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HomeMy WebLinkAbout04/05/2010 TECHApril 5, 2010 MINUTES OF THE REGULAR MEETING OF THE TECHNOLOGIES BOARD HELD ON April 5, 2010 The Regular Session of the TECHNOLOGIES BOARD of The Colony, Texas was called to order at 6:30 pm on the 5th of April, 2010 at CITY HALL, in the City Managers Conference Room, City Hall, 6800 MAIN STREET, THE COLONY, TEXAS, with the following roll call: Bill Swink present Steven Steele absent Andrew Turner present Matthew Fisher absent Stephen Hoffman present Lyle Snider present Tim Tomlinson present With five out of seven members present a quorum was established and the following items were discussed. 1.0 Call Meeting to Order: 6:30 P.M. Meeting called to order at 6:31. 2.0 DISPOSITION OF MINUTES Acceptance of Technologies Board Minutes for a meeting held on December 7, 2009. 3.0 CITIZEN INPUT None 4.0 AGENDA 1[TEMS 4.1 Discuss, consider, and approve the Samsung Phone system from C2M Technologies, Inc as the phone system to replace all phone systems within the city. Bruce Maker, IT Manager for the City of The Colony, gave a brief presentation to explain the need for replacing the phone systems. He explained that recently the phone system at the Police Department went down and had to be replaced immediately. Mr. Maker said that the phone system replacement was discussed by the Technology Board in April of 2009. The proposed system will reduce the number of phone lines by half and will lower the monthly telephone costs by half. We will also save on maintenance costs. He believes the five year savings will be approximately seventy-five thousand dollars. One of the benefits to the system will be the voice recognition system that will be used by April 5, 2010 the Utility billing department to take credit card payments over the phone without the need for a Customer Service Representative to process the payment manually. Mr. Turner asked if the new Police department system will integrate with this system. Mr. Maker said there are still a few things to be done to the Police department system to fully integrate it and those costs are figured into the proposal. Mr. Swink asked if the new system was at Police and Fire. Mr. Maker said it was the Police department and Parks and Recreation. Mr. Maker said that each fire station will get their own system with a dedicated line to it in case the system goes down they are still able to send and receive calls. Mr. Tomlinson asked if there is anything significantly better in the other proposals received. Mr. Maker said he did not see anything nor did anyone else reviewing the proposals. Mr. Turner asked if cell phones were a part of the system. Mr. Maker said they are not but it is something that could be integrated later. Mr. Snyder asked how we would be reducing to sixty-three lines. Mr. Maker said we would be getting rid of fax lines and dedicated lines to separate buildings. Mr. Snyder asked if the price includes the IVR encoding. Mr. Maker said it does. Mr. Swink asked why there was such a disparity in prices from highest to lowest. Mr. Maker said it was due to different models proposed. Mr. Swink asked if there is anything in the proposed NEC system that we would be missing out on. Mr. Maker said he did not see anything. Casey Wedgeworth with C2M Technologies explained that the big disparity in prices has to do with the dealer and their price point. Mr. Swink asked if this include a maintenance contract. Mr. Maker said it includes five year parts and labor maintenance. Mr. Wedgeworth explained that the IT staff is also going to be trained to do the basic front end service features. Mr. Maker said that we will also be having end user training. Mr. Swink asked if the system includes instant messaging. Mr. Maker said that feature could be added later. Li Stephen Hoffman made a motion to approve the Samsung Phone system from C2M Technologies, Inc. Bill Swink seconded the motion. Motion carries. 4.2 Discuss and consider new technologies to be utilized in the new Police Department building as follows: a. Touch Screen b. Audio System c. Video Surveillance d. Access Control e. Uninterruptible Power System Terry Gilman, Facility Maintenance Manager for the City of The Colony, introduced John Vincent with LTS Security Engineers. Mr. Vincent helped design the proposed system. Mr. Swink asked how the system will be isolated from the internet from a security standpoint since it will be Ethernet based. Mr. Vincent said the system will have a freestanding network and will not interfere with the City's network. Mr. Swink asked if the system will have a DVD backup. Mr. Vincent said all of the cameras will be recorded and backed up. Mr. Swink asked about a temperature controlled environment. Mr. Gilman said the existing computer room will be expanded to accommodate the new system and it will have a dedicated cooling system. Mr. Swink asked how the CCD April 5, 2010 cameras fit into the system. Mr. Vincent explained that the CCD is really a chip that is inside the security camera and they are IP based feeding into the network. Mr. Swink asked if the card readers have a default in case of emergency. Mr. Vincent said there is and it is programmed to fail secure or fail safe. Mr. Swink asked what the UPS back up time is. Mr. Maker said the backup time will be about 20 minutes and then the generator will kick in. Mr. Swink asked if an external maintenance bypass switch on the UPS will be installed. Mr. Vincent said yes and it will be interfaced to the control center to display an alarm should something fail. Stephen Hoffman made a motion to approve the new technologies. Bill Swink seconded the motion. Motion carries. 15.0 ADJOURNMENT With no further business, the meeting adjourned at 6:52 p.m. APPROVED: Andrew Turner, Chairman Betty Pamp~in, Recordin Secretary 1