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HomeMy WebLinkAboutMinutes - Capital Improvement Program Technical Advisory Committee - 3/10/2009 • MINUTES CAPITAL IMPROVEMENT PROGRAM TECHNICAL ADVISORY COMMITTEE REGULAR MEETING KACHINA CONFERENCE ROOM 11000 N. LA CANADA DRIVE ORO VALLEY, ARIZONA 85737 TUESDAY, MARCH 10, 2009 REGULAR SESSION AT OR AFTER 11:30 a.m. CALL TO ORDER — Meeting called to order at 11:37 a.m. ROLL CALL Attendees: Art Cuaron, Financial Analyst, Finance Dept. Barry Gillaspie, Council Member Liaison Tobin Rosen, Town Attorney Aaron LeSuer, Commander, OVPD Craig Civalier, Town Engineer Ainsley Legner, Parks & Recreation Director Peter Lamm, Finance and Bond Committee Member Kevin Verville, Information Technology Director Stacey Lemos, Finance Director Alice Taylor, Senior Office Specialist, Finance Department Item 1 — General Fund Project Scores and Rankings Art Cuaron presented the Committee with a handout. Mr. Cuaron called attention to two memos in the handout from Kevin Verville, Information Technology Director. Mr. Verville presented the first memo to the Committee. The first memo was a breakdown of the Phone System Upgrade Project. The following were discussion points: • Completing the project in a three year phase • 1st Year— Upgrading software and telephone hardware • 2nd Year— Purchase additional equipment and prepare the network for VO I P (Voice Over Internet Phone) • 3rd Year— Upgrading last of telephone equipment including handsets on desks and purchasing additional equipment • Annual maintenance costs will run approximately $25,000 for software • Anticipated savings will be in personnel and current carrier costs of approximately $3,000 per month Member Lamm asked if it could be assumed that the annual operating costs would increase if the upgrade is not done. Mr. Verville replied yes, that would be a correct assumption due to the difficulty of securing replacement parts and the amount of time it takes to locate them. 03/10/2009 Capital Improvement Tech. Advisory Committee 2 Mr. Civalier asked for a breakdown by fund for the cost of the telephone system. ACTION: Art Cuaron stated he will provide these figures to the Committee at the next meeting. A question was also raised regarding doing the project as a three year . phase-in. Mr. Cuaron informed the Committee the Capital Improvement Plan is only approved for one year at a time. The results of not doing the telephone system in three consecutiveY ears would be as follows: • Year One —Would give longer life to the existing system stem • Years Two and Three—Would be more expensive if not done consecutively Mr. Civalier told the Committee that Public Works has doneJro'ects in p phases and it has worked fine. Mr. Gillaspie asked if this project is funded it that it be consequences noted this is a multiple year project and what the is would be if it not followed up and completed. projects Ms. Legner discussed the tool/system used for rankingthe lends • its self to putting other projects ahead of the phone replacement. Ms. Legner told the Committee she would be willing to move her lighting g project at James D. Kreigh Park further down the list in order to have the phone system rank higher. Ms. Lemos informed the Committee they can change the rankings of the projects if they so desire. The Committee would need to come to a consensus in order to do this. Mr. Lamm told the Committee the field lights at the park are self supporting and therefore should be ranked higher than the telephone system. Mr. Gillaspie asked p if the field lights are approved this year and we wait a year for the VOIP . telephone system could the price of the phone g system o down due to Y advancements in technology. Mr. Verville answeredes, that was possible. Y The question of how much money was available for the Capital p Improvement Projects was raised by Mr. Civalier and Ms. Lemos replied approximately 800,000 to $1M is normally available but due to current funding issues these numbers could change. Ms. Lemos told the Committee she will have more definite numbers available at the next Committee meeting in late March. Mr. Cuaron called on Mr. Verville to present his secondj roect on the e Virtual Data Center. The following points of theJ ro•ect were discussed: p • Cost less than initially expected - current estimate of$110,000 • Maintenance costs —We will save on existingback-up -u p • Save on personnel costs for manually doing back-ups • The system will be on real time 24 hrs. 7 days a week • y System back-ups would be provided in case of a failure • Maintenance costs will be incurred for software 03/10/2009 Capital Improvement Tech. Advisory Committee 3 • Can this be phased in — No must all be done in the firstY ear of approval • The back-up system will be placed off-site at the new Rancho Vistoso Municipal Operations Center • Are we in dire need of this now— Depends on our tolerance for length of time the Town could function having the system down • This would be a stand alone system not involving the Police Dept. • Ms. Legner asked Mr. Verville if he had to choose between the VOIP System and the Virtual Data Center Project what would his priority be and Mr. Verville answered the VOIP System is currently the most important • If the MOC is not funded where would the Virtual Data Center be located, the reply was at the existing Rancho Vistoso Municipal Operations Center • If the computer system were to go down does it affect our abilityto receive payments — yes, especially the Parks and Recreation Department ACTION: Art Cuaron will provide a breakdown of costs for the Virtual Data Center by funds to the Committee. Mr. Cuaron asked the Committee if they wished to move the1ro•ects p around and the general 1 consensus was to leave the projects alone until the funding amounts are available at the next meeting. g Tobin Rosen, Town Attorney pointed out to the Committee the Town Council could choose to adopt projects in whatever order they wished. Mr. Gillaspie told the Committee as a Council Member he will be looking our ability to provide services to our citizens. He wouldersonall vote for p Y the VOIP telephone system. Ms. Lemos suggested to the Committee that motion/action items be placed on the next agenda and the Committee could finalize these actions at the next meeting. Item 2 - Capital Improvement Summary The 1 Five Year Fund Summary, Five Year Project Summary, and FY09/10 by Project Funding Source report was presented by Mr. Cuaron Mr. Cuaron reviewed the Proposed Projects and the General Fund Summary by Funding Source as follows: • General Fund Summary— 702,241 • Highway Fund Summary— 900,000 • Stormwater Fund Summary— 2,046,600 • Impact Fee Fund Summary— 5,671,486 • Master Planned Project Summary— 33,283 515 _ r 03/10/2009 Capital Improvement Tech. Advisory Committee 4 The numbers could change during the CIP process as new information becomes available from the Departments. A date for the next meeting will be sometime after March 20th when the budget has been finalized. A motion was made by Ms. Legner and seconded byMr. Civalier to adjourn the meeting. The meeting adjourned at 12:39 p.m. Prepared by: Alice Taylor Senior Office Specialist