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10 June 2009 <br />Meeting Minutes <br />Lexington Permanent Building Committee (PBC) <br />Location: 146 Maple St. Conference Room <br />Date & Time: 19 May 2009, 7:00PM <br />01/13/09 <br />sis not to exceed $116,205.79. <br />3/10/09 <br />Construction Work in this area is ongoing <br />2.22 Telephones for DPW <br />11/04/08 <br />HKT to hire a consultant to help determine what is needed for a phone system. Additional cost of $6,160.00. <br />Motion: Bill Kennedy 2nd: Dick Perry Voted: Unanimous <br />12/09/08 <br />Additional cost for telephone consultant was originally quoted wrong, additional cost is actually $8,624.00. <br />PBC authorized. <br />3/10/09 <br />Telephone System Vendor Price Quotes were requested under State Vendor Contract ITT29. Three Price <br />quotes were received and reviewed by the Town. Two Finalists were determined and a Site Visit has been <br />scheduled for 3/12/09 to visit the demonstration show room for the two finalist vendors. <br />Motion: To authorize the Director of Public Facilities to proceed with the purchase of the finally <br />selected Telephone system contract in an amount not to exceed $60,000.00, with an additional <br />amount not to exceed $15,000.00 for the selection of various options deemed appropriate to the <br />system, for a total of not to exceed amount of $75,000.00 <br />Motion: Jon Himmel 2nd: Peter Johnson Voted: Unanimous <br />2.24 Meeting Minute Format <br />3/10/09 <br />DPF discussed the idea of simplifying the meeting minute format currently being used. Citing a time <br />consuming process for monthly updating and minute reviews as well as the length of publish minutes. <br />PBC discussed the favorable characteristics of this format and a prior moment to purchase and utilize the <br />software Prolog for development of meeting minutes and potentially tying in budgets and schedules into the <br />minutes. <br />DPF representatives expressed a concern that that would develop into an even more cumbersome process <br />requiring a greater time commitment form DPF to manage. DPF requested that the issue be tabled until the <br />DPF director was available to participate in the discussion. No changes to be made to format currently. DPF <br />stated that if time permitted they would issue the minutes for this meeting in the current format and in a <br />simplified format for review. <br />Page 6 of 12 6 <br /> <br />