City Council - Finance Committee

CITY OF EASTHAMPTON OFFICE OF THE CITY COUNCIL Easthampton Municipal Building 50 Payson Ave., Ste. 100 Easthampton, Massachusetts 01027-2260 Telephone #: (413) 529-1460 MINUTES FINANCE Meeting 04/14/2021 Attendees: FINANCE Committee Members: Councilor Dan Rist, Chair Councilor Peg Conniff Councilor Homar Gomez Other Attendees: Nicole LaChapelle, Mayor Karin Camihort, City IT Jennifer Gallant, City Treasurer Nora Blake, Director, Emily Williston Library Meeting called to order at 5:00pm. The meeting was held remotely due to the COVID-19 pan- demic and was videotaped. Minutes from 03/24/2021 were approved 3-0 Mayor Communication: None Public Speak: None New Business 1. Supplemental Appropriations A. $30,078.00 for Migration of current city messaging system (Outlook Exchange 2016) to Google Workspace for Government - Migrating to Google Workspace aligns with the goal of building a transparent and modern IT infrastructure for the City’s government. It lowers costs by reducing the overhead associated with on premise server maintenance and storage. In addition to improving operational ef- fectiveness, Google Workspace for Government provides multiple layers of securi- ty protocols including multi-factor authentication, double encryption and replica-  tion of data. The migration to the cloud will position the city in a scalable and elas- tic space for continued growth. B. The exchange server on premise is under the control of the city and the security falls to the City. Also, we do not have the staff to ensure all patches are installed in a timely manner. Google will allow ongoing 24 hour security, and updates. The Vault will allow ongoing archival of emails and public information. Other munici- palities are using this system. C. Financial system KVS and any future change to MUNIS do not offer cloud based solution. Karin is focussed on cloud based storage for either system moving for- ward. Google will allow that and allow the city to move off of on premise servers. D. License Costs : $9.83/user/month. (Current: $12+) Migration Cost: $4,950 Consulting $1,540 Cloud Migrator Tool = $7.7/user TOTAL: $30,078 (200 user licenses) Motion to recommend to the full council a supplemental appropriation of $30,078 for migra- tion to Google Workspace for Government for City messaging system made by Councilor Gomez, second by Councilor Conniff. Approved 3-0 A. $71,200 for the purchase and installation of a fresh air ventilation system to comply with COVID-19 reopening requirements – CPA Committee approved this appropriation on March 18. It was important to adhere to historical preserva- tion. Other bidders presented lower quotes but those systems were portable in na- ture and were loud, which was considered unacceptable for a Library. Motion to recommend to the full council this supplemental appropriation for $71,200 for Pur- chase of Library Ventilation System made by Councilor Gomez, second by Councilor Conniff. Approved 3-0 2. CARES/FEMA Reimbursement Discussion (Councilor Conniff left the meeting at 5:36pm) A. CARES/FEMA – CARES ACT money is split into 100% reimbursed or additional reimbursement from FEME money. B. CARES spent to date (100% reimbursed) : $1,092,551.85. Jen Gallant presented a spreadsheet showing how those funds were reimbursed. Spreadsheet is attached to these minutes. C. CARES spent that qualifies for 25% FEMA reimbursable = $379,266.75 D. Expected FEMA reimbursement = $1,137,800.25. (have not yet received). This money has been spent but FEMA has not reimbursed yet. These act as deficit ac- counts (like a grant). E. FEMA Spreadsheet shows the details of invoices paid - but it does not match the 25% FEMA reimbursement. Jen will validate with the auditor about what is con- tained in the FEMA account.  Public Hearing set for April 21, 2021 City Council Meeting 5:55 pm - Motion to adjourn by Councilor Gomez, Second Councilor Rist 2-0 NEXT MEETING: April 28, 2021 @ 5:00pm Link to CARES/FEMA spreadsheets: CARES: https://www.dropbox.com/s/ac6axh67d52was7/CARES%20thru%20041221.numbers?dl=0 FEMA: https://www.dropbox.com/s/en51x9j7tfwrrem/FEMA%20thru%20041221%20%281%29.numbers?dl=0