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IT Senate

MINUTES


February 12, 2013

Members present: Judy Fredenberg, John Greer, Art Held, Tony Jablonski, Loey Knapp, Jesse Neidigh, Sandi Nelson, Erika Noble, Mark Pershouse, Manu Samuela, Jennifer Sauer, Sean Schilke, Allen Szalda-Petree

Members excused: Mark Grimes, Aaron Heiner, Roger Maclean, Trent Oliver, Eric Reimer

Ex-officio members and staff present:  Adrian Irish, Barb Seekins, Gordy Pace

Call to order

Loey Knapp called the meeting to order at 3:31.

Minutes

Art Held moved that the minutes from the December 2012 IT Senate meeting be approved. Jesse Neidigh seconded the motion. The motion passed unanimously.

Communications

Loey announced that UM has provided the State of Montana with access to our Zayo network, providing the backbone of a new state network. The 10 Gb network is expected to be completed later this spring.

Loey also announced that Administration and Finance was developing a plan to fund two major IT projects, including expansion of campus wireless and the technology modular units (data center). Jesse Neidigh clarified that the wireless funding plan does not include campus housing.

Unfinished business

IT Senate bylaws

Art Held recommended two amendments to the draft bylaws. The first recommendation was to alter language in the charge of the Enterprise Applications standing committee. That change was agreed to by consensus, but later the Senate agreed to remove details of standing committees from the bylaws.

Art’s second proposed amendment was to allow Senators to designate an alternate with voting privileges to attend a meeting in their place. Article V, Section 1e of the draft bylaws stated “Only members in attendance may vote. No proxy voting is allowed.” Senators agreed to amend the bylaws to allow for the designation of an alternate meeting attendee with voting privileges. Prior approval by the chair is required.

After discussion about the formation of standing and ad hoc committees, the Senate agreed to remove the standing committees section of the draft bylaws that specified the names and charges of the committees. Article IV, Section 3a will be amended to indicate that the IT Senate may establish committees and determine if those are standing or ad hoc committees and establish the time frame for those committees to exist. The names and responsibilities of committees will be detailed outside of the bylaws.

Members also agreed to amend Article III, Section 2a regarding Ex-officio, non-voting members. The draft bylaws specified areas that would be represented by ex-officio members. The amendment was to remove those details and replace it with language that stated “IT Senate can invite ex-official members as needed.”

Art Held moved that the bylaws be adopted as amended. Sean Schilke seconded the motion. The motion passed unanimously.

IT Senate priorities

John Greer reported on behalf of the group that outlined IT Senate spring priorities. The priorities document outlined five critical issues areas that should receive the most attention:

  • Infrastructure  (wireless, network and data centers)
  • IT funding model
  • Banner
  • Student experience with IT
  • Accessibility

The three specific actions recommended by the group include:

  1. Form standing committees and assign action items
  2. Develop IT decision-making principles
  3. Conduct an analysis of student technology needs and develop a student technology roadmap

John pointed out that another priority after adoption of the bylaws was the election of a chair-elect. He made a motion to nominate Matt Riley, the incoming CIO as chair-elect. Jesse Neidigh seconded the motion. The motion passed unanimously. Loey said she would communicate the decision to Matt and make sure he found the decision acceptable.

Members discussed priorities for the formation of committees. It was decided that the IT Architecture and Infrastructure standing committee would be formed immediately to deal with the wireless and data center project priorities. Tony Jablonski and Sean Schilke agreed to be members of that committee.

It was also decided to form an ad hoc committee to perform the student technology assessment and develop a roadmap. Erika Noble, Jesse Neidigh, Allen Szalda-Petree and Mark Pershouse agreed to serve on that committee.

Next meeting

The next IT Senate meeting will be Tuesday, March 12 at 3:30 p.m. The agena will include reports from the two newly formed committees, a report from the ADA task force, formation of IT Senate decision-making principles, a final review of amended bylaws and a 10-minute professional development segment. Jesse Neidigh volunteered to speak about Student Affairs IT during that time.

The meeting adjourned at 4:50 p.m.

Minutes submitted by Gordy Pace