Special Village Board of Trustees Meeting November 1, 2007

The Board of Trustees held a Special Meeting on November 1st, 2007.  Trustee Darby was not present.

The main order of business was two separate demonstrations of the proposed digital mapping system presented by two bidders, O’Brien & Gere and Weston & Sampson.   O’Brien & Gere went first.  Their proposal consists of three phases.  Phase one is scanning the paper maps into a computerized file.  Next comes converting to a CAD file and third is making a drawing file, which is viewable on a computer with a free viewer.  The final step in the process is converting to a GIS system and the Village will have to decide between a desktop based system and a web based system.   This last step of the process is fairly sophisticated and offers many different options. The more options the Village chooses to incorporate into the system, the more expensive the process becomes. 

Weston & Sampson presented the second demonstration.  This firm has already been awarded the contract for phase one (scanning in the paper maps that we have)  Phase 2 for them will be GPS field collection (verifying the correctness of the maps that have been scanned) and Phase 3 is digitizing the sewer and water mains.  Once again, the last step will be deciding between a desktop and web based system.  

Both firms stated that the desktop system is more sophisticated and allows for editing of the files from the Village office BUT it is also the more costly alternative as it requires expensive software and training to use said software. 

Next on the agenda was the Garbage contract.  As announced at the October 17 BOT meeting, the Village received 3 bids for this contract.  After some discussion, the Trustees voted to accept the middle bid from Sterling Waste.  This is a new company for the Village.  They will start as of December 1st , 2007.  Details will be forthcoming from the Village.  Recycling and garbage collection will take place on different days with the new company.

The last order of business was the DPW contract.  Mayor Stebbins announced that he has come to an agreement with the union representative for a new three year contract.  The union will be voting on it’s terms in the near future. 

The Board adjourned to Executive Session at 10:20 pm.

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