2009-07-14-PBC-min - Laserfiche WebLink

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PBC Meeting Minutes 14 July 2009 Meeting 2.26 Budget 3/10/09 During review of various budget line items, the definition of some of the budget column headers was discussed. The PBC requested an accounting of the previous appropriations to verify that there are not unmet obligations, as we come to the end of the project and discuss or define any ending or remaining balances in the current appropriation. The PBC asked for an executive summary of the Project Accounting that clearly shows the Estimated Cost at Completion for each of the major line items in the budget. While the current form of the budget is focused on Town Accounting requirements, it is difficult for the PBC to get a convincing understanding of the remaining contingency across the project and the various appropriations. 7/14/09 It was agreed that a budget review would be planned for the next meeting. 2.27 Technology 4/14/09 IT Department head Dorinda Goodman was present to review technology items that are needed to run many of the systems in the building but were not prior intentional budget cuts in the project. These items include but are not necessarily limited to, servers, switches, cables, data racks and miscellanies devises. Discussions also focused on whether or not the PBC would want wireless capability in the new training / conference room, that this could be made available through a Verizon install with router similar to what you might get at a residence. The PBC discussed and elected not to pursue. Motion: To authorize the DPF to expend up to $109,000.00 for the technology equipment (network / data) specific to the operation of the new building systems. Motion: Dick Perry 2nd: Carl Oldenberg Voted: Unanimous Motion: To approve $24,000 for the GIS Server procurement and up to two additional licenses, subject to the approval of the Town Manager, to determine that the appropriation supports the purchase, after the finances of the project are sufficiently closed that the availability of the funds is certain. Motion: Dick Perry 2nd: Carl Oldenberg Voted: Unanimous 5/19/09 DPF requested on behalf of the IT department and additional amount of up to $16,500 to purchase additional switches for the network equipment. Currently some outlets in the building would not be operable without additional purchase. PBC was reluctant to approve additional switches without a more specific accounting of what might be un-operable. Further PBC was okay with not building out full connectivity of all devices if they were otherwise not currently scheduled for use. 2.28 CTA Time Extension 4/14/09 HKT presented a discussion on a CTA Time extension. The proposal was originally received for an 81 day extension with a general conditions cost of $135,000. This submittal was vetted and CTA agreed to a reduced proposal of 71 days and $86,000, reflective of the time delays incurred through many of the delay issues documented in the letter, the majority of which were related to differing ground and site conditions. The PBC would like to see the final language of the Change order prior to approval. 5/19/09 Change Order/ Time Extension Language. The language text was discussed with copies distributed to all members. Mark Barrett directed to incorporate suggestions to text and send to PBC representatives for confirmation. Page 6 of 15