Adhoc Technology Committee Minutes 2006 04-11-06 Page 1 of 2 APPROVED
UNITED CITY OF YORKVILLE
AD HOC TECHNOLOGY COMMITTEE MEETING
Tuesday, April 11, 2006
City Hall Conference Room
MINUTES
PRESENT:
Ron Robinson, IT Coordinator'
Dean Wolfer, Alderman
.Tim Bock
CALL TO ORDER:
The meeting was called to order at 6:32 p.m. by Alderman Dean Wolfer.
MINUTES FOR APPROVAL/CORRECTION—March 14, 2006:
The minutes were approved as read.
BID RESULTS FOR TOWER RENTAL AND WIRELESS INTERNET SERVICE:
Since PDQLink submitted an incomplete RFQ, Ron Robinson had asked them to
resubmit a completed one. The new bid was submitted, PDQLink is proposing that they
pay the City$100 per tower and are offering an anticipated $25 cap per month for normal
residential Broadband services and an anticipated $15 cap per month for low income
residential Broadband services. The speed will be 1.5 megabytes up and down, but they
can increase the speed at a higher cost. They did not include a business cost for this
because it depends on how many computers are connected to the network and the
business itself. The perimeters need to be set so at least there is an idea of what the cost
would be. Also, it needs to be clarified who defines and what qualifies a resident to be
low income. Ron Robinson will ask PDQLink to define the bid a little more and will ask
them to attend the April 18, 2006, Committee of the Whole to give a presentation and to
answer any questions.
Since Carpentersville is the only municipality locally doing this that Ron Robinson found
through GMIS (Government Management Information Systems), he has asked them to
send a copy of their,contract to compare and to be used as a template.
According to the FCC rules and regulations, even if PDQLink goes on the tower, it does
not mean PDQLink has the sole rights to the water tower.
PLOTTER QUOTES
There was a dollar figure put in the 2005/06 budget for a new plotter for the Engineering
Department. A bid form for a new plotter was received based on Travis Miller's
specifications. It is a HP Designdet that does up to 42-inch wide maps or drawings with
scanning capabilities. Ron Robinson went to three different vendors. The first vender,
CDW-G, includes the plotter, installation and shipping for the amount of$19,880, The
Page 2 of 2
second vendor, Tiger Direct, only includes the cost for the plotter,itself, which was
$19,629. And the third vendor, PCMallGov, also only includes the cost for the plotter,
which is $23,994. HP has discontinued making this version of plotter but they will
continue to support it for the next five years. The Engineering Department's current
plotter has been serviced twice within the last thirteen months. The last repair was to put
new print-heads in the plotter which is very expensive. There is a trade-in value on the
old plotter,but it is probably worth more to the city to keep it than the trade-in value,
especially since it has just been repaired. It was recommended to use CDW-G which
comes in under budget. This will get moved forward.
ADDITIONAL BUSINESS:
Alderman Dean Wolfer wants to discuss at the next meeting the laptop issue, having all
documents available on the internet, and any other issues to move in the direction of their
goal.
Ron Robinson is working on a document management system on line, an open source e-
mail server to have in-house e-mail, and the new GIS System. The webpage is coming
along very well. They are looking at a couple of different formats.
The next Ad-Hoc Technology meeting date will be May 9, 2006.
ADJOURNMENT:
The meeting was adjourned at 6:55 p.m.
Minute Taker—Jeanne Arbet