Back to Capital Outlay Committee Minutes
12/3/2009 at Town Office Building
Attending: Chairman Ray Eisenbies, Ron Kirven, Jonathan Asher and Andy Mooradian (both representing the Advisory Committee), Ted Alexiades (Town Accountant)
Ray Eisenbies called the meeting to order at 7:55 PM in the 3rd floor East Meeting Room.
The minutes from the 8/6/2009 and 10/28/2009 COC meetings were approved.
DPW Department Request
The purpose of the meeting was to consider a request by DPW Department Head Randy Sylvester to purchase a remote terminal and a five-year extended warranty for the Transfer Station Scale. Randy was accompanied by Project Manager Roger Fernandes.
The remote terminal would cost $19,905 and the 5-year extended warranty would cost $5,550 for a total cost of $25,455. By having the remote terminal, less manpower would be required to administer the billing for bulk waste dumping by contractors. The contractor would be required to purchase a yearly ticket from the DPW for $25. This ticket would have a bar code that would identify the contractor. When the contractor approaches the scale he swipes his ticket. The contractor then weighs his loaded vehicle. He then dumps his load and weighs his vehicle again. The system reports the amount dumped and automatically bills the contractor. The system would not only require less manpower but would eliminate the requirement for Transfer Station employees to collect either cash or checks from contractors.
Randy felt that due to recent budget cutbacks and retirements at the Transfer Station, he would have to close the swap area at the Transfer Station if the purchase of the remote terminal was not approved.
Much of the discussion by the COC was regarding the payment plans by the contractors. Some felt that a plan should be in place to pre-bill the contractors a certain amount up front to avoid non-payment. The COC voted to approve the request by the DPW and approved a transfer from the Reserve Fund in the amount of $25,455.00 to purchase the remote terminal and the 5-year extended warranty. In addition to the manpower savings, the rationale for the COC approval is that the implementation of the remote terminal would also reduce the possibility of error and fraud by removing the manual data-entry of weight information for entering trucks. The approval was granted on the condition that Ted Alexiades and Randy Sylvester work out a payment plan for the contractors that would minimize non-payment after the bulk waste had been dumped. The method of payment will be discussed at a future COC meeting.
The meeting was adjourned at 10:00 PM.
Respectfully submitted,
Ron Kirven, Acting Secretary