2009-06-24-PBC-min - Laserfiche WebLink

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30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 2.24 Meeting Minute Format 3/10/09 DPF discussed the idea of simplifying the meeting minute format currently being used. Citing a time consuming process for monthly updating and minute reviews as well as the length of publish minutes. PBC discussed the favorable characteristics of this format and a prior moment to purchase and utilize the software Prolog for development of meeting minutes and potentially tying in budgets and schedules into the minutes. DPF representatives expressed a concern that that would develop into an even more cumbersome process requiring a greater time commitment form DPF to manage. DPF requested that the issue be tabled until the DPF director was available to participate in the discussion. No changes to be made to format currently. DPF stated that if time permitted they would issue the minutes for this meeting in the current format and in a simplified format for review. 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. 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 Page 6 of 12 6