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

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PBC Meeting Minutes 11 August 2009 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. 2.29 Equipment 5/19/09 The proposed Equipment list was discussed with a corresponding estimate of $445,000.00 against a budget of $550,000.00. The equipment was predominately items included in the original plans i.e. shelving and industrial equipment that was removed for budgetary reasons and is now being reinstated. PBC was advised that bids were being received for the equipment and in turn advised DPF to remain within the established budget. Concrete Truck Stops proposed for Vehicle Staging and Prep Area $6,000.00 Motion to approve $6,000 for Concrete Truck Stops Motion Eric Brown Second: Carl Oldenburg Vote Unanimous Padlocks for Lockers Requested for Locker room $ 600.00 Motion to approve $600 for Padlocks Motion Eric Brown Second: Carl Oldenburg Vote Unanimous 6-24-09 Bids for Equipment Requisitions #1-#5 and CTA Change Order proposal 127 $202,931.35 Motion to approve $202,931.00 for Equipment Bids Motion: Dick Perry Second: Eric Brown Vote: Unanimous Salt Brine Not to exceed $80,000.00 Motion to approve not to exceed $80,000.00. Motion: Peter Johnson Second: Jon Himmel Vote: Unanimous Start Up supplies Car Wash $1,649.45 Motion to approve $1,649.75 for start up car wash supplies Motion: Eric Brown Second: Peter Johnson Vote Unanimous 7/14/09 DPF reported that two pieces of equipment remain for purchase and have budget allocations. 8/11/09 DPF reports receipt of PCO 145 for the remaining equipment. Earlier reports that there were two remaining pieces of equipment were not accurate as the PCO includes two industrial type pieces of equipment, i.e. lathe and milling machine, as well as a drill press and a small lifting worktable. DPF states that the small lifting work table should be temporarily removed and not ordered as the one specified runs on compressed air and this should be re-specified for electric power as the compressed air is more problematic to feed to the unit. DPF sought approval of the PCO 145 issued at $60,852.18, but reduced to $55,617.22 to eliminate the aforementioned table. PBC recommends that PCO could be approved as a part of the overall equipment approval as long as DPF has reasonable confidence that the overall budget condition is in keeping with the expressed PBC threshold for spending. Page 5 of 13