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PBC Meeting Minutes 11 September 2009 Meeting 2.30 High Density File Storage Unit 6-24-09 High Density File Storage $44,887.75 Motion to approve $44,887.75 for High Density Storage Motion: Peter Johnson Second: Eric Brown Vote Unanimous 8/11/09 The contractor started work on the installation of this unit today. 9/8/09 Installation Complete. 2.31 Bi-Directional Radio 5/19/09 The operation and need for a Bi-directional radio system in the building was discussed with the Fire Department. The system boosts the signal of the fire department radios allowing them to communicate in the building and improves fire fighter safety. Expected costs range from $30,000 to $50,000. PBC expressed need for an Additional services fee from HKT Architects to develop an RFP for the antenna system to obtain design/build quotes for same. 6/24/09 HKT Additional Services not to exceed $8500.00 (Bi-directional Radio) Motion to approve not to exceed $8500.00 Motion: Eric Brown Second: Jon Himmel Vote: Unanimous 7/14/09 RFP drafted by HKT and going to be sent to fire department for review. 8/11/09 HKT has received Fire Department feedback and is sending the RFP out to prospective bidders / installers. 9/8/09 Proposals have been received, to be evaluated by HKT Architects. PBC would like verification that battery backup is provided for the antenna system. Copies to be sent to the fire department for review as well. Motion to award contract to the lowest qualified eligible bidder, not to exceed $54,416.00 Motion: Bill Kennedy Second: Peter Johnson Vote: Unanimous 2.32 Fire Suppression System at Sand & Salt Shed 5/19/09 The need for a fire Suppression / Sprinkler system was discussed in the Sand and Salt Shed located behind the building. The size of the building dictates that a sprinkler system is required based upon statute. Upon review of the current progress of the project and the extent of sprinkler coverage present, and through consultation with the Fire Department it was decided that the DPF would apply to the State Board for a Variance on the requirement. 7/14/09 Application for variance has been submitted to the State Board. The application is supported by the Fire Chief. Hearing is forthcoming. 8/11/09 DPF reports that the hearing for a variance of the sprinkler system for the sand and salt shed is tomorrow 12 August 2009. 9/8/09 Variance of the sprinkler system for the sand and salt shed was granted to the town by the state board. Page 5 of 10