if not, then they are under
no obligations to sign contracts with vendors where it is not financially advantageous for the HCP to proceed.
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Feedback on the RFP was discussed and any and all sites were encouraged to provide feedback to Martha.Vrana-
Bossart@maine.gov prior to noon on March 12, 2014.
C.
HCF Project Update – Lorie
Lorie provided a brief update of the HCF Project, scheduled, progress and F460 filing process.
USAC Eligibility Form 460 Update
i.
Lorie expanded on that USAC determines Rural or Non-Rural Status. Status may be impacted by:
FQHC scope of work with HRSA, Grandfathered Status from other program involvement, FCC Pilot
Program involvement, and Geocoding tool type: USDA, HRSA, USAC, U.S. Census Bureau, etc. none
of these variables are known by the USAC Filer, therefore the importance of USAC’s eligibility
determination.
ii.
HCP Criteria: Non-profit or public, these criteria must be met to be an eligible participant and
receive 65% reduced funding.
iii.
HCP Criteria: Eligibility Category Type; some category types where changed by USAC due to previous
programs an HCP may have been involved in.
iv.
Eligible, Ineligible Participants and Proration of funds; one site will have prorated funding according
to percentage ration of residential and outpatient percentages.
v.
USAC has 30 Days to Review F460; this could take our consortium into mid-March and if we have to
re-file/re-register any HCP sites due to known, E-Filing system issues may be longer. An exemption
to the USAC Form Filing Windows has been raised as of 3/5/2014 by Lorie with Paige Pierce at USAC.
D.
Next Steps: March 19, RFP / Network Narrative Submission
Closing Comments – Submission of RFP and Network Narrative ASAP
The RFP and Network Narrative will be submitted to USAC for a pre-view to help decrease the length of the
process to get the RFP posted on the www.usac.org website.
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If there’s no HICKRC Member’s feedback provided
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