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2010 08 31 CCPD Minutes, SpecialMINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT August 31, 2010 The Board of Directors of the Baytown Crime Control and Prevention District (CCPD) met in a Special Meeting on Tuesday, August 31, 2010 at 4:30 P.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Carl Brandon Samuel Barker Daniel Blackford Joe Whitehead Vacant Director Director Director Vice President Director Rikki Wheeler President Garrison C. Brumback Bob Leiper Ignacio Ramirez, Sr. Leticia Garza General Manager Deputy General Manager General Counsel Secretary Director Bob Goolsby was absent from the August 31, 2010 Special Meeting. President Wheeler convened the August 31, 2010, Special Meeting with a quorum present at 4:30 P.M. 1. PROPOSED RESOLUTIONS a. Reprogramming Funds from Unforeseen /New Initiatives for the Purchase of Versaterm RMS /CAD Software Upgrade - ITS. General Manager, Garry Brumback presented the agenda item and directed Deputy City Manager Bob Leiper to give an overview of the item. Deputy General Manager, Bob Leiper stated that there is an estimated $75,000, in the current CCPD budget earmarked for software installation services; however staff is requesting $85,000, to include any unforeseen issues. The Versaterm agreement includes services for the replacement of a server; however, the server is not being replaced, but is instead being reprogrammed. Mr. Leiper further explained that should a purchase order not be issued by September 30, 2010, the account will zero out regardless of the amount in it. Mr. Leiper clarified that there was no need to approve this purchase during the regular budget process, since the expenditures had already been figured into the working capital Page 2 of 3 Minutes of the August 31, 2010 CCPD Board Special Meeting line item, was within budget, and did not require any modification. Director Blackford inquired if this is a recurring cost; Mr. Leiper responded, that this is not a recurring cost and that the last upgrade took place seven (7) years ago. Assistant Director of ITS, Dennis Wells, stated that this virtual system helps cut the cost of hardware by about 30 %, and allows for capitalization across several processors and memory blocks. Director Whitehead inquired if there will be an independent back up server to their virtual server; Mr. Wells responded, that the City has two virtual servers that are backed up by each other. Resolution No. 16 amends the Baytown Crime Control Prevention District's Fiscal Year 2009 -2010 budget in order to reprogram Unforeseen/New Initiatives funds in the amount of $85,000 for the purchase of an upgrade from Versaterm for the current RMS /CAD Software. This upgrade will move both packages to a new hardware platform and operating system that will decrease redundancy, provide for a more stable operating environment, and bring the software up to the newest version. This expenditure was anticipated in the development of the 2010 -2011 budget and does not change the predicted working capital balance. If this resolution is approved, the City Council will consider the amendment at an upcoming meeting in accordance with state law. A motion was made by Director Whitehead, and seconded by Director Brandon approving Resolution No. 16. The vote was as follows: The motion carried. Ayes: Directors: Blackford, Brandon, Barker, Whitehead, and President Wheeler Nays: None RESOLUTION NO. 16 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT AMENDING THE BAYTOWN CRIME CONTROL PREVENTION DISTRICT'S FISCAL YEAR 2009 -2010 BUDGET IN ORDER TO REPROGRAM FUNDS FROM UNFORESEEN/NEW INITIATIVES FOR THE PURCHASE OF AN UPGRADE FROM VERSATERM FOR THE CURRENT RMS /CAD SOFTWARE; MAKING OTHER REPRESENTATIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 2. MANAGER'S REPORT There was no report. Page 3 of 3 Minutes of the August 31, 2010 CCPD Board Special Meeting 3. ADJOURN A motion was made by Director Barker, seconded by Director Whitehead adjourning the August 31, 2010, CCPD Board Special Meeting. The vote was as follows: Ayes: Directors: Blackford, Brandon, Barker, Whitehead, and President Wheeler Nays: None The motion carried. President Wheeler adjourned the CCPD Board Special Meeting on August 31, 2010 at 4:38 P.M.