2011-12-06-CEC-min - Laserfiche WebLink

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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting Date, Place, and Location: December 6, 2011 8:00 a.m., Cary Memorial Building, Ellen Stone Room Members Present: Charles Lamb, Chair; Bill Hurley; David Kanter; Shirley Stolz Member Absent: Ted Edson, Vice -Chair Other Attendees: Donna Hooper, Town Clerk; Nasrin Rohani, Town Archivist; Dorinda Goodman, Director of Information Technology /Management Information Systems (IT /MIS); Rob Addelson, Assistant Town Manager for Finance Documents Presented: 1. FY2013— FY2017 Capital Improvement Projects (CIPs) as cited below. 2. "Archives & Records Management —CPA Project Update, December 1, 2011'% prepared by the Town Clerk. 3. "VoIP Master Plan Timeline ", undated, distributed by Mr. Addelson. (This also will be sent electronically to the Committee.) Mr. Lamb called the meeting to order at 8:00 a.m. FY2013— FY2017 CIP (Town Clerk) (Ms. Hooper & Ms. Rohani): Archives &Records Management /Records Conservation &Preservation (Project #307): This CIP, with its 5 and last annual request for $150,000, and subsequent annual requests of approximately $20,000, has been presented to the Community Preservation Committee (CPC). Ms. Hooper used the CPA Project Update to detail what had been accomplished, so far, within the preceding 4 years of funding and the plans for the balance of those funds and the FY2013 request. There was also a discussion regarding expended and expected costs over future years, funding sources, planning for inflation, and the storage capacity of paper versus digital and microfilm. FY2013— FY2017 CIPs (MIS) (Ms. Goodman): Head End Equipment Replacement —Phase IV (Project #556): The discussion on this project included funding amounts, determination of end -of -life for equipment, the equipment support and replacement process, reporting dollars to include inflation, as well as replacing equipment after 3 years instead of 5 years. The Committee had a discussion with Mr. Addelson regarding the Town's bonds, financing outlook, and the municipal rating. MIS Technology Improvement Program (Project #708): There is still server virtualization being done, which was planned for completion over the summer, hence the previously planned funding for FY2013 has been moved into FY2014 —and at a lower total as licensing pricing is expected to be less than in the past. There is also research being accomplished regarding implementation. Software is updated every few years and Page 1 of 3