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SEPTEMBER 9, 2004

ATTENDANCE: Bruce Kimmel, Chairman; Matthew Miklave; Douglas Sutton; Ken Baker; Douglas Hempstead; Carvin Hilliard; Michael Coffey

STAFF: Thomas Hamilton, Director of Finance; Karen Del Vecchio, Director of IT; Lisa Biagiarelli; Tax Collector, Frederic Gilden, Comptroller

Mr. Kimmel called the meeting to order at 8:10 pm.

1. Authorize the Purchasing Agent to issue a Purchase Order to Dell Computer Corporation for 33 Personal Computers for an amount not to exceed $39,492.75

Ms. Del Vecchio stated that they had done a complete inventory of all of the desktop computers in City Hall to evaluate their age, performance and reliability; altogether they looked at 310 computers. At the same time they have also developed a standardized desktop system that will be suitable for most users at City Hall apart from those who use the GIS system and some members of DPW. She said this gives flexibility especially with regard to the need for spare parts. Ms. Del Vecchio continued to say that they prioritized the computers most in need and hope to replace 33 computers over the next eight months. She added that they are asking for authorization to issue a purchase order to Dell computers for all 33 units.

** MR. KIMMEL MOVED APPROVAL OF THE ITEM.

Mr. Kimmel mentioned that there has been a request from the Registrar of Voters for new computers and he asked if this was included in the 33 units requested this evening.

Ms. Del Vecchio replied that 11 of the 33 would be for the Registrar of Voters and they would hope to have these in place for September going up to the election.

Mr. Miklave asked if this request has gone through the IT Committee.

Ms. Del Vecchio responded in the affirmative.

Mr. Miklave asked if a competitive bid was sent out.

Ms. Del Vecchio replied that it was not as they have a pre-existing relationship with Dell who have given them a very competitive price.

Mr. Miklave questioned the fact that no competitive bid was sent out given the size of the request.

Ms. Del Vecchio stated that if they were able to supply these 33 computers all of the computers would be Dell at City Hall.

Mr. Coffey asked about upgrades over the next eight months and if newer models would be supplied.

Ms. Del Vecchio said that Dell are about to come out with an upgraded model of the one they have requested; she said that if the prices come down in the next eight months they would look at them then.

Mr. Coffey commented that he had purchased a Dell computer for his home at the beginning of the year for $399 and he wanted to know why the individual price of each unit so expensive in comparison; at the same time asking if people needed that much computing power.

Ms. Del Vecchio suggested a number of differences in the systems. She said it was good to have the computing power going forward.

Mr. Coffey asked about the deployment of the old machines, he made mention of disposing of them on E-Bay.

Mr. Hamilton stated that this will go through Gerald Foley, the purchasing agent; he said that he could not see a problem with disposing of them through E-Bay as this is a fair bidding system but this would have to go through Corporation Counsel first to make sure there is not a problem with this.

Mr. Hempstead suggested the computers be donated to children who are unable to have a computer at home.

Mr. Miklave suggested that the licensing issues be looked at first and that it might be beneficial to contact Microsoft to see if they could be transferred.

** MOTION PASSED UNANIMOUSLY.

2. Approve the minutes of the following Finance Committee Meeting:
July 8, 2004
August 12, 2004

** MR. HEMPSTEAD MOVED APPROVAL OF THE MINUTES OF JULY 8, 2004 AS PRESENTED.
** MOTION PASSED SIX VOTES IN FAVOR, ONE ABSTENTION (MR. SUTTON).

** MR. BAKER MOVED APPROVAL OF THE MINUTES OF AUGUST 12, 2004 AS PRESENTED.
** MOTION PASSED FOUR VOTES IN FAVOR, THREE ABSTENTIONS (MR. KIMMEL, MR. COFFEY, MR. MIKLAVE)

3. Claims Committee – receive the monthly Claims report; review and approve claims as required for Claims Report dated:
September 9, 2004

Ms. Biagiarelli indicated that there are four special requests, two were paid in error by the former owner of the property and need to be refunded, one was the result of a court stipulation and the other was with regard to a property that was seized by the federal government after the taxes were pre-paid – the owner is not responsible for the taxes and the city has to refund the money. Ms. Biagiarelli added that the property is now tax exempt as it is owned by the federal government.

Mr. Miklave recused himself.

** MR. COFFEY MOVED APPROVAL OF THE ITEM.
** MOTION PASSED UNANIMOUSLY.

4. Narrative on Tax Collections dated August 31, 2004 – Receive Report and discuss.

5. Monthly Tax Collector’s Report dated August 31, 2004 – Receive Report and discuss.

Ms. Biagiarelli stated that they have just finished the report through August 31st and they are just behind where they were last year even thought it is less than 1% adding that this is not something she would be concerned about. With regard to delinquent collections they collected an additional $1.2 million for the first two months of the fiscal year and they are gearing up to issue demands for past due accounts and will be issuing warrants to the Marshals in October. Finally Ms. Biagiarelli said the assessor’s office is making progress with the personal property audits – this is still going on noting that this is a very useful process.

** MR. COFFEY MOVED TO ADJOURN.
** MOTION PASSED UNANIMOUSLY.

The meeting was adjourned at 8:30 pm.

Respectfully submitted,

Kate Kye
Telesco Secretarial Services