2009-08-11-PBC-min - Laserfiche WebLink

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PBC Meeting Minutes 11 August 2009 Meeting 2.4. DPW Construction Schedule For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. 4/14/09 Punch list draft completed, carpet being installed, RWS Sullivan punch list being completed this week. Meeting held with all inspectors and Building commissioner for review, Fire alarm testing scheduled. Tentatively 05 May 2009 looked at for C.O. Updated schedule will be issued for next week. 5/19/09 Leak into Fire Alarm panel. Potential for delay in receiving C.O. 06/24/09 Elevator inspection scheduled for 6.29.09. Tentative move in week of 7.6.09. 7/14/09 Administrative functions moved in the first week of July. Construction is anticipated for completion by end of July. Landscaping continues, Green roof continues. Shelving and line painting still to be completed HKT and RWS have update the punch list twice thus far, to recognize completed items. 8/11/09 Contractor reports desire to complete all work by end of August wit the exception of fall plantings. DPF has requested schedule for remaining work items as well as PCO work. 2.22 Telephones for DPW 11/04/08 HKT to hire a consultant to help determine what is needed for a phone system. Additional cost of $6,160.00. Motion: Bill Kennedy 2nd: Dick Perry Voted: Unanimous 12/09/08 Additional cost for telephone consultant was originally quoted wrong, additional cost is actually $8,624.00. PBC authorized. 3/10/09 Telephone System Vendor Price Quotes were requested under State Vendor Contract ITT29. Three Price quotes were received and reviewed by the Town. Two Finalists were determined and a Site Visit has been scheduled for 3/12/09 to visit the demonstration show room for the two finalist vendors. Motion: To authorize the Director of Public Facilities to proceed with the purchase of the finally selected Telephone system contract in an amount not to exceed $60,000.00, with an additional amount not to exceed $15,000.00 for the selection of various options deemed appropriate to the system, for a total of not to exceed amount of $75,000.00 Motion: Jon Himmel 2nd: Peter Johnson Voted: Unanimous 8/11/09 Installation of the new telephone system is primarily complete. DPF and Town IT are developing a punch list. Some phone features have not yet been rolled out to users yet and will be done along with additional training. 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. 8/11/09 The Town’s Accounting software (MUNIS) has not carried over balances to the new fiscal yr. as of yet. DPF asked to postpone the budget review until after MUNIS is updated for the new fiscal year so that the budget can be balanced. Page 4 of 13