minutes board of supervisors, harrison county, mississippi minute ...

MINUTES 

BOARD OF SUPERVISORS, HARRISON COUNTY, MISSISSIPPI 

MINUTE BOOK MAY 2009 

May 11,2009, Item # 0 

STATE OF MISSISSIPPI 

COUNTY OF HARRISON 

BE IT REMEMBERED, that a regular meeting ofthe Board ofSupervisors ofHarrison 

County, Mississippi was begun and held in the meeting room ofthe Board ofSupervisors of 

Harrison County, located in the Second Judicial District Courthouse at Biloxi, Mississippi, on the 

SECOND MONDAY OF MAY 2009, being May 11,2009, the same being the time fixed by 

law and the place fixed by the Order ofthe Board ofSupervisors ofHarrison County at a former 

meeting thereof for holding said meeting of said Board. 

THERE WERE PRESENT and in attendance on said Board, Marlin R. Ladner, President 

of said Board, presiding; W. S. Swetman III, Kim B. Savant, William W. Martin and Connie 

Rockco, members of said Board ofSupervisors; Tal Flurry, Tax Assessor for Harrison County, 

Mississippi; Melvin Brisolara, Sheriff ofHarrison County, Mississippi; and John McAdams, 

Chancery Clerk and Ex-Officio Clerk of said Board. 

WHEREUPON, after the proclamation ofthe Sheriff, the following proceedings were had 

and done, viz:

MINUTES 



Supervisor W. S. SWETMAN HI moved adoption ofthe following: 

RESOLUTION DECLARING THE WEEK OF MAY 10-16, 

2009 AS POLICE WEEK, AND MAY 15,2009 AS PEACE 

OFFICERS' MEMORIAL DAY IN HARRISON COUNTY 

May 11, 2009, Item # 1 

WHEREAS, the Congress and President ofthe United States have designated May 15 th 

as PEACE OFFICERS' MEMORIAL DAY and the week in which May 15 th falls as 

NATIONAL POLICE WEEK; and 

WHEREAS, members ofthe Harrison County Law Enforcement Community play an 

essential role in safeguarding the rights and freedoms ofHarrison County; and 

WHEREAS, it is important that all citizens know and understand the duties, 

responsibilities, hazards, and sacrifices oftheir law enforcement agency, and that members ofour 

law enforcement agency recognize their duty to serve the people by safeguarding life and 

property, by protecting them against violence and disorder, and by protecting the innocent against 

deception and the weak against oppression; and 

WHEREAS, the men and women ofthe Harrison County Law Enforcement Community 

unceasingly provide a vital public service. 

NOW, THEREFORE, the Harrison County Board of Supervisors does hereby call upon 

all citizens ofHarrison County and upon all patriotic, civic and educational organizations to 

observe the week ofMay 10-16,2009 as NATIONAL POLICE WEEK. During this week 

citizens are encouraged to join in commemorating law enforcement officers, past and present, 

who, by their faithful and loyal devotion to their responsibilities, have rendered a dedicated 

service to their communities and, in so doing, have established for themselves an enviable and 

enduring reputation for preserving the rights and security ofall citizens.

MINUTES 



We further call upon all citizens ofHarrison County to observe Friday, May 15,2009, as 

PEACE OFFICERS' MEMORIAL DAY in honor ofthose law enforcement officers who, 

through their courageous deeds, have made the ultimate sacrifice in service to their community or 

have become disabled in the performance ofduty, and let us recognize and pay respect to the 

survivors ofour fallen heroes. 

Supervisor CONNIE M. ROCKCO seconded the motion to adopt the above and 

foregoing Resolution, whereupon the question was put to a vote with the following results: 

Supervisor W. S. SWETMAN III voted 

Supervisor KIM B. SAVANT voted 

Supervisor MARLIN R. LADNER voted 

Supervisor WILLIAM W. MARTIN voted 

Supervisor CONNIE ROCKCO voted 

AYE 

AYE 

AYE 

AYE 

AYE 

The motion having received the affinnative vote from the majority ofthe supervisors 

present, the motion was declared carried and the Resolution adopted. 

THIS 11 th day ofMay 2009.

MINUTES 



May 11,2009, Item # 2 

The request ofthe 3C's Family Support Network representatives to appear before the 

Board has been rescheduled for June 1,2009. 

No Board action was taken.

MINUTES 



Supervisor CONNIE M. ROCKCO moved adoption ofthe following: 

ORDER ACKNOWLEDGING RECEIPT OF ANn 

APPROVING PETITIONS FOR CHANGES TO THE 2008 

REAL PROPERTY ROLL, AS RECOMMENDED BY THE 

TAX ASSESSOR 

May 11,2009, Item # 3 

ORDERED BY THE BOARD OF SUPERVISORS OF HARRISON COUNTY, 

MISSISSIPPI, that the Board does HEREBY ACKNOWLEDGE receipt ofand does HEREBY 

APPROVE petitions for changes to the 2008 Real Property Roll, as recommended by the Tax 

Assessor, which follow this Order as Exhibit A. 

Supervisor WILLIAM W. MARTIN seconded the motion to adopt the above and 

foregoing order, whereupon the question was put to a vote with the following results: 






AYB 

AYE 

AYE 

AYE 

AYE 

The motion having received the affirmative vote from the majority ofthe supervisors 

present, the motion was declared carried and the order adopted. 

THIS 11th day ofMay 2009.

.. ' 

" 

RBI LRMNPT53 05/06/2009 09:51 Landroll Appraisal 2008 

Petitions And Actions Taken by Board Of Supervisors and State Tax Commission 

Run Date: 05/05/2009 THUR 05/0672009 

Property Type: R REAL Report Sequence: PARCEL NUMBER 

PARCEL NUMBER 

OWNER NAME 

Tax 

Dist 

0210 -28-007.000 MILNER JOSEPH L & JANA 3RW 

PPIN: 090276 

Filed By: T CHANGED TO--> 

Tax Year: 2008 Remarks: CLASS I 

0212P-02-046.000 BATSON KAREN 

3P 

PPIN: 073422 


Tax Year: 2008 Remarks: KATRINA DESTROYED 

0213B-03-037.003 KRYNEN DENNIS & ELLEN MOR 3QW 11500 28816 

PPIN: 070719 Filed By: T CHANGED TO--> 11500 

Tax Year: 2008 Remarks: DELETE IMPS7NOT COMPLETE 1-1-2008 PER CO DATED 12-1-2008 

0313B-02-014.000 PAVOLINI LARRY JAMES 3P 

PPIN: 060323 


Tax Year: 2008 Remarks: MOVE IMPS TD PCL 0313B-02-015.000 

0511G-02- 007.001 BEECH JERRY H & ZOLA M 3L 345 

PPIN: 109331 

Filed By: T CHANGED TO--> 345 

Tax Year: 2008 Remarks: ERROR IN CONDITION & APPRAISAL DATA 

0512H-04-004.000 MCGLAMERY JEFFREY L & REN 3L 

PPIN: 087350 


Tax Year: 2008 Remarks: CLASS I 

0611N-02-003.001 FRANTZ NOEL & CONCHETTA 3L 

PPIN: 127387 Filed By: T CHANGED TO--> 

Tax Year: 2008 Remarks: DELETE IMPs7NOT COMPLETE 1-1-2008 

0711K-01-026.000 ADAMS BRENDA BARKUM LEE 4G 


Tax Year: 2008 Remarks: IMPS BADLY DAMAGED BY KATRINA 

0711N-04-101.000 LUCKY CORPORATION 3G 


Tax Year: 2008 Remarks: ERROR IN LOT ADJ 

0711N-04-102.000 LUCKY CORPORATION 3G 



0711N-05-053.000 ALEXANDER LEWIS E & DIXIE 3L 

PPIN: 041076 


Tax Year: 2008 Remarks: ERROR IN LAND ADJ 

07110-03-048.000 SZYMANSKI ROBERT D 3G 


Tax Year: 2008 Remarks: ERROR IN CLASS/CONDITION 

m 

Xi 

::I:. 

-CDI 

--f 

PAGE 1 

-----Assessed------ 

Land Improve Total Change BOS Approval 

5796 

3864 

1380 

1380 

423 

423 

1973 

1316 

2264 

2264 

1708 

1708 

18746 

12498 

12861 

10718 

8342 

5840 

1438 

1438 

19786 

13191 

2165 

8867 

8245 

4068 

11442 

7628 

19059 

5409 

2705 

10177 

5904 

25582 00/00/0000 

17055 -8527 

3545 00/00/0000 

1380 -2165 

40316 00/00/0000 

11500 -28816 

9290 00/00/0000 

423 -8867 

8590 00/00/0000 

4413 -4177 

13415 00/00/0000 

8644 -4771 

21323 00/00/0000 

2264 -19059 

7117 00/00/0000 

4413 -2704 

18746 00/00/0000 

12498 -6248 

12861 00/00/0000 

10718 -2143 

8342 00/00/0000 

5840 -2502 

11615 00/00/0000 

7342 -4273

,r 


Petitions And Actions Taken by Board Of 

Run Date: 05/05/2009 THUR 05/0672009 


PARCEL NUMBER OWNER NAME 

Tax 

Dist 

0712D-03-043.000 BASS BETTY H 3L 


Tax Year: 200B Remarks: ERROR IN CLASS/CONDITION 

Supervisors and State Tax Commission 

PAGE 2 



4600 

4600 

0808A-02-007.000 WATTS RONALD GENE 4GO 12002 

PPIN: 056962 Filed By: T CHANGED TO--> 12002 

Tax Year: 2008 Remarks: MOVE IMPS TO PCL 0808A-02-007.002 

0903 -13-042.000 

PPIN: 078312 

Tax Year: 2008 

0908E-02-029.001 

PPIN: 020334 


1007 -29-003.000 

PPIN: 055386 


1010D-02-001.040 

PPIN: 100961 


WAITS DEBBIE L & OLIVER C 5M 


Remarks: CLASS I 

HARPER DAVID & JAMILLAH T 4GO 



FRANCESCA MARIANNE H & TH 5K 



SMITH RUFUS M & CAROLYN M 2G 


Remarks: ERROR IN SQ FOOTAGE 

1010F-02-044.004 KALIL ELAINE KOURY 5G 


Tax Year: 2008 Remarks: ERROR IN CLASS/CONDITION 

10100-01-033.000 MOORE NANCY CAROLE 5G 


Tax Year: 2008 Remarks: ERROR IN CONDITION 

1011D-03-003.000 LUCKY CORPORAlON 2G 



11061-01-032.019 

PPIN: 106042 


1109M-02-011.000 

PPIN: 099337 


WALKER SHARON C & BENJAMI 50 



NEWMAN DOUGLAS 5B 


Remarks: ERROR IN CONDITION 

1110D-01-036.014 NEWMAN DOUGLAS R & LEE AN 5B 


Tax Year: 2008 Remarks: ERROR IN LAND ADJ 

1722 

1148 

2639 

1760 

2691 

1794 

6900 

6900 

6613 

6613 

2875 

2875 

44145 

29325 

3900 

2600 

15813 

12938 

5750 

4600 

16781 

11383 

4492 

7397 

4931 

11424 

7616 

7168 

4778 

28692 

19304 

18815 

17710 

7496 

4677 

17574 

11716 

35464 

31942 

21381 

15983 

16494 

12002 

-5398 

-4492 

9119 

6079 -3040 

14063 

9376 -4687 

9859 

6572 -3287 

35592 

26204 -9388 

25428 

24323 

10371 

7552 

44145 

29325 

-1105 

-2819 

-14820 

21474 

14316 -7158 

51277 

44880 -6397 

5750 

4600 -1150 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000 

00/00/0000

• 



Run Date: 05/05/2009 THUR 05/06/2009 


PARCEL NUMBER 

1410G-06-057.000 

PPIN: 009694 


OWNER NAME 

TAYLOR MARVIN L 

Filed By: 


Tax 

Dist 

1B 

T CHANGED TO--> 

PAGE 3 



1380 

920 

8078 

5386 

9458 

6306 -3152 

00/00/0000 

REAL SUB-TOTAL CHANGE 

-161145 

REAL 

FINAL TOTAL CHANGE 

-161145

MINUTES 




ORDER APPROVING PETITIONS TO INCREASE THE 

2008 REAL PROPERTY ROLL IN THE TOTAL AMOUNT 

OF $19,815.00 

May 11,2009, Item # 4 


MISSISSIPPI, that the Board does HEREBY APPROVE petitions to increase the 2008 Real 

Property Roll in the total amount of$19,815.00, as evidenced by Exhibit A which follows this 

Order. 







Supervisor CONNIE ROCKCD voted 

AYE 

AYE 

AYE 

AYE 

AYE 






Run Date: 05/05/2009 THUR 05/0672009 


PARCEL NUMBER OWNER NAME 

Tax 

Dist 

PAGE 1 



0204 -34-005.001 LEVRON HAROLD J JR 2M 3338 3338 00/00/0000 

PPIN: 124397 Filed By: T CHANGED TO--> 3338 2022 5360 2022 

Tax Year: 2008 Remarks: MOVE IMPS FROM PCL 0204 -34-004.000 

0313B-02-015.000 HO MYTRINH & HOANG-ANH 3P 476 476 00/00/0000 


Tax Year: 2008 Remarks: MOVE IMPS FROM PCL 0313B-02-014.000 

0808A-02-007.002 WATTS WILLIAM MARK & STAC 4GO 6102 6102 00/00/0000 


Tax Year: 2008 Remarks: ADD IMPS FROM PCL 0808A-02-007.000 

REAL SUB-TOTAL CHANGE 

REAL 

m 

X 

- 

[D 

-I 

~:I: 

, - 

FINAL TOTAL CHANGE 

19815 

19815

MINUTES 



May 11, 2009, Item # 5 

Supervisor CONNIE M. ROCKeO moved adoption ofthe following: 

ORDER AUTHORIZING BOARD PRESIDENT TO 

EXECUTE CONTRACT WITH SAMUEL B. DAY 

CONSTRUCTION, INC. FOR THE DISTRICT TWO FIRE 

STATION ON HIGHWAY 53, AS RECOMMENDED BY 

DANIEL R. BOUDREAUX, COUNTY ENGINEER 


MISSISSIPPI, that the Board does HEREBY AUTHORIZE the Board President to execute 

contract with Samuel B. Day Construction, Inc. for the District Two Fire Station on Highway 53, 

as recommended by Daniel R. Boudreaux, County Engineer. The Board accepted the low bid on 

May 4,2009. 

The motion FAILED FOR LACK OF A SECOND. 

THIS ] Ilh day ofMay 2009.

MINUTES 



Supervisor KIM B. SAVANT moved adoption ofthe following: 

ORDER TABLING EXECUTION OF THE CONTRACT 

WITH SAMUEL B. DAY CONSTRUCTION, INC. FOR THE 

DISTRICT TWO FIRE STATION ON HIGHWAY 53, AS 

RECOMMENDED BY DANIEL R. BOUDREAUX, COUNTY 

ENGINEER 

May 11,2009, Item # 6 


MISSISSIPPI, that the Board does HEREBY TABLE execution ofthe contract with Samuel B. 

Day Construction, Inc. for the District Two Fire Station on Highway 53, as recommended by 

Daniel R. Boudreaux, County Engineer. 

Supervisor CONNIE M. ROCKeO seconded the motion to adopt the above and 


Supervisor W. S. SWETMAN I1I voted 





AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER APPROVING PAYMENT APPLICATION NO.1 TO 

GRIGGS CONSTRUCTION CO., INC. IN THE AMOUNT 

OF $2,438.65 FOR WORK DONE ON THE LYMAN SENIOR 

CENTER SUNROOM PROJECT, AS RECOMMENDED BY 

DANIEL R. BOUDREAUX, COUNTY ENGINEER, 

PAYABLE FROM 302-548-581 

May 11, 2009, Item # 7 


MISSISSIPPI, that the Board does HEREBY APPROVE Payment Application No. 1 to Griggs 

Construction Co., Inc. in the amount of $2,438.65 for work done on the Lyman Senior Center 

Sunroom Project, as recommended by Daniel R. Boudreaux, County Engineer, payable from 

302-548-581. 








AYE 

AYE 

AYE 

AYE 

AYE 



THIS I lth day ofMay 2009.

MINUTES 




ORDER APPROVING FINAL ACCEPTANCE OF THE 

D'IBERVILLE SENIOR CENTER POOL AND ONLY 

PAYMENT APPLICATION IN THE AMOUNT OF 

$118,500.00 TO COASTAL WASTE CO., INC. AS 

RECOMMENDED BY DANIEL R. BOUDREAUX JR., 

COUNTY ENGINEER 

May 11,2009, Item # 8 


MISSISSIPPI, that the Board does HEREBY APPROVE final acceptance ofthe D'Iberville 

Senior Center Pool and only payment application in the amount of$118,500.00 to Coastal Waste 

Co., Inc. as recommended by Daniel R. Boudreaux Jr., County Engineer. 

Supervisor W. S. SWETMAN III seconded the motion to adopt the above and foregoing 

order, whereupon the question was put to a vote with the following results: 






AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER ACCEPTING THE ALLEY LOCATED NORTH OF 

BAYVIEW STREET, WEST OF 3 RD AVENUE AND SOUTH 

OF 8TH STREET, IN SUPERVISOR'S VOTING DISTRICT 

THREE, AS RECOMMENDEJ) BY DANIEL R. 

BOUDREAUX, COUNTY ENGINEER, AND NAMING 

SAME HUNTER AVENUE 

May 11, 2009, Item # 9 


MISSISSIPPI, that the Board does HEREBY ACCEPT the alley located North ofBayview 

Street, West of3 rd Avenue and South of8th Street, in Supervisor's Voting District Three, as 

recommended by Daniel R. Boudreaux, County Engineer, and naming same Hunter Avenue. 

Supervisor KIM B. SAVANT seconded the motion to adopt the above and foregoing 




Supervisor MARLlN R. LADNER voted 



AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



Supervisor WILLIAM W. MARTIN moved adoption ofthe following: 

ORDER ADDING HUNTER AVENUE, DISTRICT 3, TO 

THE LIST OF COUNTY-MAINTAINED ROADS 

May 11,2009, Item # 10 


MISSISSIPPI, that the Board does HEREBY ADD Hunter Avenue, District 3, to the list of 

county-maintained roads. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER AOJUDICATING THE BURIAL OF TWO FARM 

ANIMALS, ONE IN DISTRICT 2 AND ONE IN DISTRICT 3 

May 11,2009, Item # 11 


MISSISSIPPI, that the Board does HEREBY ADJUDICATE the burial oftwo fann animals, one 

in District 2 and one in District 3. The Veterinary certificates follow as Exhibit A. 








AYE 

AYE 

AYE 

AYE 

AYE 



THIS 11th day of May 2009.

. Apr 9 1009 1:03PM\ 

HARRISON CO LYMAN WORK CENTER 

NO. 01'+1 

1. Lf J 

Date '1/" I~~t-- 

\ MolBILE VETERINARY SERVICES, LtC 

\ " Jeff Petmttt"', DVM • Ryan Byrd, DVM 

\ 17342 Highway S3 

\ Gu.lfport, MS 39503 

"\ 831-9123 

Spt!ciflli::ill~ III 071 Tht Farm ~1'J"'t:;W: 

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Services Are Rendered. 

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MOBILE VETERINARY SERVICES, LLC 

Jeff Petennan, DVM • Ryan Byrd, DVM 

17342 Highway 53 

Gulfport, MS 39503 

831-9123 

Specializing In 011 The Farm Seroices 

PATIENT 

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______1£ w e:, Ib& LA:11l J) ~ LJ 0 

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AMOUNT 

INSTRUCTIONS 

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MINUTES 



May 11,2009, Item # 12 


ORDER ADJUDICATING OVERTIME IN THE ROAD 

DEPARTMENT AS LISTED 


MISSISSIPPI, that the Board does HEREBY ADJUDICATE overtime in the Road Department 

as listed on Exhibit A which follows this Order. 








AYE 

AYE 

AYE 

AYE 

AYE 




Apr.28. 2009 10:49AM 


No.8931 P. 1 

i 

H 

ARRISON COUNTY 

BOARD OF SUPERVISORS 

FROM: 

ROBERT SAUCIER 

LYMAN WORK CENTER 

RE: 

OVERTIME 

DATE: April 28, 2009 

PLEASE APPROVE THE FOLLOWING OVERTIME: 

FOR: APRIL 25 - 26, 2009 

APRIL 25, 2009 

ROBERT CULBERSON 

PATRICK JEFFERSON 

APRIL 26. 2009 



15 HOURS 

15 HOURS 

10 HOURS 

10 HOURS 

SAUCIER TOURNAMENT 




THANK YOU, 

ROBERT SAUCIER

May, 4, 2009 8: 25AM 

i 

H 

ARRISON COUNTY 


No.8999 P. 1 

.., 


15001 COUNTY FARM ROAD· GULFPORT, MISSISSIPPI 39503 

MEMO TO: BOBBY WEAVER 

ROAD DEPT 

(228) 832-4635 / FAX (228) 831-3365 

FROM: 

RE: 


LYMAN WORK CENTER 

OVERTIME 

DATE: May 4, 2009 

PLEASE APPROVE THE FOLLOWING OVERTIME: 

FOR: MAY 1-3, 2009 

MAY 1,2009 



MAY 2, 2009 



MAY 3, 2009 



8 HOURS 

8 HOURS 

14 HOURS 

14 HOURS 

11 HRS 

11 HRS 

THREE RIVERS TOURN. 

TIIREE RIVERS TOURN. 

TIlREE RNERS TOURN. 


THREE RIVERS TOURN. 



RobertSa__ 

ASIliswlI Road MaDager

Apr.13. 2009 7:22AM Woolmarket Work Center 

No. 5264 p, 1 

MEMORANDUM 

TO: 

F~OM: 

ROBERT WEAYER 

ROAD MANAGER 

WOOLMARKET WORK CENTER 

ASSISTANT ROAD MANAGER 

TODD HERRIN 

PLEASE APPROVE TIIE FOLLOWING OVERTIME: 

Call out for flood waters on Hudson Lane and Old Highway 49. 

Employees: 

Kenneth Barker 3HRS 4/13/09 3AM

MINUTES 



May 11,2009, Item # 13-a 

Supervisor WILLIAM W. MARTIN moved the adoption ofthe following Order: 

ORDER ACKNOWLEDGING RECEIPT OF AND 

SPREADING UPON THE MINUTES THE FINAL 

INSPECTION REPORT FROM THE CODE 

ADMINISTRATOR ON FILLED IN/SECURED SWIMMING 

POOL OF SCOTT RICHARD MCDAVITT, LOCATED AT 159 

BOISDORE AVENUE, PASS CHRISTIAN, MS 39571, AND 

FINDING THAT NO FURTHER ACTION IS NEEDED, AND 

FOR RELATED PURPOSES. 

WHEREAS, on August 19, 2008, Richard Herrin, Harrison County Code Administrator, 

gave written notice to Scott Richard McDavitt, 10133 Runnymede Place, Baton Rouge, LA 70815- 

5532, owner ofthe swimming pool located at 159 Boisdore Avenue, Pass Christian, MS 39571, 

Parcel No. 02131-04-025.000, that it was a potential hazard to the health, safety and welfare of the 

Citizens ofHarrison County and should be filled or placed in service; and 

WHEREAS, the Harrison County Board ofSupervisors (hereafter "the Board") previously 

issued its Notice to Scott Richard McDavitt, 10133 Runnymeade Place, Baton Rouge, LA 70815- 

5532, via registered mail, that a hearing would be held May 4, 2009, at 10 a.m. at the Board of 

Supervisors Meeting Room inthe FirstJudicial District ofHarrisonCounty, Mississippi, to consider 

allegations concerning the swimming pool located on his property, at 159 Boisdore Avenue, Pass 

Christian, MS 39571, and that it was a potential hazard and should be filled; and 

WHEREAS, the registered letter was acknowledged by executing a return receipt, onApril 

3,2009, and via telephone call from Mr. McDavitt's mother; and 

WHEREAS, photographs provided byMr. McDavitt are received in support ofhis claim that 

the swimming pool located at 159 Boisdore Avenue, Pass Christian, MS 39571, has been filled.

MINUTES 



WHEREAS, the Board found that as per the report ofRichard Herrin, Code Administrator, 

Scott Richard McDavitt had complied with the Order ofthe Board ofSupervisors to fill or secure 

the swimming pool located on the property at 159 Boisdore Avenue, Pass Christian, Mississippi, 

39571. The final inspection report ofthe Harrison County Code Administrator follows as Exhibit 

A. 

NOW THEREFORE, BE IT ORDERED, 

SECTION I. The findings, conclusions, and statements offact contained in the foregoing 

preamble are hereby adopted, ratified, and incorporated herein. 

SECTION II. 

Upon the adoption of this Order, the Board does hereby find that Scott 

Richard McDavitt has complied with the Order of the Harrison County Board of Supervisors to 

fill/secure the swimming pool located at 159 Boisdore Avenue, Pass Christian, MS 39571, and the 

Board does hereby find that no further action is required on this matter. 

SupervisorKIM B. SAVANT seconded the Motion to adoptthe above and foregoing Order, 

whereupon the question was put to a vote with the following results: 

Supervisor MARLIN LADNER voted, AYE 

Supervisor CONNIE ROCKCO voted, AYE 

Supervisor W. S. SWETMAN III voted, AYE 

Supervisor KIM B. SAVANT voted, AYE 

Supervisor WILLIAM MARTIN voted, AYE 

The majority of the members present having voted in the affirmative, the Motion was 

declared carried, and the Order adopted on this the 11 th day ofMay, 2009.

HARRISON COUNTY CODE ADMINISTRATION 

15309-A COMMUNITY ROAD 

GULFPORT, MISSISSIPPI 39503 

TELEPHONE 228-832-1622 FAX 228~831-3355 . 

May 5,2009 

Harrison County Board ofSupervisors 

P. O. Drawer CC 

Gulfport, Mississippi 39502 

Re: 

SWIMMING POOL COMPLETION VERIFICATION 

Parcel #02131·04-025.000 

Scot Richard McDavitt 

159 Boisdore Avenue 

Pass Christian, Mississippi 39571 

Dear Honorable Board ofSupervisors: 

The purpose ofthis letter is to notify you ofthe status ofthe swimming pool for the 

above referenced property. 

The order was given by the Board ofSupervisors on March 23, 2009 setting a 

hearing for May 4, 2009 to determine what future action will be taken for bringing the 

swimming pool into compliance. Our office made an inspection ofthe property on May 5, 

2009 and verified the swimming pool had been filled in by the owner. Attached pictures 

will confirm the fmdings. 

Sincerely, 

Richard Herrin, Director 

Harrison County Code Administration 

RH1ksh 

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MINUTES 



May 11,2009, Item # 13-b 






POOL OF KELLY G. LACY AND LILLY PONCE, LOCATED 

AT 161 BOISDORE AVENUE, PASS CHRISTIAN, MS 39571, 

AND FINDING THAT NO FURTHER ACTION IS NEEDED, 

AND FOR RELATED PURPOSES. 


gave written notice to Kelly G. Lacy and Lilly Ponce, 315 Carrollton Avenue, Metairie, LA 70005, 

owners ofthe swimming pool located at 161 Boisdore Avenue, Pass Christian, MS 39571, Parcel 

No. 02131-04-024.000, that it was a potential hazard to the health, safety and welfare of the Citizens 

ofHarrison County and should be filled or placed in service; and 


issued its notice to Kelly G. and Lilly Ponce Lacy, 315 Carrollton Avenue, Metairie, LA 70005, via 

registered mail, that a hearing would be held May 4, 2009, at 10 a,m. at the Board ofSupervisors 

Meeting Room in the First Judicial District ofHarrison County, Mississippi, to consider allegations 

concerning the swimming pool located on their property, at 161 Boisdore Avenue, Pass Christian, 

MS 39571, and that it was a potential hazard and should be filled; and 

WHEREAS, the registered letter was acknowledged by Kelly Lacy executing a return 

receipt, on April 13, 2009; and 

WHEREAS, the Board acknowledged receipt ofphotographs showing that Kelly G. Lacy 

and Lilly Ponce had filled the swimming pool and found that as per the report ofRichard Herrin, 

Code Administrator, said owners have complied with the Order ofthe Board ofSupervisors to fill 

or secure the swimming pool located on the property at 161 Boisdore Avenue, Pass Christian, MS

MINUTES 



39571, Parcel No. 02131-04-024.000. The final inspection report of the Harrison County Code 

Administrator follows as Exhibit A. 




SECTION 11. Upon the adoption ofthis Order, the Board does hereby find that Kelly G. 

Lacy and Lilly Ponce have complied with the Order ofthe Harrison County Board ofSupervisors 

to fill/secure the swimming pool located at 161 Boisdore Avenue, Pass Christian, MS 39571, 

and the Board does hereby find that no further action is required on this matter. 

Supervisor KIM B. SAVANT seconded the Motion to adopt the above and foregoing 

Order, whereupon the question was put to a vote with the following results: 

Supervisor MARLIN LADNER voted, AYE 

Supervisor CONNIE ROCKCO voted, AYE 

Supervisor W. S. SWETMAN III voted, AYE 

Supervisor KIM B. SAVANT voted, AYE 

Supervisor WILLIAM MARTIN voted, AYE 

The majority ofthe members present having voted in the affirmative, the Motion was 

declared carried, and the Order adopted on this the l1rh day of May 2009.



rrTJ L'Dt"lO'1' "'HC'COlCOC'lDDT ".)OCO".) 

\...lULu' ... '-' ... " .... , J.• .I..I. ......I ... ..I..J...... J. J. .... ",.... .... 

TELEPHONE 228-832-1622 FAX 228-831-3355 

IVlay 5, 2009 




Re: 


Parcel #02131·04-024.000 

Kelly G. Lacy & Lilly Ponce 

161 Boisdore Avenue 



The purpose ofthis letter is to notify you ofthe status ofthe swimming pool for the 






will confirm the findings. 

Sincerely, 

l~c!I~- 



RJIIksh

MINUTES 



May 11,2009, Item # 13-c 






POOL OF PAUL GUERCIO, LOCATED AT 211 MCLAUREN 

ROAD, PASS CHRISTIAN, MS 39571, AND FINDING THAT 

NO FURTHER ACTION IS NEEDED, AND FOR RELATED 

PURPOSES. 


gave written notice to Paul Guercio, 

531 Duncan Avenue, Natchez, MS 39120, owner of the 

swimming pool located at 211 McLauren Road, Pass Christian, MS 39571, Parcel No. 0213G-02- 

104.000, that it was a potential hazard to the health, safety and welfare of the Citizens ofHarrison 

County and should be filled or placed in service; and 


issued its Notice to Paul Guercio, 531 Duncan Avenue, Natchez, MS 39120, via registered mail, that 

a hearing would be held May 4,2009, at 10 a.m. at the Board ofSupervisors Meeting Room in the 

First Judicial District of Harrison County, Mississippi, 

to consider allegations concerning the 

swimming pool located on his property, at211 McLauren Road, Pass Christian, MS 39571, and that 

it was a potential hazard and should be filled; and 

WHEREAS, Mr. Guercio acknowledged receipt ofthe letter by executing a return receipt 

on April 13, 2009, including his correct address of 1925 Bayside Drive, Biloxi, MS 39532; and 

WHEREAS, the Board found that as per the report ofRichard Herrin, Code Administrator, 

Mr. Guercio had complied with the Order of the Board of Supervisors to fill or secure the 

swimming pool located on the property at 211 McLauren Road, Pass Christian, MS, 39571, Parcel

MINUTES 

BOARD OF SlfPERVISORS, HARRISON COUNTY, MISSISSIPPI 


o. 02130-02-104.000. The final inspection report of the Harrison County Code Administrator 

follows as Exhibit A. 




SECTION II. Upon the adoption ofthis Order, the Board does hereby find that Paul 

Guercio has 

complied with the Order ofthe Harrison County Board ofSupervisors to fill/secure 

the swimming pool located at 211 McLauren Road, Pass Christian, MS 39571, and the Board 

does hereby find that no further action is required on this matter. 

Supervisor KIM B. SAVANT seconded the Motion to adopt the above and foregoing 

Order, whereupon the question was put to a vote with the following results: 

Supervisor MARLIN LADNER voted 

Supervisor CONNIE ROCKeO voted 



Supervisor WILLIAM MARTIN voted 

AYE 

AYE 

AYE 

AYE 

AYE 

The majority ofthe members present having voted in the affirmative, the Motion was 

declared carried, and the Order adopted on this the 11 th day ofMay, 2009.



GULFPORT, MISSISSIPPI 39503 

TELEPHONE 228-832-1622 FAX 228-831-3355 

May 5,2009 




Re: 


Parcel #0213G..02-104.000 

Paul Guercio 

211 McLauren Road 



The purpose of this letter is to notify you ofthe status ofthe swimming pool for the . 






will confirm the findings. 

Sincerely, 



RH/ksh 

IEXHIBIT] 

R

MINUTES 



May 11,2009, Item # 14 


ORDER FINDING THAT THE OHIO STATE UNIVERSITY 

HAS BEEN SELECTED AS A 2009 FINALIST FOR THE C. 

PETER MAGRATH UNIVERSITY/COMMUNITY 

ENGAGEMENT AWARD FOR THEIR WORK 

"REBUILDING THE MISSISSIPPI GULF COAST," 

ACCEPTING THE DONATION OF A COMMEMORATIVE 

TREE TO BE PLACED AT THE HENDERSON POINT 

PARKMDOT IS BUILDING NEAR THE BAY ST. LOUIS 

BRIDGE, AND AUTHORIZING THE BOARD PRESIDENT 

TO WRITE A THANK YOU LETTER 


MISSISSIPPI, that the Board does HEREBY FIND that the Ohio State University has been 

selected as a 2009 Finalist for the C. Peter Magrath University/Community Engagement Award 

for their work "Rebuilding the Mississippi GulfCoast," accepting the donation ofa 

commemorative tree to be placed at the Henderson Point Park MDOT is building near the Bay 

S1. Louis bridge; and the Board does HEREBY AUTHORIZE the Board President to write a 

thank you letter. 





Supervisor MARLThT R. LADNER voted 



AYE 

AYE 

AYE 

AYE 

AYE

MINUTES 





TI-IIS 11 th day ofMay 2009.

MINUTES 



ORDINANCE NO. 0904HCI06 

May 11,2009, Item # IS 

Supervisor WILLIAM W. MARTIN moved the adoption ofthe following order: 

AN ORDER CONCURRING WITH THE PLANNING 

COMMISSIONTOAPPROVEA ZONINGMAPAMENDMENT 

FILED BY CATHERINE DAVENPORT FOR BETTY BRAGG 

FOR A O.23-ACRE PARCEL OF LAND, THE PROPERTY IS 

CURRENTLYZONEDAS ANR-l (LowDENSITY RESIDENTIAL) 

DISTRICT. THE REQUEST IS TO CHANGE THE ZONING 

DISTRICT CLASSIFICATION TO AN R-2 (MEDIUM DENSITY 

RESIDENTIAL) DISTRICT. 

WHEREAS, the Harrison County Board ofSupervisors finds and does so determine 

under Section 906 and based upon the recommendation ofthe Harrison County Planning 

Commission and county departments, as well as its existing needs and development, and based 

upon a reasonable consideration ofthe character ofthe district and neighborhood and suitability 

for particular purposes, that the property which is generally described as a 0.23-acre parcel of 

land being located 7076 Bonanza Road should be rezoned for the purpose ofplacing a 

manufactured home on the property. The subject property ad valorem tax parcel is 061OM-02 

012.000. The case file is 0904HCI06. 

NOW, THEREFORE, BE IT ORDERED BY THE BOARD OF SUPERVISORS OF 

HARRISON COUNTY, MISSISSIPPI, AS FOLLOWS: 

SECTION I: That the Official Zoning Map ofHarrison County Zoning Ordinance ofthe 

County ofHarrison, adopted the 28th day ofAugust, 2000, as amended, be and the same is 

hereby amended to provide that the following described property be rezoned from its present 

classification ofa R-I (Low Density Residential) District to that ofa R-2 (Medium Density 

Residential) District. 

DESCRIPTION: 0610M-02-012.000 

LOT 70 X 138.8 FT BEG 178 FT E & 705 FT N OF SW COR OF LOT 4 BLK 27 COX'S SUBD 

E 138.8 FT N 70 FT W 138.8 FT S 70 FT TO POB BEING IN W 1/2 OF LOT 2 BLK 27 COX'S 

SUBD SEI/4 OF SWI14 SEC 35-7-12 

The subject property ad valorem tax parcel is 061 OM-02-01 2.000 

See attached site location map.

MINUTES 



SECTION 2: For good cause being shown and the interest and welfare ofHarrison 

County, the citizens thereofrequire that the said Ordinance be in full force and effect 

immediately upon its passage and enrolled as provided by law. 


foregoing Ordinance whereupon the question was put to a vote with the following results: 

Supervisor W.S. SWETMAN III voted 


Supervisor MARLIN LADJ\LER voted 



AYE 

AYE 

AYE 

AYE 

AYE 

The majority of the members present having voted in the affirmative, the motion was 

declared carried and the Order adopted on this the 11 th day ofMay 2009.

• 

0904HC 106 Zoninn~ap Amendment 

& 

Conditional Use Permit 

• 

Legend 

f;;;,~Ai~{;,1 A-1 General Agriculture 

..E-1 Very Low Density Residenf 

CJ R-1 Low Density Residential 

..R-2 Medium Density Residenti: 

..R-3 High Density Residential 

..0-1 Office 

..C-1 Neighborhood Commercia 

..C-2 General Commercial 

..C-3 Resort Commercial 

i_~._.,,·.,"_·_·._l 

1-1 Light Industry 

.. 1-2 General Industry 

W+E 

N 

S 

------------------- 

1,000 500 o 1,000 Feet 

.-_. -.----- ------

MINUTES 



May 11,2009, Item # 16 

ORDINANCE NO. 0904HCll1 

Supervisor WILLIAM W. MARTIN moved the adoption of the following order: 



FILED BY MARVIN & CYNTHIA LADNER FOR 1.6 ACRES 

OF A 5-ACRE PARCEL OF LAND, THE PROPERTY IS 

ClJRRENTLY ZONED AS AN E-l (VERY Low DENSITY 

RESIDENTIAL) DISTRICT. THE REQUEST IS TO CHANGE 

THE ZONING DISTRICT CLASSIFICATION TO AN R-2 

(MEDIUM DENSITY RESIDENTIAL) DISTRICT. 





for particular purposes, that the property which is generally described as a 1.6-acre portion ofa 

5-acre parcel ofland being located 20038 Saucier Lizana Rd. should be rezoned for the purpose 

of splitting the property and the placement ofa manufactured home on the property. The subject 

property is a 1.6-acre portion ofad valorem tax parcel 0404-29-025.001. The case file is 

0904HC111. 



SECTION 1: That the Official Zoning Map ofHarrison County Zoning Ordinance ofthe 



classification ofa E-1 (Very Low Density Residential) District to that ofa R-2 (Medium Density 


DESCRIPTION: 

A 1.6-acre portion of0404-29-025.001. 

5 AC (D) BEG AT INTER E RJW SAUCIER-LIZANA RD & S LN SEC 29 N ALONG E 

RJW 550.61 FT E 408.9 FT S 550 FT W 383 FT TO POB PT OF LOTS 33 TO 40 BLK 4 & 

LOTS 13 TO 20 BLK 5 NATIONAL TUNG GROVE SUBD #3 IN Sl/2 OF SEC 29-5-12 

The subject property is a 1.6-acre portion ofad valorem tax parcel 0404-29-025.001.

MINUTES 



Sec attached site location map. 



immediately upon its passage and enrolled as provided by Jaw. 


foregoing Ordinance whereupon the question was put to a vote with the foHowing results: 






AYE 

AYE 

AYE 

AYE 

AYE 

The majority of the members present having voted in the aflirmative, the motion was 


• 

0904HC111 Zoninngeap Amendment 

& 


• 

Legend 

--~--~ 

; 

~ 

A-1 General Agriculture 

..E-1 Very Low Density Resident 

c=J R-1 Low Density Residential 

11III R-2 Medium Density Residentic 


.-l 0-1 Office 

..C-1 Neighborhood Commercial 



~ 


..1-2 General Industry 

W+E 

N 

S 

1,200 600 o 1,200 Feet 

-- ----- 

- --- -- - - .-

MINUTES 



ORDINANCE NO. 0904HC117 

May 11,2009, Item # 17 



COMMISSION TO APPROVE A ZONING MAP 

AMENDMENT FILED BY .JANET STEWART FOR ROXY 

SAUCIER FOR A l~ACRE PARCEL OF LAND, THE 

PROPERTY IS CURRENTLY ZONED AS AN R-l (LOW 

DENSITY RESIDENTIAL) DISTRICT. THE REQUEST IS TO 

CHANGE THE ZONING DISTRICT CLASSIFICATION TO 

AN R-2 (MEDIUM DENSITY RESIDENTIAL) DISTRICT. 





for particular purposes, that the property which is generally described as a I-acre parcel ofland 

being located 25300 Wallace Saucier Rd. should be rezoned for the purpose of subdividing the 

property and allowing the placing a manufactured home. The subject property is a I-acre portion 

ofad valorem tax parcel 0305K-01-007.000. The case file is 0904HCl17. 






classification ofa R-1 (Low Density Residential) District to that ofa R-2 (Medium Density 


DESCRIPTION: 

A I-acre portion of0305K-01-007.000 

5.2 AC(C) BEG AT NW COR OF SW 1/4 OF NE 114 OF SEC 11 E ALONG 1/4 SEC LINE TO 

W MAR OF WALLACE SAUCIER RD SWLY ALONG RD 185 FT MIL SELY ALONG RD 

60 FT NELY ALONG RD 205 FT MIL S TO PT 470 FT S OF N LINE OF SW 1/4 OF NE 1/4 

W 470 FT TO W LINE OF NE 1/4 N ALONG 1/2 SEC LINE 140 FT W 50 FT N 330 FT 

E 50 FT TO POB PART OF SW 1/4 OF NE 1/4 & SE 1/4 OF NW 1/4 OF SEC 11-6-13 

The subject property is a I-acre portion ofad valorem tax parcel 0305K-OI-007.000. 


MINUTES 













AYE 

AYE 

AYE 

AYE 

AYE 



;-\.-.~,.,.; 

• • 

0904HC 117 Zoning Map Amendment 

and 


• 

Legend 


..E-1 Very Low Density Residen1 

c=J R-1 Low Density Residential 

+1 III R-2 Medium Density Residenti• 


..0-1 Office 






W+E 

N 

S 

-- - 

600 300 o 600 Feet 

--

MINUTJi:S 



May 11,2009, Item # 18 

ORDINANCE NO. 0904HC1l9 



COMMlSSIONTOAPPROVE A ZONINGMAPAMENDMENT 

FILED BY HERMAN & CHERYL LADNER FOR A I-ACRE 

PARCEL OF LAND, THE PROPERTY IS CURRENTLY 

ZONED AS AN A-t (GENERAL AGRICULTURAL) DISTRICT. 

THE REQUEST IS TO CHANGE THE ZONING DISTRICT 

CLASSIFICATIONTOAN R-2 (MEDTUM DENSITY RESJDENTlAL) 

DISTRICT. 





for particular purposes, that the property which is generally described as a I-acre portion ofa 

21.71-acre parccl of land being located at xxxxx Olen Ladner Rd. should be rezoned for the 

purpose ofsplitting out a I-acre parcel for the placement ofa manufactured home on the 

property. The subject property ad valorem tax parcel is a I-acre portion 01'0404-30-009.000. 

The case file is 0904HCII9. 






classification ofa A-I (General Agricultural) District to that ofa R-2 (Medium Density 


DESCRIPTION: 

A I-acre portion 01'0404-30-009.000 

21.6 AC(C) E 112 OF NE 1I40F SW 114 OF SEC 30-5-12 

The subject property ad valorem tax parcel is a I-acre portion 01'0404-30-009.000 


MINUTES 













AYE 

AYE 

AYE 

AYE 

AYE 



• • 


and 


• 

Legend 


..E-1 Very Low Density Residen1 

o R-1 Low Density Residential 

..R-2 Medium Density Residenti• 


..0-1 Office 

... C-1 Neighborhood Commercial 



~ 



W+E 

N 

S 

-- - 

1,200 600 

- 

o 1,200 Feet

MINUTES 



ORDINANCE NO. 0904HC124 

May 11,2009, Item # 19 

Supervisor WILLIAM W. MARTIN moved the adoption of the following order: 



FILED BY EDWIN HARRIS FOR A O.71-ACRE PARCEL OF 

LAND, THE PROPERTYIS CURRENTLY ZONED AS ANR-l 

(Low DENSITY RESIDENTIAL) DISTRICT. THE REQUEST IS 

TO CHANGE THE ZONING DISTRICT CLASSIFICATION 

TO AN R-2 (MEDIUM DENSITY RESIDENTIAL) DISTRICT. 





for particular purposes, that the property which is generally described as a .071-acre parcel of 

land being located north of28 TH Street, east ofBonanza Road, and west ofand adjacent to 

Bosarge Road, should be rezoned for the purpose ofconstructing a 30-unit condominium 

development with marina slips on the property. The subject property ad valorem tax parcel is 

061OM-02-009.000. The case file is 0904HC124. 




County ofHarrison, adopted the 28th day of August, 2000, as amended, be and the same is 


classification ofa R-l (Low Density Residential) District to that ofa R-2 (Medium Density 


DESCRIPTION: 061OM-02-009.000 

BEG SE COR OF LOT 2 BLK 27 RUN N 160 FT W 65.5 FT S 160 FT E 65.5 FT TO BEG 

PART OF LOT 2 BLK 27 COX SUBD SEC 35-7-12 

The subject property ad valorem tax parcel is 0610M-02-009.000 

See attached site location map. 



immediately upon its passage and enrolled as provided by law.

MINUTES 










AYE 

AYE 

AYE 

AYE 

AYE 

'rhe majority of the members present having voted in the atlirmative, the motion was 


• 

0902HC123 WJ902HC124 

Variance, Zoning Map Amendment 

and 


• 

Legend 


:-- ---1 L-- 

, ..~;1[- ·'~~~kl-r-' 

_.ml_. 

I 

r-" 0' ! I 

I, 1-----1 

I, 

I i i..J_. L.. . L. . 

..E-1 Very Low Density Residential 

I I R-1 Low Density Residentia! 

11II R-2 Medium Density Residential 


..0-1 Office 





..1-2 General Industry 

W+E 

N 

S 

-- 

1,000 500 o 1,000 Feet 

--

MINUTES 



May 11,2009, Item # 20 

ORDINANCE NO. 0904HCI07 

Supervisor CONNIE M. ROCKCO moved the adoption ofthe following order: 


COMMISSIONTOAPPROVE A ZONINGMAPAMENDMENT 

FILED BY EDDIE MARIE BIGELOW FOR A I-ACRE 

PARCEL OF LAND, THE PROPERTY IS CURRENTLY 

ZONED AS AN R-l (Low DENSITY RESIDENTIAL) DISTRICT. 

THE REQUEST IS TO CHANGE THE ZONING DISTRICT 

CLASSIFICATIONTOAN R-2 (MEDIlIM DENSITV RESIDENTIAL) 

DISTRICT. 





for particular purposes, that the property which is generally described as a I-acre portion ofan 

8.8-acre parcel ofland being located at 18165 Rouse Rd should be rezoned for the purpose of 

splitting out I-acre for the placement ofa manufactured home on the property. The subject 

property is a I-acre portion ofad valorem tax parcel number 0602-01-011.000. The case file is 

0904HCI07. 






classification ofa R-I (Low Density Residential) District to that ofa R-2 (Medium Density 


DESCRIPTION: 

A I-acre portion of0602-01-011.000 

8.8 AC(C) BEG AT SW COR OF SEI/4 OF NEI/4 OF SEC 1 E 82 FT N 938.2 FT TO S MAR 

OF ROUSE RD WLY ALONG RD 242.9 FT S 205.7 FT W 21 1.8 FT S 738 FT E 373 FT TO 

POB PART OF SWll4 OF NE1I4 & S£1I4 OF NE1I4 OF SEC 1-5-12 

The subject property is a I-acre portion ofad valorem tax parcel number 0602-01-011.000.

MINUTES 



See attached site location map. 


County, the citizens thereof require that the said Ordinance be in full force and effect 









AYE 

AYE 

AYE 

AYE 

AYE 



• • 


& 


• 

Legend 


..E-1 Very Low Density Residenl 

CJ R-1 Low Density Residential 

III R-2 Medium Density Residenti, 


~ 0-1 Office 


_ 

C-2 General Commercial 


L 

__ 1-1 Light Industry 

.. "-__ " __ O_' __ "-.' 

11III1-2 General Industry 

W+E 

N 

S 

1,200 600 o 1,200 Feet 

- - --- 

- 

--- 

- - - - - --

MINUTES 



May 11,2009, Item # 21 


ORDER APPROVING TERMINATIONS, AS LISTED 


MISSISSIPPI, that the Board does HEREBY APPROVE terminations, as listed: 

Kevin Wilson, Mosquito Control, Truck Driver/Sprayer, effective May 5, 2009. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



May 11,2009, Item # 22 


ORDER ACCEPTING RESIGNATIONS, AS LISTED 


MISSISSIPPI, that the Board does HEREBY ACCEPT the following resignation: 

Richard Meadows, Sand Beach, Equipment Operator II, effective April 21, 2009. 

(Retirement) 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER CONCURRING WITH THE COUNTY 

ADMINISTRATOR ON EMPLOYMENT, AS LISTED AND 

ON FILE WITH THE PAYROLL CLERK AND 

PERSONNEL DEPARTMENT 

May 11,2009, Item # 23 


MISSISSIPPI, that the Board does HEREBY CONCUR with the County Administrator on 

employment, as listed and on file with the Payroll Clerk and Personnel Department: 

Katherine Weathersby-London, Youth Court Shelter, Relief Child Care Provider, 

effective May 4,2009. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER CONCURRING WITH THE ROAD MANAGER ON 

EMPLOYMENT CHANGES, AS LISTED AND ON FILE 

WITH THE PAYROLL CLERK AND PERSONNEL 

DEPARTMENT 

May 11, 2009, Item # 24 


MISSISSIPPI, that the Board does HEREBY CONCUR with the Road Manager on employment 

changes, as listed and on file with the Payroll Clerk and Personnel Department: 

Frank Skrbina, Road Department/Bridge & Culvert, status change from Equipment 

Operator II to Equipment Operator III, effective May 16,2009. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



May 11, 2009, Item # 25 

Supervisor W. S. SWETMAN III moved adoption ofthe following: 

ORDER SPREADING ON THE MINUTES TERMINATJONS 

FOR HARRISON COUNTY SHERIFF'S DEPARTMENT, AS 

LISTED 


MISSISSIPPI, that the Board does HEREBY SPREAD ON THE MINUTES terminations for 

Harrison County Sherin's Department, as listed: 

Brandon Thomas, Corrections Officer, effective April 28, 2009. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



May 11, 2009, Item # 26 


ORDER SPREADING ON THE MINUTES EMPLOYMENT 

FOR HARRISON COUNTY SHERIFF'S DEPARTMENT, AS 

LISTED AND ON FILE WITH THE PAYROLL CLERK 

AND PERSONNEL DEPARTMENT 

ORDERED BY THE BOARD OF SUPERVISORS OF HARRISON COU1\ITY, 

MISSISSIPPI, that the Board does HEREBY SPREAD ON THE MINUTES employment for 

Harrison County Sheriffs Department, as listed and on file with the Payroll Clerk and Personnel 

Department: 

Stephanie Parks, part-time Deputy - Pilot, effective January 23,2009. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



Supervisor W. S. SWETMAN In moved adoption ofthe following: 

ORDER SPREADING ON THE MINUTES EMPLOYMENT 

CHANGES FOR HARRISON COUNTY SHERIFF'S 

DEPARTMENT, AS LISTED AND ON FILE WITH THE 

PAYROLL CLERK AND PERSONNEL DEPARTMENT 

May 11, 2009, Item # 27 


MISSISSIPPI, that the Board does HEREBY SPREAD ON THE MINUTES employment 

changes for Harrison County Sheriffs Department, as listed and on file with the Payroll Clerk 

and Personnel Department: 

Evelyn Jaspers, change in status from full-time K-9 Officer to full-time Corrections 

Officer, effective April 29, 2009. 

Wanda Martin, change in status from part-time Dispatcher to full-time Dispatcher, 

effective April 22, 2009. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER ACKNOWLEDGING RECEIPT OF CHECK 

NUMBER 102089466-0 IN THE AMOUNT OF $471.00 FROM 

THE HARTFORD INSURANCE CO., FOR 

REIMBURSEMENT OF TOWING CHARGES ON 

VEHICLE ACCIDENT INVOLVING BOBBY WEAVER 

May 11,2009, Item # 28 


MISSISSIPPI, that the Board does HEREBY ACKNOWLEDGE receipt ofcheck number 

102089466-0 in the amount of$471 .00 from the Hartford Insurance Co., for reimbursement of 

towing charges on vehicle accident involving Bobby Weaver. 



SupervisorW. S. SWETMAN III voted 




Supervisor CONNIE ROCKeD voted 

AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



May 11,2009, Item # 29 

Eddie Appel, co-chairman ofthe Economic Restructuring Committee for Gulfport Main 

Street, and Johnny Olsen with Eley Guild Hardy Architects, appeared before the Board to request 

same to consider adopting a resolution declaring their intent to grant property tax abatements for 

new investments in downtown Gulfport for a period not to exceed seven years. 


MINUTES 



May 11,2009, Item # 30 

Supervisor CONNIE M. ROCKeO moved adoption ofthe following: 

ORDER SPREADING ON THE MINUTES THE LIST OF 

EMERGENCY PURCHASE ORDERS ISSUED BY THE 

PURCHASING DEPARTMENT FOR THE MONTH OF 

APRIL 2009 


MISSISSIPPI, that the Board does HEREBY SPREAD ON THE MINUTES the list of 

emergency purchase orders issued by the Purchasing Department for the month ofApril 2009, 

which list follows this Order as Exhibit A. 



Supervisor W. S. SWETMAN JJI voted 





AYE 

AYE 

AYE 

AYE 

AYE 




• 

EMERGENCY PURCHASE ORDERS ISSUED BY THE PURCHASING DEPARTMENT FOR 

THE MONTH OF 

APRIL 2009 

DATE DEPARTMENT VENDOR AMOUNT DESCRIPTION 

04/16/09 Sand Beach 

American Glass 

Services Inc. 

$200.00 Repair Windshield 

04/16/09 

Sheriff 

Administration 

Dean's Towing $125.00 Seized Trailer 

04/20109 

H/G Mosquito Tony's Auto 

Emergency Repairs to asset 

$6,503.95 

Control Body & Painting #18720 Insurance Repair 

04/20109 Sand Beach 

Tony's Auto 

Body & Painting 

$8,228.65 

Repairs to Truck Insurance 

Repair 

04/24/09 

Sheriff Billy Harris 

Repairs for Tempcontrol for 

$1,748.00 

Administration Plumbing Boiler in D Block 

• 

04/24/09 

04/29/09 

Sheriff 

Wrecker Service for Vehicle 

3 G's Auto Sales $125.00 

Administration 909 

Sheriff A & A Towing 

Wrecker Service for Vehicle 

$104.00 

Administration Service 104 

•

MINUTES 




ORDER SPREADING ON THE MINUTES THE LIST OF 

LOW QUOTES APPROVED BY THE PURCHASING 

DEPARTMENT FOR THE MONTH OF APRIL, 2009 

May 11,2009, Item # 31 


MISSISSIPPI, that the Board does HEREBY SPREAD ON THE MINUTES the list oflow 

quotes approved by the Purchasing Department for the month ofApril, 2009, which list follows 

this Order as Exhibit A. 








AYE 

AYE 

AYE 

AYE 

AYE 




• 

Low Quotes Over $5,000.00 

Approved by the Purchasing Dept. April 1,2009 through 

April 30, 2009 

DEPT. 

VENDOR 

AMOUNT 

DESCRIPTION 

4/1/2009 

Fire Dept 

K & R Services, 

Inc. 

$14,754.00 

Generac Generator for 

New Fire Station at 

Bethal Rd. 

4/3/2009 

E-911 

Millerco, Inc. 

$5,750.00 

Labor & Materials to 

PerrormAnnualTower 

Inspection on 5 

HCECC Towers 

4/9/2009 

Board Of 

Supervisors 

Scott Tractor & 

Equipment Co. 

Zero Turn Mowers for 

$15,940.00 Woolmarket Work 

Center 

• 

4/29/2009 

Sheriff 


Billy Harris 

Plumbing 

Labor & Materials to 

Rough in all water & 

$5,700.00 drain piping & hook up 

plumbing in new Guard 

House for Jail 

4/29/2009 Bridges & Culverts 

R A Barker 

Construction 

$9,500.00 

Remove Log Jam at 

Bells Ferry Bridge 

•

MINUTES 



May 11, 2009, Item # 32 


ORDER AUTHORIZING ADVERTISEMENT FOR BIDS 

FOR THE CONSTRUCTION OF THE GULFPORT 

PARKING STRUCTURE 


MISSISSIPPI, that the Board does HEREBY AUTHORIZE advertisement for bids for the 

construction ofthe Gulfport parking structure. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



Supervisor CONNIE M. ROCKeo moved adoption ofthe following: 

ORDER AUTHORIZING ADVERTISEMENT FOR BIDS 

FOR THE CONSTRUCTION OF THE BILOXI 

COURTHOUSE ANNEX 

May 11,2009, Item # 33 


MISSISSIPPI, that the Board does HEREBY AUTHORIZE advertisement for bids for the 

construction ofthe Biloxi Courthouse annex. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER DESIGNATING THE PURCHASE CLERK, THE 

CHANCERY CLERK AND ANY DEPARTMENT HEAD, AS 

NEEDED, AS THE BOARD'S REPRESENTATIVES TO 

RECEIVE BIDS, AS LISTED 

May 11,2009, Item # 34 


MISSISSIPPI, that the Board does HEREBY DESIGNATE the Purchase Clerk, the Chancery 

Clerk and any Department Head, as needed, as the Board's representatives to receive bids, as 

listed: 

a) May 14, 2009 at 2:00 p.m. - Meeee parking structure. 

b) May 22, 2009 at 5:00 p.m. - RFP for engineering services for ClAP sewer 

collection systems. 

c) May 26,2009 at 10:30 a.m. - Annual term bids for FY 2009-2010. 

d) May 27,2009 at 10:00 a.m. - Food services for the Harrison County Adult 

Detention Center. 








AYE 

AYE 

AYE 

AYE 

AYE 

The motion having received the atlirmative vote from the majority ofthe supervisors 

present, the motion was declared carried and the order adopted this 11 th day ofMay 2009.

MINUTES 




May 11,2009, Item # 35 

ORDER ACKNOWLEDGING RECEIPT OF ADDENDA TO 

BIDS, AS LISTED, CHANGING THE DATE OF THE BID 

OPENINGS 


MISSISSIPPI, that the Board does HEREBY ACKNOWLEDGE receipt ofaddenda to bids, as 

listed, changing the date ofthe bid openings: 

a) Addendum No.1 to the Pass Christian administrative building reconstructionchange 

from 5/7/2009 to 5/19/2009 at 2:00 p.m. 

b) Addendum No.2 to the perimeter lighting and dual fence protection system for 

the Harrison County Detention Center - change from 4/30/2009 to 5/21/2009 at 2:00 p.m. 

c) Addendum No.1 to the MCCCC parking structure - change from 5/14/2009 to 

5/28/2009 at 2:00 p.m. 



Supervisor W. S. SWETMAN 11I voted 





AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



May 11,2009, Item # 36 

The Sheriffreported that 914 persons are currently housed in the Harrison County Jail 

Facilities: 498 are at the main facility, 102 at the work center, and 313 in the pods. These 

numbers include 127 females and 96 misdemeanors. 


MINUTES 



Supervisor KJM B. SAVANT moved adoption ofthe following: 

ORDER ACKNOWLEDGING RECEIPT OF CHECKS, AS 

LISTED AND TOTALING $41,376.58, TENDERED TO THE 

HARRISON COUNTY SHERIFF'S DEPARTMENT, FOR 

DEPOSIT IN THE PROPER ACCOUNT 

May 11,2009, Item # 37 


MISSISSIPPI, that the Board does HEREBY ACKNOWLEDGE receipt ofchecks, as listed and 

totaling $41,376.58, tendered to the Harrison County Sheriffs Department, for deposit in the 

proper account: 

Tiger Canteen (2), $1,00.00 & $190.00. 

Coastal Helicopters, $25,000.00. 

Southern Recycling, $5.63. 

State ofMississippi, $1,605.95. 

City ofBiloxi, $12,650.00. 

City ofPass Christian, $1,825.00. 





Supervisor MARLIJ'J" R. LADNER voted 



AYE 

AYE 

AYE 

AYE 

AYE

MINUTES 

BOARD OF SlJPERVISORS, HARRISON COUNTY, MISSISSIPPI 





MINUTES 




ORDER ACCEPTING FORFEITED GMC YUKON 

VEHICLE, (VIN IGKEK13T6YJ196340), AND ADDING 

SAME TO THE COUNTY INVENTORY LIST 

May 11,2009, Item # 38 


MISSISSIPPI, that the Board does HEREBY ACCEPT forfeited GMC Yukon vehicle, (VIN 

IGKEK13T6YJl96340), and adding same to the county inventory list. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER DECLARING GMC YUKON (VIN 

IGKEK13T6YJ196340) AS SURPLUS, REMOVING SAME 

FROM INVENTORY, AND TRANSFERRING IT TO THE 

CITY OF LONG BEACH POLICE DEPARTMENT 

May 11,2009, Item # 39 


MISSISSIPPI, that the Board does HEREBY DECLARE GMC Yukon (VIN 

IGKEK13T6YJ196340) as surplus, removing same from inventory, and transferring it to the City 

ofLong Beach Police Department. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER AUTHORIZING THE SHERIF'S DEPARTMENT 

TO APPLY FOR THE STATE CRIMINAL ALIEN 

ASSISTANCE PROGRAM 

May 11,2009, Item # 40 


MISSISSIPPI, that the Board does HEREBY AUTHORIZE the Sheriffs Department to apply for 

the State Criminal Alien Assistance Program. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER APPROVING CLAIMS DOCKET, PER STATUE 

May 11, 2009, Item # 41 


MISSISSIPPI, that the Board does HEREBY APPROVE claims docket, per statute: 

FUND DESCRIPTION BEGINNING ENDING 

CLAIM CLAIM 

001 GENERAL COUNTY 5027 5173 

002 SPECIAL LEVY REAPP (ESCROW) 186 189 

003 EXCESS TAX BID 22 23 

015 COUNTY FARM 50 50 

029 SHERIFF'S FEDERAL FORFEITURE 58 59 

061 RSVP FEDERAL 380 577 

096 REAPPRAISAL FUND 30 30 

097 EMERGENCY 911 FUND 241 245 

106 VOLUNTEER FIRE 331 351 

107 2% UNEMPLOY. COMPo REVOLVING FUND 11 11 

110 RECORD MANAGEMENT FUND 18 19 

113 PUBLIC SAFETY FUND 15 15 

114 SHERIFF'S FORFEITURE FUND 72 74 

115 SHERIFF'S CANTEEN FUND 56 56 

150 ROAD FUND 1295 1345 

156 ROAD PROTECTION FUND 347 367 

160 BRIDGE & CULVERT FUND 114 115

MINUTES 



170 HURRlCANEFUND 107 112 

180 HURRICANE GUSTAV 62 62 

210 GENERALCOl~TYB&ISKGFUND 30 31 

260 COUNTY PORT B&I SINK FUND 21 21 

291 D'IBERVILLE TIF BOND 8 8 

301 CAPITAL PROJECT ROAD FUND 15 15 

302 SENIOR CENTERS 22 22 

307 $15M MOB, 2004 106 106 

311 JAIL REPAIRS - 2008 106 108 

650 JUDICIAL ASSESSMENT CLEARING 82 82 

681 PAYROLL CLEARING FUND 387 388 








AYE 

AYE 

AYE 

AYE 

AYE 



THIS 11th day of May 2009.

MINUTES 



May 11, 2009, Item # 42 


ORDER APPROVING PAYMENT OF CLAIMS, AS LISTED 


MISSISSIPPI, that the Board does HEREBY APPROVE payment ofthe following claims: 

a) $8,000.00 to The Koerber Company, PA, Invoice #2593, valuation services Sutter 

Wellworks, payable from 001 100581. 

b) $1,489.03 to Tanner Consultants Inc., Inv. 494, for travel, meals, and lodging, 

payable from 311 224 554. 

c) $8,287.50 to Gillespie Law Finn, for services rendered on Acquisition of Sutter 

Water Services, payable from 001 100550. 

d) $13,640.81 to Meadows Law Finn, general billing for April 2009, payable from 001 

100550. 

e) $3,337.54 to Dukes, Dukes, Keating & Faneca, Harrison County Sheriffs Dept. 

Administrative files, payable from 001 200550. 

1) General Administrative, Inv. #47047, $2,397.54 

2) Civil Service matters, Inv. #44048, $940.00 

t) $197.60 to Tina M. Breland for depositions ofPatrick Bonck & Connie Rockco, City 

ofBiloxi v. City ofD'Iberville and City ofOcean Springs, etc., payable from 001 100550. 

g) $124.00 to Brown & Mitchell, Inc., Inv. 17186, services rendered on Bollard lighting 

electrical conduit project, approved for payment by Bobby Weaver, payable from 156355906.

MINUTES 




ORDER APPROVING TOTAL PAYMENT OF $13,512.84 

TO MEADOWS LAW FIRM FOR TORT LITIGATION 

SERVICES, PER LIST ATTACHED, PAYABLE FROM THE 

TORT ACCOUNT 

May 11, 2009, Item # 43 


MISSISSIPPI, that the Board does HEREBY APPROVE total payment of$13,512.84 to 

Meadows Law Firm for tort litigation services, per list attached as Exhibit A, payable from the 

tort account. 








AYE 

AYE 

AYE 

AYE 

AYE 




.. 

• 

MEADOWS LAW FIRM 

P.O. BOX 1076 : GULFPORT, MISSISSIPPI 39502 

1902 21st Avenue: Gulfport, MS 39501 

Telephone: (228) 868-7717 

Facsimile: (228) 868-7715 

JOSEPH R. MEADOWS 

jmeadows@dalasync.com 

KAREN J. YOUNG 

kyoung@dalasync.com 

May 4, 2009 

HAND DELIVERED 

John McAdams, Clerk 

Harrison County Courthouse 


RE: Tort Billing for April 2009 

• 

Dear John: 

Enclosed is the billing for the following tort litigation 

cases for the month of April 2009: 

Only Al-Khidhr 

Kasey Alves 

Marguerite Carrubba 

Devonsha Fairley (D.W.) 

Bobby Golden 

John Hale 

Edward Kiester 

Joshua Lawson 

Walter C. Lewis 

Gary Brice McBay 

Willie Lee Madden 

James Montemarano 

Donald Ray Morgan 

Aaron Wayne Page 

William Seal 

$ 180.00 

1,916.75 

120.00 

940.70 

50.00 

166.00 

1,508.00 

1,935.99 

30.00 

168.50 

2,098.34 

833.53 

30.00 

870.00 

194.50 

•

• 

Bonnie Smith 

Lashun Smith 

Tanya Stewart 

James Terrell 

John Vanderburg 

Quang Vanpham 

Franoes and Thomas Winn 

TOTAL 

210.00 

135.00 

589.00 

522.28 

109.25 

25.00 

880.00 

$13,512.84 

Cordially yours, 

JRM:rfs 

Enclosures 

cc: Claudine Forbes 

• 

•

MINUTES 





TO DUKES, DUKES, KEATING & FANECA FOR TORT 

LITIGATION SERVICES, PER LIST ATTACHED, 

PAYABLE FROM THE TORT ACCOUNT 

May 11,2009, Item # 44 


MISSISSIPPI, that the Board does FlEREBY APPROVE total payment of$16,777.96 to Dukes, 

Dukes, Keating & Faneca for tort litigation services, per list attached as Exhibit A, payable from 

the tort account. 

Supervisor KIM 8. SAVANT seconded the motion to adopt the above and foregoing 







AYE 

AYE 

AYE 

AYE 

AYE 




alter W. Dukes 

• ugh D. Keating 

ev Faneca 

Phillip W. Jarrell • 

W. EC/ward Hatten, Jr. 

Trace D.McRaney 

Bobby R. Long 

Je'Nell B. Blum •• 

Haley N. Broom 

Jon S. Tiner 

Matthew M. Williams 

AC/am B. Harris 

'0150 licensed In TX 

··also IItanS'd In CA 

John McAdams, Chancery Clerk 

Harrison County Courthouse 

ATTENTION: ANGELA 

1801 23 rd Avenue 


LAw OFFICES OF 

DUKES, DUKES" KEATING & FANECA,,' P.A. 

2909 13 th Street, Sixth Floor 


Telephone: 228-868-1111 

Facsimile: 228-863-2886 

www.ddkf.com 

April 29, 2009 

BY HAND 

WIlliAM F. DUKES 

(1921 . 200S) 

Gulfport Mailing Address: 

Post Office Drawer W 

OUlfpOrt, MississippI 39502 

Toll Free: tBBBI 542-2034 

HattIesburg Office: 

100 DUdley W. Conner Street 

HattieSburg. Mississippi 39401 

TelepOns; 601·583-0999 

Facsimile: 601-583-0997 

RE: 

HARRISON COUNTY SHERIFF'S DEPARTMENT 

LITIGATION MATTERS/ DUKES, DUKES, KEATING & FANECA, P.A. 

Dear Mr. 

McAdams: 

• 

Please find enclosed invoices totaling $16,777.96, for current legal fees 

and expenses incurred in the representation of various Harrison County Sheriff's 

Department litigation claim matters as listed below. The majority of these files 

allege excessive force at the HCADC. We would appreciate your placing these 

statements on the May II, 2009 Board Agenda for approval. 

FILE NO. 

1811.0109 

1811.0116 

1811.0117 

1811.0119 

1811.0121 

1811.0122 

1811.0123 

1811.0126 

1811.0132 

1811.0135 

1811.0138 

1811.0139 

1811.0142 

1811.0143 

1811.0144 

1811.0147 

MATTER 

INV. NO. 

Johnson, Devin Curt v. HCSD, et al 47049 

Winn, Frances & Thomas v. Harrison 47050 

Williams, Raymond v. Francabandera 47051 

McBay, Gary Brice v. County, et al 47052 

Car;rubba, Marguerite v. County, et 47053 

Morgan, Donald Ray v. Cabana, et al 47054 

Only Al-Khidir v. Harrison Co., 

Beneficiaries of Lee Demond Smith 

47055 

47056 

Vanderburg, John Aaron v. HCSD 47057 

Seal, William v. HCSD, et al 47058 

McDougald, Larry v. HCSD, et al 47059 

Hale, John 

47060 

Weidow, Robert v. Sheriff, et al 47061 

Winters, Jermaine v. Sheriff 47062 

Page, Aaron Wayne v. Payne, et al 47063 

Farrow, James v. Cabana, et al 47064 

AMOUNT 

$ 50.00 

$ 5,215.20 

$ 50.00 

$ 852.60 

$ 665.00 

$ 120.00 

$ 1,221.81 

$ 3,127.50 

$ 646.80 

$ 1,057.80 

$ 40.00 

$ 631. 70 

$ 1,038.50 

$ 200.80 

$ 1,440.25 

$ 420.00 

If you have any questions regarding the above listed statements, please do 

not hesitate to call. 

Sincerely, 

• 

Enclosure 

ec: 

Sheriff Melvin Brisolara {w/encl.} 

Associated Adjusters {w/encl.} 

DUKES, DUKES, KEATING & FANECA, P.A. 

Dee Cospelich 

Office Manager

MINUTES 





TO JIM DAVIS FOR SERVICES RENDERED, AS PER LIST 

ON FILE WITH THE CLERK OF THE BOARD, PAYABLE 

FROM THE TORT ACCOUNT 

May 11, 2009, Item # 45 


MISSISSIPPI, that the Board does HEREBY APPROVE total payment of$12,125.00 to Jim 

Davis for services rendered, as per list on file with the Clerk ofthe Board, payable from the tort 

account. 



Supervisor W. S. SWETMAN III votcd 





AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER APPROVING REDUCTION IN ASSESSMENT OF 

REAL PROPERTY FOR VARIOUS YEARS, AS LISTED 

AND AS RECOMMENDED BY THE TAX ASSESSOR 

May 11,2009, Item # 46 


MISSISSIPPI, that the Board does HEREBY APPROVE reduction in assessment ofreal property 

for various years, as listed on Exhibit A, as recommended by the Tax Assessor 

Parcel No. 101OP-OI-006.002 2007 Legacy II Condominiums LLC 








AYE 

AYE 

AYE 

AYE 

AYE 




• 

REQUEST FOR 

REDUCTION IN ASSESSMENT 

Comes now TAL FLURRY ,TAX ASSESSOR, and petitions the BOARD OF 

SUPERVISORS OF HARRISON COUNTY, MISSISSIPPI to approve a reduction in the 

assessment on property described below on the REAL assessment roll for 

the year 2007. 

(Assessed Values) 

IParcel/PPIN 

I 

II010P-OI-006.002 

I 

ICurrent value 

I 

I 51000 

I 

Proposed Value 

o 

Reduction 

51000 

Owner; LEGACY II CONDOMINIUMS LLC Tax District: 5G Judicial: 1 

REASON FOR CHANGE: ;;;:E.::..:X;:oE::..:M:::P--"T'-'-./--"C:.:O:..:.MM=O:.:N.:.......=AR=..=E=A'-"---- _ 

• 

TAL FLURRY , TAX ASSESSOR 

HARRISON COUNTY, MISSISSIPPI 

THIS the..30 day of ~U ,JpDCiJ. By; !2.::tu-J b ~.h.uJ~ 

=========~~~~=============================;=~~=~==;~~~~~===================~==== 

---- 

Year taxes paid. 

THEREFORE, your petitoner pr~ys that the BOARD OF SUPERVISORS approve the 

petition for a refund in the amount of $ , as calculated by the Tax 

Collector/Chancery Clerk of Harrison County, Mississippi. 

AND, AFTER DUE CONSIDERATION, the Board of Supervisors of Harrison County, 

Mississippi, does HEREBY APPROVE the refund in the amount of $ -------- 

and authorize the Tax Collector/Chancery Clerk to issue the same. 

ALL ORDERED AND DONE, this day of 

PRESIDENT, 


•

MINUTES 




ORDER APPROVING PAYMENTS, AS LISTED, TO 

SUBGRANTEES UNDER THE WEED & SEED GRANT, AS 

RECOMMENDED BY RENE DAVIS, WEED & SEED 

COORDINATOR, GRANT 2008-WS-QX-0217, IN TOTAL 

AMOUNT OF $52,038.96, PAYABLE FROM 030 221 581 

May 11,2009, Item # 47 

ORDERED BY THE BOARD OF SUPERVISORS OF HARRISON COU1\TTY, 

MISSISSIPPI, that the Board does HEREBY APPROVE payments, as listed, to subgrantces 

under the Weed & Seed Grant, as recommended by Rene Davis, Weed & Seed Coordinator, 

Grant 2008-WS-QX-0217, in total amount of$52,038.96, payable from 030 221 581: 

a) $4,894.91, Biloxi Police Department (check payable to City ofBiloxi) 

b) $24,804.58, Boys & Girls Clubs ofthe GulfCoast 

c) $7,976.12, D'Iberville Police Department (check payable to City ofD'Iberville) 

d) $3,409.57, GulfCoast Women's Center for Non-violence 

e) $6,196.50, Visions ofHope 

f) $4,757.28, Youth for Christ 








AYE 

AYE 

AYE 

AYE 

AYE

MINUTES 





THIS I Ith day ofMay 2009.

MINUTES 




ORDER APPROVING PAYMENT OF CLAIMS, AS 

LISTED, UPON RECEIPT OF FUNDS, AND 

AUTHORIZING BOARD PRESIDENT TO EXECUTE THE 

FOLLOWING CDBG REQUEST FOR CASH AND 

SUMMARY SHEETS 

May 11, 2009, Item # 48 


MISSISSIPPI, that the Board does HEREBY APPROVE payment ofclaims, as listed, upon 

receipt offunds; and the Board does HEREBY AUTHORIZE the Board president to execute the 

following CDBG Request for Cash and Summary Sheets: 

a) $1,055.56 to Jimmy O. Gouras Urban Planning Consultants Inc., Iny. 5923, 

Planning Grant, CDBG Project # R103-024-01-KP, payable from 308 671 562, Request for Cash 

No. 16 marked Exhibit A. 

b) $18,607.50 to Knesal Engineering Services, Inc., Iny. 29-088, 

architect/engineering expense, John Hill Blvd, CDBO Project # R-I03-024-04-KED, payable 

from 308 680 562, Request for Cash No.3 marked Exhibit B. 

c) $3,483.33 to Jimmy G. Gouras Urban Planning Consultants, Inc., Iny. 5922, 

Trinity Project, CDBO # R-I03-024-02-KED, payable from 308677562, Request for Cash No.7 

marked Exhibit C. 

d) $5,525.00 to Jimmy G. Gouras Urban Planning Consultants, Inc., Iny. 5921, Gulf 

Ship, CDBG Project # R-103-024-01-KED, payable from 308678562, Request for Cash No.7 

marked Exhibit D.

MINUTES 



e) $68,542.10 to Eley Guild Hardy Architects, Inv 08-005-2, Government Complex 

and Library, CDBG Project # R-109-024-02-KCR, payable from 308 678 562, Request for Cash 

No.4 marked Exhibit E. 

t) $5,000.00 to Knesal Engineering, Inv. 29-129, architectural and engineering 

expense, Government Complex and Library, CDBG Project # R-109-024-02-KCR, payable from 

308 679 581, Request for Cash No.4 marked Exhibit E. 

g) $45,600.00 to Knesal Engineering Services, Inc., Inv. 29-124, 

architect/engineering expense, John Hill Blvd Expansion, CDBG Project # R-I03-024-04-KED, 

payable H."om 308 680 581, Request for Cash No.4 marked Exhibit F. 

h) $11,875.00 to Knesal Engineering, Inc., Inv. 29-127, engineering services, 

Downtown Parking, CDBG Project # RI09-024-01-KCR, payable from 308 672 581; Request 

for Cash No.7 marked Exhibit G. 

i) $19,134.08 to Eley Guild Hardy Architects, Inv. 08-006-3, architect/engineering 

expense, Courthouse Annex, CDBG Project # R-109-024-03-KCR, payable from 308673581, 

Request for Cash No.4 marked Exhibit H. 







Supervisor CONNlE ROCKCO voted 

AYE 

AYE 

AYE 

AYE 

AYE 

The motion having received the affirmative vote from the majority ofthe supervisors

MINUTES 






• MEMO 

DATE: 

TO: 

FROM: 

RE: 

April 30, 2009 

Honorable Marlin Ladner 

Harrison County 

Olie Elfer 

Jimmy G. Gouras Urban Planning 


Planning Grant 

'CDBG Project # R-103-024-01-KP 

Request for Cash and Summary Support Sheet 

Enclosed please find the following invoice for the above referenced project: 

• 

1. Jimmy G. Gouras Urban Planning Consultants Inc. 

Invoice Number 5923 in the amount of $1,055.56 

For general administration 

~-&:1'11---5f..t,~ 

Also enclosed is "Request for Cash and Summary Support Sheet No. 16" in the 

amount of $1,055.56 for payment of the above invoice. 

Please have the above invoice and Request for Cash and the supporting 

documentation placed on your next agenda for approval. After its approval, the 

appropriate official should sign the "Request for Cash and Cash Summary 

Support Sheet No. 16" and return it along with the supporting documentation 

for processing to our office at the following address: 

Debra Tompkins 

Jimmy Gouras Urban Planning 

1100 Cherry Street 

Vicksburg, MS 39183 

If you have any questions, please do not hesitate to caU me or Debra Tompkins 

(601 )638-7121. 

Enclosures 

• 

L..- 

JIMMY G. GOURAS 

URBAN PLANNING CONSULTANTS, INC.-----------... 

1100 CHERRY ST. • VICKSBURG, MS 39183· 601-638-7121 • FAX 601-638-5292· Email: jggouras@bellsouth.net

Mississippi Development Authority 

REQUEST FOR CASH 

Section A: General Information Bar>!< Information Section B: Pro ect Inlonnatlon 

~pplicant Narne: Harrison County Electronic Tran sfer 065500752 

Mailing Address Post Office Drawer CC Bank Account 1595487 

Street Alldress Bank Name: The People's Bank 

City, Stale Zi p GuKport, MS 39502 Address P.O. Drawer 529 

Grant No. Conlracl Nc. Request NQ. 

Fl.-I 03-06 Fl.-1ro-G24·Dl-KP 16 

FOR MDA USE ONLY 

Telephone No. 228-865-4116 City, State ZIP Biloxi, MS 39530 VendorNe. 

Fax Number 228-865-4168 Te1eohone No. 228-897-8715 

Email Address oolrich@co.harrison.ms.us S8IVices Rendered lOIS VGucll« Number 

cvitry@co.harrison.ms.us 

From 

TG 

April 1 2009 Thru "Pfi13D 2009 

Section C: Request Per ActIvlty 

Approval for Pevment 

Signature 

Dale 

ToIel Prior Request to 

Activity Description Budget Amount Date Thi s Request Remaining Balance Activity Numbers 

1 Adm inistration $ 22,500.00 $ 15,166.72 $ 1,055.56 $ 6,277.72 

2 Application Preparation $ 2,500,00 $ 2,500,00 $ - 

3 Planning $ 693,000,00 $ 693,000.00 $ - 

4 $ 

5 $ 

6 $ 

Total: $ 718.000.00 $ 710,666.72 $ 1055.56 $ 6.277.72 

I Hereby Certify That (a) the services covered by this request have not been received from the Federal Government or expended for such services 

under any other contract agreement or grant; (b) the amount requested will be expended for allowable costs / expenditures under the terms of the 

contract agreement or grant; (c) the amount requested herein does not exceed the total funds obligated by contract; and (d) the funds are requested 

for only immediate disbursements. 

I Hereby Certify That the goods sold and/or services rendered have been delivered and/or performed in good order within the time listed 

above and are in compliance with all statutory requirements and regulations. I certify that this request does not include any advances or 

funds for future obligations. 

Christy Pickering, CPA 413012009 

Signalure of Authorized Official Dale Signed Prepared By Dale Prepared 

Marlin Ladner, President 228-374-0300 

pad Narne and ll~e of AutI10rized Officiai Prepare~s Telephone No.


Cash Summary Support Sheet 

Applicant Harrison County 

Period Cost - Beginning 

---------- 

April 1, 2009 

Request No: 

Ending Date: 

16 Grant Number: 

April 30, 2009 

Contract Number: 

R-103-06 

Page 1 of2 

R-103-024-01-KP 

1. Activity: Administration (a) : (b) 

Une Item Vendor Name Invoice # Invoice Amount Match Share Federal Share 

A. Admi nistration Jimmy Gouras 5923 $1,055.56 $1,055.56 

B. 

C. 

D. 

Subtotal: $1,055,56 $ . $1,055.56 

2. Activity: (a) , 

(b) 

Line Item Vendor Name Invoice # Invoice Amount Match Share Federal Share 

A. $0.00 

B. $0.00 

C. 

D. 

Subtotal: $ - S - $ - 

3. Activity: (a) : (b) 

A. 

B. 

C. 

D. 


Subtotal:



Request No: 16 Grant Number: 

Contract Number· 


R-103-06 

R-103-024-01-KP 


A. 

B. 

C. 

D. 


Subtotal: 



A. 

B. 

C. 

D. 

Subtotal: 



A. 

B. 

c. 

D. 

Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I$ 1,055.56 I $ - Is 1,055.561 

Cumulative Federal Expended To Date: $711,722.28 

I hereby Certify That: a) the services covered by this request have not been received from the Federal Govemment or expended for such services under any other 

contract agreement or grant; b) the amount requested will be expended for allowable costs/expenditures under the terms of the contract agreement or grant; 

c) the amount requested herein does not exceed the total funds obligated by contract; and d) the funds are requested for only immediate disbursements. 

I Hereby Certify t1hat the goods sold and/or services rendered have been delivered and/or performed in good order and are in compliance with all statutory requirements 

and reg ulation s. 

Marlin Ladner, President 

Typed Name and Title of Authorized Official 

Signature of Authorized Official

Mississippi Development Authority Consolidated Support Sheet 

Applicant: 

Request for Cash Number: 


16 


R-103-024-01-KP 

Tolal Amount Requested: $ 1,055.56 

Line Items 


Engineering 

Specific Line Ilems as Listed in the Budget: 

Application Preparation 

Planning 

Amount Requested to 

Date I Amount of This Reauest I Balance 

$ 22,500.00 $ 15,166.72 $ 1,055.56 $ 6,277.72 

$ 2,500.00 ~ 

$ 693,000.00 $ 

------- --------$"-------- 

2,500.00 $ . $~ _ 

693,000.00 $ $ - 

-------------- $~------ 

--------------$'::...-_----- 

$ 

-------------- $~------ 

$ 

$ 

-------------------$:....-_---- 

$ 

$ 

Total BUdget $ 718,000.00 $ 710,666.72 $ 1,055.56 $ 6,277.72 

Total Funds Request to Date: 

Amount of Other Funds Expended to Date: 

COBG Project Balance 

Period of Projected Cash Needs - Beginning: April 1, 2009 Thru April 30, 2009 

$ 

$ 

711,722.28 

6,277.72 

TODAY'S DATE 

CONTRACT BEGIN DATE 

(FROM CONTRACT) 

CONTRACT END DATE 


CONTRACT EXTENSION (MONTHS) 

(ENTER # OF MONTHS OR "0") 

413012009 

615/2007 

6/512010 

TOTAL CONTRACT 

BUDGET $ 

TOTAL AMOUNT SPENT 

TODATE $ 

% TOTAL CONTRACT 

BUDGET SPENT 

% CONTRACT BUDGET 

REMAINING 

718,000.00 

711,722.28 

99.13% 

0.87% 

FINAL CONTRACT COMPLETION DATE 

6/512010 

CONTRACT DURATION (MONTHS) 

36.00 

% OF CONTRACT PERIOD ELAPSED 

63.47% 

% OF CONTRACT PERIOD REMAINING 

36.53%

• 

STATEMENTFOR SERVICES RENDERED 

HARRISON COUNTY 

KATRINA SUPPLEMENTAL COMMUNITYDEVELOPMENTBLOCK GRANT 

PLANNING PROJECT 

PROJECTNO. R-I03-024-01-KP 

April30, 2009 

INVOICE #5923 

Monthly Administrative Services Rendered Pertaining Project #R-103-024-01-KP. 

Services rendered include overall coordination of project activities; Attending State monitoring 

visits, meetings, etc.; Maintaining financial records; Preparing the necessary documentation to 

request funds from the State; and Providing all other services considered normal administrative 

services within the course ofthis Agreement 

TOTAL DUE 

$1.055.56 

• 

Jimmy Gouras 

Gi 

• 

JIlVIMY G. GOURAS 

--------------- URBAN PLANNING CONSULTANTS, INC.------------....... 

1100 CHERRY ST. • VICKSBURG, MS 39183· 601-638~7121• FAX 601-638-5292· Email: jggouras@bellsouth.net

• MEMO 

DATE: 

TO: 

FROM: 

RE: 

ApriL 30, 2009 



OUe ELfer 

Jimmy G. Gouras Urban PLanning 


Community Revitalization Grant 

CDBG Project # R·103·024·04·KED 

John Hill Boulevard expansion 


EncLosed pLease find the following invoice for the above referenced project: 

• 

1. KnesaL Engineering Services. Inc. 

Invoice Number 29-088 in the amount of $18,607.50 

For architect/engineering expense Cf)

MlsslssIppi Development Authority 


Section A: General Inf





Request No: 

------- 

March 1, 2009 

Ending Date: 


April 30,2009 

Contract Number. 

R-103-QS 

Page 1 of 2 

R-103-024-D4-KED 

1. Activity: ArchitecUEngineering (a) , (b) 


A. Architect/Engineering Knesal Engineering 29-088 $18,607.50 $18,607.50 

B. 

C. 

D. 

Subtotal: $18,607,50 $ - $18,607,50 

2. ActiVity: (a) : (b) 


A. $0,00 

B, $0.00 

c. 

D. 

Subtotal: $ . $ - $ - 

3. ActiVity: (a) , (b) 


A. 

B. 

C. 

D, 

Subtotal: 

•



Request No: 3 

R-103-06 


R-103-024-Q4-KED 

4. Activity: Wetland Mitigation/Permitting (a) : (b) 

A. 

B. 

C. 

O. 


Subtotal: 

5. Activity: Street Construction (a) : (b) 


A. 

B. 

C. 

D. 

Subtotal: 

6. Activity: Topo Surveying (a) : (b) 

A. 

B. 

C. 

D. 


Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I $ 18,607.50 I $ - Is 18,607.50 


I hereby Certify That: a) the services covered by this request have not been received from the Federal Government or expended for such services under any other 

contract agreement or grant; b) the amount requested will be expended for allowable costsfexpenditures under the terms of the contract agreement or grant; 


I Hereby Certify !that the goods sold and/or services rendered have been delivered and/or performed in good order and are in compliance with all stalutory requirements 

and regulations. 


• 

Typed Name and Title ofAuthorized Official 



Applicant: 


HarrIson County 

3 

Contract Number, R-103-Q24-04-KED 

Total Amount Requested: $ 18,607.50 

Line Items 

'r' .......... "" .... , ~........ $ 



22,749.64 $ . $ 46,237.36 

-------$'-------- 

Total Budget $ 2,977,685.00 $ "",' ~ 18,607.50 $ 2,926,327,86 


Amount of Other Funds Expended 10 Date: 

CDBG Project Balance 

Period of Projected Cash Needs· Beginning: March 1, 2009 Thru April 30, 2009 

$ 

$ 

51,357.14 

2,926,327,86 

TODAY'S DATE 






(ENTER # OF MONTHS OR "O") 

FINAL CONTRACT COMPLETION DATE 




4/30/2009 

12/16/2008 

12/16/2011 

1211612011 

36,00 

12.33% 

87,67% 

TOTAL CONTRACT 

BUDGET $ 


TO DATE 

2,977,685.00 

$51,357.14 

% TOTAL CONTRACT 

BUDGET SPENT 1.72% 


REMAINING 

98.28% 

CONSTRUCTION 

Enter number from Cash 

BUDGET AMOUNT $ 2,740,198.00 Request. 

TOTAL CONSTRUCTION 


DOLLARS SPENT TO 

Request. 

% CONSTRUCTION 

BUDGET SPENT 0,00%

• 

April 2, 2009 

KNESALENGINEERING 

S ER V ICE S , INC. 

R- \03--0 a'4~ 04 - )Z.tD 

A)E +e.es 

INVOICE NO. 29~088 

Mr. Marlin Ladner 

Harrison County Board of Supervisors 



Re: 

Joh;.l Hi!l 80ulevard Exte:lsi~n 

KES Project No. 2634 

DESCRIPTION OF SERVICES: From Start of Project through March 31, 2009 

• 

Preliminary 

BASIC SERVICES 

KES will perform the following tasks on a lump sum basis: 

CONTRACT 

PREVIOUS 

BILLINGS 

THIS 

PERIOD 

Design. (1 O%Compl~te) $ 57,006.00 $ $ 5,700.00 $ 

Final Desi~n 

" ': ~ 

$ 72,100.00 $ $ $ 

Bidding $ 7,100.00 $ $ $ 

Construction Administration $ 22,300.00 $ $ $ 

TOTAL 

TO DATE 

5,700.00 

BASIC SERVICES SUBTOTAL: $ 158,500.00 $ $ 5,700.00 $ 

5,700.00 

ADDITIONAL SERVICES 

(Services for which we recommend the developer include amounts in 

bUdget as contingencies.) 

• 

CONSULTING 

A. Topo Surveying (Project length approx. 3,350 LF + 

Offsite Drainage 

DraflerlDesigner 3 9.75 

DrafleriDesigner 2 11.75 

2·Man Crew 19.5 

3-Man Crew 10.5 

RTK·2.Man Crew 4.5 

RT,K3-Man Crew 

J:iQ!!r! 

PLS 0.5 

$ 101 $ 

$ 82 $ 

$ 74 $ 

50.50 

799.50 

869.50 

$ 154 $ 3.003.00 

$ 193 $ 2.026.50 

$ 201 $ 904.50 

CUlTenl AmI, Que 

$ 240 $ 1,680.00 $9,333.50 

$ 10,000.00 $ 

$ 9.333.50 $ 9,333.50 

B. Pin.Corner$of theE.xistil'1g~oadwayRIW Through 

Chang Property' . $ 4,oOb,oo $ 

$ 

$ 

ENGINEERS 

14321 CREOSOTE ROAO - GULFPORT, MISSISSIPPI 39503 - 228-867-9100 - FAX 228-865-0043 

P.O. BOX 3288 - GULFPORT, MISSISSIPPI 39505

• 

PREVIOUS 

KNESALENGINEERING 

·s E R V J C F. $, INC • 

THIS TOTAL 

CONTRACT BILLINGS PERIOD TO DATE 

C. Establish, Document, and Pin Corners of New 

Easement(s) for Existing Gas Line(s) $ 8,000.00 $ $3,574.00 $ 3,574.00 

PLS 3 $ 101 $ 303.00 

DrallerlOeslgner 3 14 $ 82 $ 1,148,00 

3-Man Crew 11 $ 193 $ 2.123.00 $3.574.00 

D. Establish, Document, and Pin Corners of New 

Easement(s) for Offsite Drainage and Detention Pond(s) $ 5,000.00 $ $ $ 

E. Construction QA Testing $ 16,000.00 $ $ $ 

F. Wetland Delineation and Permitting $ 20,000.00 $ $ $ 

G. Stormwater Pollution Prevention Plan (SWPPP) $ 3,000.00 $ $ $ 

H. Detention Pond Siting, Analysis & Design $ 10,000.00 $ $ $ 

• 

J. 

I. Geotechnical $ 18,000.00 $ $ $ 

Resident Project Representative services (Assuming 88 

working days for 120 calendar days construction period) $ 60,000.00 $ $ $ 

ADDITIONAL SERVICES SUBTOTAL: $ 154,000.00 $ $12,907.50 $ 12,907.50 

TOTAL BASIC SERVICES AND ADDITIONAL 

SERVICES; $ 312,500.00 $ $18,607.50 $ 18,607.50 

TOTAL INVOICE AMOUNT: $18,607.50 

I certify that the above information was obtained from payroll records, invoices, or other documents that are available for 

audit. Please do not hesitate to call if you have any questions. 

Sincerely, 

KNESAL ENGINEERING SERVICES, INC. 

Robert J. Knesal, P.E. 

President 

•

MEMO 

DATE: 

TO: 

FROM: 

RE: 

April 30, 2008 



Ql.ie Elfer 



CDBG Project # R~103-024-02-KED 

rIinity Projes;t 


Enclosed please find the following invoice for the above referenced project: 

• 

1. Jimmy G. Gouras Urban Planning Consultants Inc. 

Invoice Number 5922 in the amount of $3,483.33 


2:Dg -(01'1-S())'d- 

Also enclosed is "Request for Cash and Summary Support Sheet No.7" in the 





Support Sheet No.7" and return it along with the supporting documentation for 

processing to our office at the follOWing address: 





If you have any questions, please do not hesitate to call me or Debra Tompkins 

M 

(601 )638 7121. 

Enclosures 

• 


L..... 

URBAN PLANNING CONSULTANTS, INC.-----------..... 

1100 CHERRY ST. • VICKSBURG, MS 39183· 601-638-7121 • FAX 601-638-5292 • Email: jggouras@bellsouth.net



Section A; General lnfonnatlon Bank Information section B: Project Infonnatlon 

Appbcant Name: Harrison County Electronic Transfer 065500752 

Mailing Address Post Office Drawer CC Bank Accoont 1595487 

Gram No. Contract No. Request No. 

R·100.()E R·10:;'C24-02·KED 7 

Street Address Bank Name: The People's Bank 


City, 51ate Zip Gulfport, MS 39502 Address P.O. Drawer 529 

Telephone No. 22B-B6!H116 C~y, Stale ZI P Biloxi, MS 39530 Vendor No. 

Fax Number 22B-B6!H166 Ifelephooe No. 22B-897-8715 

Email Address 

pulrich@oo.harrison,ms,us 

Services Rendered 

IC4S Voucher Number 

Cv~ry@co.harrison.ms.us 

From 

To 

Apnl 1.2009 Thru Ap!11 30 2009 

Section C: Reouest Per Actlvll\l 

Approval for Payment 

Signature 

Date 

Total Prior Requesl to 

Activ~y Desc:ripti on BUdget Amount Date This Request Remaining Balem:e Activity Numbers 

1 Administration $ 109,000.00 $ 3B,916.65 $ 3,4B3.33 S 66,600,02 

2 Application Preparation $ 10.000,00 $ 10,000,00 S - 

3 Synchro Lift Launching Facility $ 8,8Bl,OOO,OO $ 7,623,957.47 $ 1,257,042,53 

4 $ 

5 $ 

6 $ 

Total: $ 9,000,000.00 $ 7,672,874,12 S 34B3.33 $ 1,323,642,55 


under any other contract agreement or grant; (b) the amount requested will be expended for allowable costs / expenditures under the terms of the 






Christy Pickerin9, CPA 413012009 

Signature of Authorized Official Date Signed Prepared By Date Prepared 

Marlin Ladner, President 228-374-0300 

ped Name and Title of Authorized Official 

Prepare~s Telephone No,





__________Request No: 7 

April 1, 2009 

Ending Date: Anril 'l,0, 2009 

R-103-06 


R-103-024-02-KED 

1. Activity: Administration (a) (b) 


A. Administration Jimmy Gouras 5922 $3,483.33 $3A83.33 

B. $0.00 

c. 

D. 

Subtotal: $3.483.33 $ . $3,483.33 

2. Activity: (a) , (b) 


A. $0.00 

B. $0.00 

c. 

D. 

Subtotal: $ . $ . $ . 

3. Activity: (a) 

, (b) 


A. 

B. 

C. 

D. 

Subtotal:




Contract Number' 

R-103-QS 


R-103-Q24-02-KED 



A. 

B. 

C. 

D. 

Subtotal: 


A. 

B. 

C. 

D. 


Subtotal: 


A. 

B. 

C. 

D. 


Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I $ 3,483.33 [ $ . 1$ 3,483.331 

Cumulative Federal Expended To Date: $7,676,357.45 

I hereby certify That: a) tI1e services covered by this request have not been received from the Federal Govemment or expended for such services under any other 

contract agreement or grant; b) the amount requested will be expended for allowable costs/expenditures under the terms of tne contract agreement or grant; 

c} the amount requested herein does not exceed the total funds obligated by contract; and d) the funds are requested for only immediate disbursements. 

! Hereby certify tthat the goods sold and/or services rendered have been delivered and/or performed in good order and are in compliance with all statutory requirements 



Typed Name and Title ofAuthorized Official 



Applicant: 



7 


R-103-024-02-KED 



Line Items Amount BUdgeted Date Amount of This Request Balance 

Administration $ 109,000.00 $ 38,916.65 $ 3,483.33 ~ _66,600.02 

Engineering $ 

Specific Line Items as Listed in the Budget: 

Application Preparation $ 10,000.00 $ 10,000.00 $ - $ 

Synchro Lift Launching Facility $ 8,881,000.00 $ 7,623,957.47 $ - $ 1,257,042.53 

$ 

$ 

$ - 

$ - 

~ 

~ 

$ 

$ 

$ 

Total BUdget $ 9,000,000.00 $ 7,672,874.12 $ 3,483.33 $ 1,323,642.55 




Period of Projected Cash Needs - Beginning: 

April 1, 2009 Thru April 30, 2009 

$ 

$ 

7,676,357.45 

1,323,642.55 

•

STATEMENT FOR SERVICES RENDERED 


KATRINA SUPPLEMENTAL COMMUNITYDEVELOPMENTBLOCK GRANT 

Economic Development Project 

PROJECTNO. R-I03-024-021-KED 

Trinity Project 

April30, 2009 

INVOICE #5922 

Monthly Administrative Services Rendered Pertaining Project #R-I03-024-02-KED. 





TOTAL DUE $ 3.483.33 

• 

• 


.....------------ URBAN PLANNING CONSULTANTS, INC.------------....... 

1100 CHERRY ST. • VICKSBURG, MS 39183· 601-638-7121· FAX 601-638-5292· Email: jggouras@bellsouth.net

MEMO 

DATE: 

TO: 

FROM: 

RE: 

April 30, 2009 



Olie Elfer 



""aliliiA! ~FaRt~U~~iP 

CDBG Project # R-103-024-01-KED 


Enclosed please find the following 'invoice for the above referenced project: 

• 

1. Jimmy G. Gouras Urban Planning Consultants Inc. ~,......(g1gJ~ ~ 


'!'fI.- 

Also enclosed is "Request for Cash and Summary Support Sheet No. ]" in the 





Support Sheet No. ]" and return it along with the supporting documentation for 

processing to our office at the following address: 





If you have any questions, please do not hesitate to caU me or Debra Tompkins 

(601 )638-7121. 

Enclosures 

• 

IEX~BITI 


1...- URBAN PLANNING CONSULTANTS, INC.-----------..... 

1100 CHERRY ST.· VICKSBURG, MS 39183· 601-638-7121 • FAX 601-638-5292 • Email: jggouras@bellsouth.net



SlH:llon A: General InfonnIlion Bank Inlonnation SlH:llon B: Protect Infonnillon 

Applicant Namee HarriSOn COLlnty Electronic Transfer 065500752 

Mailing Address Post Office Dnawer CC Bank Accounl 1595487 

Street Address Bank Name: The People's Bank 

City, Slate Zip GUlfl>ort, Ms 39502 Address P.O. Drawer 529 

GranlNo. Contreel No. Requesl No. 

R·1C3-ll6 R·jC3-024-Cl·KED 7 


Telephone No. 228-865-4116 City, State ZIP Biloxi, MS 39530 V."dorNo~ 

Fax Number 228-865-4168 Teleor.ooe No. 228-897-8715 

EmaiI Address IlIJIrich@«!.harrison.ms. us Se",""," Rendered IDIS Voucher Number 

cvitrv@oo.harrison.ms.us 

From 

To 

April 1 2009 Thnu April3ll 2009 

SlIellon C: Rea uest Per ActIvltv 

Aocroval for Pavrnent 

, 

Signature 

Date 

ToIal Prior Requeslto 

Activity Description Budget Amount Date This Req ueS! Rema ining Balance ActiVity Numbers 

1 Adm inistration $ 159000.00 $ 49125.00 $ 5,525.00 $ 104,350.00 

2 Appl icalion Preparation $ 10000,00 $ 10000.00 $ - 

3 Boat Launching Facility $ 11 ,831,000.00 $ 2,568,253.45 $ 9.262,746.55 

4 $ 

5 $ 

6 $ 

Totai: $ 12,000,000,00 $ 2,627,378.45 $ 5525.00 $ 9,367,096.55 

I Hereby Certify That (a) the seNices covered by this request have not been received from the Federal Government or expended for such seNices 

under any other contract agreement or grant: (b) the amount requested will be expended for allowable costs I expenditures under the terms of the 



I Hereby Certify That the goods sold and/or seNices rendered have been delivered and/or performed in good order within the time fisted 



Christy Pickering, CPA 413012009 

Signature ofAuthorized Dffi cial Date Signed Prepared By Date Prepared 

Mariin Ladner, President 228-374-0300 

yped Name and nle of Authorized Official 

Prepare~s Telephone No.






Request No: 

---------- 

April 1, 2009 

Ending Date: 


April 30, 2009 


R-103-06 

R-103-024-01-KED 

1. Activity: Administration (a) , (b) 


A. Administration Jimmy Gouras 5921 $5,525.00 $5,525.00 

B. $0.00 

c. 

D. 

Subtotal: $S.S2S.QQ $ - $S.S2S.QQ 



A. $0.00 

B. $0.00 

C. 

D. 

Subtotal: $ - $ - $ - 



A. 

B. 

C. 

D. 

Subtotal:




Contract Number 

R-103-QS 


R-103-024-01-KED 


A. 

B. 

C. 

D. 


Subtotal: 


A. 

B. 

C. 

D. 


Subtotal: 

6. ActiVity: (a) (b) 

A. 

B. 

C. 

D. 


Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I $ 5,525.00 I $ - 1$ 5,525.00 

Cumulative Federal Expended To Date: $2,632,903.45 


contract agreement or grant; b) the amount requested will be expended for allowable costs/expenditures under the terms of the contract agreement or grant; 


I Hereby certify tthat the goods sold and/or services rendered have been delivered and/or performed in good order and are in compliance with all statutory requirements 

and regUlations. 





Applicant: 



7 


R-103-024-01-KED 



Line Items Amount Budgeted Date Amount of This Request Balance 

Administration $ 159,000.00 $ 49,125.00 $ 5,525.00 ~ 104,350.00 

Engineering $ 

Specific Line Items as Listed in the Budget: 

Application Preparation $ 10,000.00 $ 10,000.00 $ - $ 

Boat Launching Facility $ 11,831,000.00 $ 2,568,253.45 $ - $ 9,262,746.55 

$ 

$ 

$ - $- 

~ 

Total Budget $ 12,000,000.00 $ 2,627,378.45 $ 5,525.00 $ 9,367,096.55 

~ 

$ 

$ 

$ 





$ 

$ 

2,632,903.45 

9,367,096.55

STATEMENT FOR SERVICES RENDERED 


KATRINA SUPPLEMENTAL COMMUNITYDEVELOPMENT BLOCK GRANT 

Economic Development Project 

PROJECTNO. R-I03-024-01·KED 

GulfShip Project 

April30, 2009 

INVOICE #5921 

Monthly Administrative Services Rendered Pertaining Project #R-103-024-0I-KED. 





TOTAL DUE 

$ 5,525,00 

• 

(= 

J lmmy 

. G ouras" 

r, , 

DQ\t"l\~ 

• 


.....------------ URBAN PLANNING CONSULTANTS, INC.------------...... 

1100 CHERRY ST. • VICKSBURG, MS 39183· 601-638-7121 • FAX 601-638-5292· Email: jggouras@bellsouth.net

• 

MEMO 

DATE: 

TO: 

FROM: 

RE: 

April 30, 2009 



OUe Elfer 




CDBG Project # R-109-024-02-KCR 

€.overnment Complex and Library 

Request for Cash and Summary Su'pport Sheet 

Enclosed please find the following 'invoice for the above referenced project: 

• 

1. Eley Guild Hardy Architects PA 

~ Invoice Number 08-005-2 in the amount of $68,542.10 30~-lofq-"5

• 

Section A: a"neral1nformatlon Bank lnrorm ation section S: Pro eel Informatlon 

• 

Mississippi DeVeJo.uthority 

REQUEST F H 

Gront 

Appl~ant NatTIe: Harmon County 

No. 00_

• • 

MIsSissippi Development Authority 

• 



Appl\cant Harrison County 


April 1, 2009 

____Request No: 

Ending Date: 

4 

Anril ~O, 2009 

R-103-06 

R-109-024-02-KCR 

1. Activity: Architectural/Engineering (a) : (b) 


A. Architectural/Engineering Eley Guild Hardy 08-005·2 $68,542.10 $68,542.10 

B. Knesa! Engineering 29-129 $5,000.00 $5,000.00 

C. 

D. 

Subtotal: $73.642.10 $ - $73.542.10 


: 

(b) 


A $0.00 

B. $0.00 

c. 

D. 

Subtotal: $ . $ - $ . 



A. 

B, 

C. 

D. 

Subtotal:

• 


• 


Request No; 4 Grant Number: 

Contract Number. 

• 


R-103-06 

R-109-024-02-KCR 

4, Activity: Construction of Public Building (a) 

: 

(b) 

A. 

B. 

C. 

O. 

Line ltem Vendor Name Invoice # Invoice Amount Match Share Federal Share 

Subtotal: 

5. Activity: Contingency (a) : (b) 

A. 

8. 

e, 

D. 


Subtotal: 

6. ActivIty: (a) 

: 

(b) 

A. 

8. 

e, 

D. 


Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I$ 73,542.10 I $ . 1$ 73,542.10 I 


\ hereby Certify That a) the services covered by this request have not been received from the Federal Govemmenl or expended for such seN'ices under any olher 

conlract agreement or grant; b} the amount requested will be expended for allowable costsfexpendltures under the terms olthe contract agreement or grant: 

c) the amount requested herein does nol exceed the total funds obligated by contract; and d} the funds are requested for only immediate dIsbursements. 

I Hereby Certify tthat the goods sold and/or services rendered have beer! dellvered and/or performed in good order and are in compliance with all Slatutory requIrements 



Typed Name and "flUe of Authorized Official 


• 

• 

• 


Applicant: 



4 

Contract Number: R-109-024-02-KCR 


Une Items 


Engineering 

Specific line Items as Listed In the Budget: 

Appllcajion Preparation 

ArchltecturallEngineering 

Constnuction of Public Building 

Contlngencv 

Tolal BUdget 


Date I Amount ofThis Reauestl Balance 

'" '''' ,'vv.w $ 27,466.66 $ - $139,733.34 

~-------$"-------- 

$ 10,000.00 $ 10,000.00 $ - $'-- -- 

$ 4Q4,375.00 $ 51,406.58 $ 73,542.10 $ 279,426.32 

$ 5,375,000.00 $ $ - $ 5,375,000,00 

$ 457,125.00 $ - S $ 457,125.00 

$ 

------$=--------- 

$ 

$ 

------------------$:.-_---- 

$ 

$ 

$ 6,413,700.00 $ 

88,813.24 $ 73,542,10 $ 6,251,284,66 



CDSG Project Balance 

Period of Projected Cash Needs· Beginning: April 1, 2009 

Thru 

Aprl130, 2009 

$ 

$ 

162,415.34 

6,251,284.66 

TODAY'S DATE 


(FRoM CON1'AACl) 

CONTRACT ENO DATE 

(1"11014 CONTRAC1J 


(ENTER ~ OF MONTHS OR"O'I 

FINAl.. CONTRACT COMPLETION CATE 




4130/2009· 

1111712008 

11/1712011 

11117/2011 

36,00 

14.96% 

85,02% 

TOTAL CONTRACi 

BUOGET $ 


TO DATE 

.,. TOTAL CONTRACT 

BUDGeT SPllNT 


REMA1NlNG 

CONSTRUCTION 

BUDGET AMOUNT 


DQU.ARS SPENT TO 


BUDGET SPENT 0.00% 

6,413,700.00 

$162,415.34 

2.53% 

97>47% 


$5.832.125.00 Request 


Request.

S, INC. 

May 1,2009 

INVOICE NO. 29-129 



1801 23rd Avenue 


Re: Gulfport Downtown Governmental Complex & Library 

KES Proposal No. PC2055 


DESCRIPTION OF SERVICES: From Start of Project through April 30, 2009 

• 

Previous 

Total To 

CONTRACT Billings This Period Date 

BASIC SERVICES-Lump Sum Basis 

Site Drainage & Utility Design (50% Complete) $ 10,000 $ $ 5,000.00 $ 5,000.00 

Final Inspection & Closeout $ 1,000 $ $ $ 

BASIC SERVICES SUBTOTAL: :I> 11,000 $ $ 5,000.00 $ 5.000.00 

TOTAL PROJECT: $ 11.000 $ $ 5.000.00 $ 5,000.00 

TOTAL DUE THIS INVOICE: $ 5,000.00 

Please do not hesitate to call ifyou have any questions. 

Sincerely, 


Robert J. Knessl, P.E. 

President 

fB)rE ~ [E ~w~rm 

lW 

lf1l MAY 05 2009 

COUNTY ADMINISTRATOR 

• 

CONSULTING 

ENGINEERS 

"" _---"""'"' ••••••••••1••••••••••••••••""''''••••••••••••••••••"'" 

1 4 3 2 1 CREO S 0 r fRO A0 • GUl FP 0 RT. MIS 5 ISS I P P I 3 9 5 a3 ~ 2 2 B • 8 6 7 • 9 1 0 a • FAX 2 2 B • 8 D5 • a a 4 3 

P.O. BOX 3288 • GULFPORT, MISSISSIPPI 39505

O? 

• 

i 

I· 

ELEY GUILD HARDY ARC HIT E C T 

April 1, 2009 

S 

~~:~~~~~ 


PRINCIPAlS 

James H. Eley, FAlA 

W. Taylor Guild, Ill, PM, ccs 

David J. Hardy, I>JA 

Stephen A ~tojcich, PM 

Joseph B. Crain, I>JA 

Mark E. Ushen, I>JA, LI;EO A!' 

ASSOCIATES 

Joseph R. Stevens, Jr., NA, LEED A!' 

Eric J. Cammarata. AlA 

Douglas M. Roberts, AlA 

Michael W. Schwlrian, AlA 

Ms. Pam Ulrich 


180123 n1 Avenue 

Gulfport,. MS 39502 

Re: 

08-005 Gulfport Downtown Governmental Complex & Library 

CDBG Katrina Supplemental Grant, Harrison County 

Dear Ms. Ulrich: 

• 

Please find enclosed Invoice No. TWo (2) for Architectural Services through besign 

Development Phase in the amount of $68,542.10 on the above reference projeCt. 

Ifyou should have any questions, please.do not hesitate to contactme. 

Sincerely, 

uild, ill 

ardy Architects PA 

WfG/jeg 

Cc: Olie Elfer, Jimmy G. Gouras Urban Plarnting Consultants, Inc. 

En~losure 

OB-005/Gll 

GOLF COAST OJ:'FICE 

1091 Tom,my Munro Drive 

Biloxi, MS 39532 

228.594.2323 P 

228.594.2223 F 

• 

JACKSON OFFIC~ 

418 East Capitol 5treet 

Jackson, M5 39201 

601.354.2572 p 

601.355.2006 F 

www.eleyguildhardy.com

• 

Eley Guild Hardy Arcltitects PA 

1091 Tommy Munro Drive 

Biloxi, MS 39532 

228-0594-2323 

INVOICE 

City of Gulfport 

2200 15th Street 


i 

! . 

Invoice number 

06--005-2 

Project 

Gulfport Downtown Governmental Complex & 

Library 

Invoice Date 

04101/2009 

Billing Period Through: 04101/2009 

Construction Cost Basis: $ 

Fee Basis: 

Billing Fee: $ 

5.500,000.00 

6.23% 

342,710.50 

I 

• 

I 

Description 

Schematic Design 

Design Development 

Construction Documents 

Bidding and Negotiation 

Construction Administration 

Architectural %of Percent Prior Fee Current 

Fee Total Fee Complete Billings Earned Fee 

---------.......:.._------------.......:..._------::-------_._-- 

$ 51,406.58 15.00 100.00 $ 51,406.58 $ 51,406.56 $ .0.00 

$ 68,542.10 20.00 100.00 $ 0.00$ 68,542.10.$ 68,542.10 

$ 137,084.20 40.00 0.00 $ 0.00$ 0.00 $ 0.00 

$ 17,135.53 5.00 0.00 $ 0.00$ 0.00 $ 0.00 

$ "68,542.09 20.00 0.00 $ 0.00$ 0.00 $ 0.00 

$ 342,710.50 100.00 35.00 $ 51,406.58$ 119,948.68 $ 68,542.10 

""'Tolal Project Invoice Amount- 

I $ 68.542.10/ 

Approved By:, ---j'--\-"

• 

MEMO 

DATE: 

TO: 

FROM: 

RE: 

April 3D, 2009 



Clie Elfer 




CDBG Project # R~103-024-04-KED 

John Hill Boulevard expansion 


Enclosed please find the following invoke for the above referenced project: 

• 

1. Knesal Engineering Services. Inc. 

Invoice Number 29-124 in the amount of $45,600.00 a I 0 0 

For architect/engineering expense 30t).....'o&' .......S~ \ 

Also enclosed is "Request for Cash and Summary Support Sheet No.4" in the 





Support Sheet No.4" and return it along with the supporting documentation for 

processing to our office at the following address: 





If you have any questions, please do not hesitate to call me or Debra Tompkins 

(601)638-7121. 

Enclosures 

• 


1...- URBAN PLANNING CONSULTANTS, INC.-------------' 

1100 CHERRY ST.' VICKSBURG, MS 39183' 601-638-7121 • r"AX 601-638-5292' Email: jggouras@bellso\.llh.nct

• 

Section II:Genarallnlorm>1ion '6:J:~1~0flI'41ion Section B~ f'r-o"ae11n1t1rtnDtlon 

l 

AwlIcafI[ -!"lama-: ,H:m"iSioo Co~:y Elec~or>c Tronsf", 065500752 O,,",N.. I 

Mo.lli~ AckkC'S;!= Po'l0100. orowe< ce B.nk,6..(:ClIU"il 15!l54B7 

R.tO:)..'01- 

Cot'l'IrKlNl), 

R..1M-"02.,·oc..:r:;Eo 

~'~~N>. 

• 

Sb'••, Address B:lnkNamll:!: T~s Peepls's 6"'* 

C:ty. Slat. Dp G:.~ ,.." F,orn T. 

S1lCtiQI1 C: RtHluut PlJr /J.,l:tiYitv 

!'prH 1.2009 to IWiRJS12R01 

AllllroVal rOf Pavmenl 

Signe_ 

Dale 

TotIl PrIlty DEstliplOil Buds" /lmounl Dolo ThiS Re Nc.

• 

• 


• 




_____ Request No: 

R-103-06 

Period Cost· Beginning 

April 1, 2009 

Ending Date: 

R-1 03-024-04-KE0 

1. Activity: Architect/Engineering (a) : (b) 


A. Architect/Engineering Knesal Engineering 29-124 $45,600.00 $45,600.00 

B. 

C. 

D. 

Subtotal: $45,600,00 $ . $45,60000 

2. ActiVity: (a) : (b) 

Line Item Vendor Name Invoice # Invoice Amount Match Share Federa! Share 

A. $0.00 

B. $0,00 

c. 

D. 

Subtotal: $ - $ . $ - 


A, 

B. 

C. 

D. 


Subtotal:

• 

Applicant Harrison Counll 

• 




• 


R-103-06 

R·103·024·04·KED 

4. Activity: Wetland MltigationJPermitting (a) : (b) 

A. 

B. 

C. 

D. 


Subtotal: 

5. Activity: Street Construction (a) : (b) 

A. 

B. 

C. 

D. 

Uneltem Vendor Name Involce# Invoice Amount Match Share Federal Share 

Subtotal: 

6. Activity: Topo Surveying (a) 

, (b) 

A. 

B. 

C. 

D. 


Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I $ 45,600.00 I $ . 1$ 45,600.00 


I hllreby Cert\fy That: a) the servlces covered by this requesl have not been recelved from tile Fecleral Government or expended for such services under any other 

contract agreement or grant; b) the amount requested will be expended for allowable costs/expenclllures under the terms of \I1e contract agreement or grant; 

c) the amount requested herein does not exceed the tolaf funas oblfgated by contract; and d) the funds are requesled for only immediate disbursements. 

I Hereby Certify tthal the gOOdS sokl and/or services rendered have been delivered and/or performed in good order and are in compliance with all statutory requirements 



Typed Name and T1IIe of Authorized Official 


• • • 


Applicant 


Harrlson County 

4 

Contract Number: R-103-024-04-KED 

Total Amount Requested: $ 45,600,00 

Une Items 


Engineering 

Spedtic Une Items as Listed in the BUdget: 

Application Preparation $ 10,000.00 

Architect/Engineering $ 158,500.00 

Contlngency $ 215?57.00 

Wetland MItigation/Permitting $ 168,210.00 

Street ConstructIon $ 2,232,231 .00 

Topo SUl\leying $ 13,000.00 

DocumenllPen Corners $ 17,000.00 

InspectIon $ 50,000.00 

Geotechnical $ 28,000.00 

Construction QA Testing $ 16,000,00 



'" W,"Ul.W $ 22,74R64 $ $ 46,237.36 

-------------- $

• 

KNE~~~RING 

",'f E \~i:::v\\...S' 

., 

May 1, 2009 

INC • 


Mr. Martin Ladner 

Hanison County Board of Supervisors 


Gulfport. MS 39502 

Re: 

John Hill Boulevard Extension 


DESCRIPTION OF SERVICES; From April 1, 2009 through April 30, 2009 

• 

Final 

BASIC SERVICES 

KES will perfonn the folloWing tasks on a lump sum basis: 

CONTRACT 

PREVIOUS 

BILLINGS 

THIS 

PERIOD 

TOTAL 

TO DATE 

Preliminary Des/gn (90% Complete) $ 57,000.00 $ 5,700.00 $45,600.00 $ 51,300_00 

Design $ 72,100.00 $ $ $ 

Bidding $ 7,100.00 $ $ $ 

Construction Administration $ 22,300.00 $ $ $ 

BASIC SERVICES SUBTOTAL: $ 158,500.00 $ 5,700.00 $45,600.00 !Ii 51,300.00 

ADDITIONAL SERVICES 

(services for which we recommend the developer Include amounts in 

budgetas contingencies.) 

A Topo Surveying (Project length approx. 3,350 LF + 

Offsite Drainage $ 10,000.00 $ 9,333.50 $ $ 9,333.50 

B. Pin Comers ofthe Existing Roadway RIW Through 

Chang Property $ 4,000.00 $ $ $ 

C. Establish, Document, and Pin Comers of New 

Easement(s) for Existing Gas Une(s) $ 8,000.00 $ 3,574.00 $ $ 3,574.00 

D. Establish. Document, and Pin Comers of New 

Easement(s) for Offslte Drainage and Detention Pond(s) $ 5.000.00 $ $ $ 

• 

._...__._._....~..~..~...~_~...~_.:__ ~.. ~.. _~. 

rB)rE ~ [E ~ \Y1 [E~ 

Ull MAY n5 2009 UlJ 

:..~Qwm.r.Y..~mlN!SIBATOR 

1432 1 eRE 0 SOT E R0 AD. G U LF P 0 RT, MISS ISS I PPI 3 9 503 • 2 28 .86 7 • 9 1 00 • FAX 2 28. 8 6 5 • 0 0 4 3 

P.O. BOX 3288· GULFPORT. MISSISSIPPI 39505

---_.__._--_..._...... 

• 

PREVIOUS 

THIS TOTAL 

CONTRACT BILUNGS PERIOD TO DATE 

E. Construction QA Testing $ 16,000.00 $ $ $ 

F. Wetland Delinlaoon and Permitting $ 20,000.00 $ $ $ 

G. Stormwater Pollution Prevention Plan (SWPPP) $ 3.000.00 $ $ $ 

H. Detention Pond Siting, Analysis & Design $ 10.000.00 $ $ $ 

I. Geotechnical $ 18,000.00 $ $ $ 

J. Resident Project Representative services (Assuming 88 

working days for 120 calendar days construction period) $ 60,000.00 $ 

$ 

$ 

-----of-'-------'-----'----- 

AoomONAL SERVICES SUBTOTAL: $ 154,000.00 $ 12.907.50 $ $ 12,907.50 

TOTAL BASIC SERVICES AND AOOmONAL 

SERVICES: $ 312.500.00 $ 18.607.50 $ 45,600.00 $ 64,207.50 

TOTAL INVOICE AMOUNT: 

$45,600.00 

• 

Please do not hesitate to call ifyou have any questions. 

Sincerely, 


RObert J. KnesaJ, P.E. 

President 

•

' 

• 

MEMO 

DATE: 

TO: 

FROM: 

RE: 

April 30, 2009 



Olie Elfer 



Community Revitalization Grant r--..r"\~ 1'\(\-\'ate C\ RQ.J.Jc.

• 

'.1 • 

Mississippi Oevelo 

REQUESTF 

Section A: GeneraI Informatlon 8ank.lntormatlon- Secti,m B: Project Information 

Gianl NO. Canl!ocI No, 11_11'10. 

Appllta nt Nam.: KalT""" Count)' Electronie Transfer 00550075Z 

Mailing Mdt••• Post Office Drawer CC 8an~ Aceo. nt 1595487 

11·103-06 11- ~0Il-D2J"Cl-KCII 7 

Street Address Bank Name: 1he People's Bank 

City, State Zip GUlfpctl, MS 39502 Mdfil!SS P.O. Orawer 529 

FOR MDA use ON\.Y 

Telephon. No, 2Z8-865-4116 City, Slate liP BUm;, MS 39530 VondorNtJ. 

Fax Number 228·865-4168 Telephone !'IC), 228-897-1l715 

.. '~;.,~~./., .~:/. ";':".' .. :--: - ~. 

Emaii Address 

'.'.\ ::: ::."~};.~:~':' .. ~ :.~: '~~'.:'?._.:: .; :;..:.. 

Sec:t!on C: Request Per Activity 

Sorvi:e. Rendered 

From 

To 

January 1, 2009 thru Mol:lO 2000 

IDIS "'eue!>elf Numb.r 

Aoorova I for Payment 

Signature 

Date 

Total Prior Req uest to 

Activity Description Budget Amoul\\ Date Tilis Request Remaining Ba la nee ActiVity Numbers 

1 Adminislration S 106.000.00 S 35166.68 S 70,833,32 

2 Application Preoaration S 10 000 CO s 10.000.00 s 

:; ArchiteclllrallEng;neerlng $ 150,027.00 S 82.962.20 S 11,875.00 S 55,189,80 

4 Contingenc} S 149,973.00 $ 149.973.00 

5 Downlown P"rklnS S 3.000.000.00 $ 3,000,000.00 

6 $ 

10tal: S 3,416,000,00 S 128,128,88 $ 11.875.00 S 3,275,996,'2 

I Hereby Certify That (a) the services covered by this request have not been received Trom the Federal Government or expended for such services 

under any other contract agreement or grant; (b) the amount requested will be expended for allowable costs / expenditures under the terms of Ihe 




above and are in compliance with all statutory requirements and regulations. r certify that this request does not include any advances or 


Christy Pickeling. CPA 4/3012009 

Signature of Aulhorized Orrlcial Date Signed Prepa red By at Date Prepared 

Ma rl in Ladner. President 228-374-0300 

Typed Name and Tnle or Autl10rized Official 

Preparefs Telephc.ne No.

• • 


• 




_____Request No: 


R-103-06 

Period Cost· Beginning 

January 1, 2009 

Ending Date: 

April 30, 2009 


R-109·024-01-KCR 

1. Activity: Administration (a) : (b) 


A. Administration $0.00 

B. 

C. 

D. 

Subtotal: $0.00 $ - $0,00 

2. Activity: Architectu refEngineering (a) , (b) 

Line Item Vendor Name lnvoice # Invoice Amount Match Share Federal Share 

A. Architecture/Engineering Knesal Engineering 29-127 $11,875.00 $11,875.00 

B. $0.00 

c. 

D. 

Subtotal: $ 11,875.00 $ . $ 11875,00 


, (b) 

A. 

B. 

C. 

D. 

Line Item Vendor Name Invoice # Invoice Amount Matcll Share Federa! Share 

Subtotal:

• Applicant Harrison County 

• 



Contract Number' 

Page 2of2 

R-103-Q6 

R-109-024-01-KCR• 

4. Activity: Contingency (a) : (b) 

A. 

B. 

C. 

D. 

line Item Vendor Name Invoice # Invoice Amount Match Share Federal Share 

Subtotal: 

5. Activity: Downtown Parking (a) : (b) 

A. 

B. 

C. 

D. 


SUbtotal: 


A. 

B. 

C. 

D, 


Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I$ 11,875.00 I $ . 1$ 11,875.00 I 


I hereby Certlfy That: a) the seNices cOllered by this request halle not been received from the Federal Government or expended for such services under any olher 

contract agreement or grant; b) the amount requested will be expended for allowable coslsfexpendltures under the terms of the contract agreement or grant; 

c) the amount requested herein does nol exceed the total funds obligated by conlract; and dJ the funds are requested for only immediate disbursements. 

I Hereby Certify tlhat !he goods sold and/or services rendered have been delivered andfor performed in good order and are in compliance with all slatutory requirements 


Marlin Ladner, PreSident 



• 

• 

• 


App!1cant: 

Requesl for Cash Number: 


7 

Conlract Number: R-109-024-01-KCR 

Tolal Amounl Requested: $ 11,875.00 

Une Ilems 


Engineering 

Specific Line items as Listed in the Budget: 

APplication Preparation 

Archilecture IIEnl1ineering 

Contlnoencv 

Downtown Parking 

Amounl Requested 10 

Date ! Amount of Thls Request! Balance 

.. 'Vv,oNV.vV $ 35,166.68 $ - $ 70,833.32 

-------------- $

• 

May 1, 2009 





Gulrport. MS 39502 

Re: Harrison County Courthouse Parking Structure Site 

KES Proposal No. PC2Q36 


DESCRIPTION OF SERVICES: From Start of Project through April 30, 2009 

• 

Previous 

Total To 

CONTRACT Billings This Period Date 

BASIC SERVICES-Lump Sum Basis 

Site Drainage & Utility Design (95% Complete) $ 12,500 $ $11,875.00 $ 11,875.00 

Bidding Phase $ 1,000 $ $ $ 

BASIC SERVICES SUBTOTAL: $ 13,500 $ $ 11,875.00 $ 11,875.00 

....:---:..._+-'------'---"---"-~-- 

TOTAL PROJECT:=$~=1=3,=50=0=,=$======";;$.."1=1O;,8=75=.O=O=$",,="11=,8,,,,,7=5=.0=0 

TOTAL DUE THIS INVOICE:: 

$ 11,875.00 

Please do not hesitate to call if you have any questions. 

Sincerely, 

KNESAL ENGINEERING SERVICES. INC. 

~---j~~ 

Robert J. Knesal, P.E. 

President 

r5)LE (C; [E ~ W[Ern11 

lf11 MAY 052009 lid) 


• 

CONSULTING 

ENGINEERS 

1 4 3 2 1 C R£ 0 SOT £ R0 AD· GUl FP0 RT. MIS SIS Sr P PI 3 9 5 0 3 • 2 2 8 • B6 7 • 9 1 0 0 • FAX 2 2 8 • B 6 5 • 0 0 4 3 

P.O. BOX 3288 • GULFPORT, MISSISSIPPI 39505

' 

/' 

• 

MEMO 

DATE: 

TO: 

FROM: 

RE: 

April 30, 2009 



Dlie Elfer 




p 

CDBG Project # Rp 

109 024-03-KCR 

Courthouse Annex b i \O~'i 


Enclosed please find the following invoices for the above referenced project: 

• 

1. Eley Guild Hardy Architects! P.A. 

Invoice Number 08-006-3 in the amount of $19,134.08 

For architect!engineering expense 30g rCcJ'{'3 - 5 ~ \ 

Also enclosed is "Request for Cash and Summary Support Sheet NO.4" in the 

amount of $19,134.08 for payment of the above invoices. 

Please have the above invoices and Request for Cash and the supporting 


appropriate official should 51gn the "Request for Cash and Cash Summary 

Support Sheet NO.4" and return it along with the supporting documentation 

processing to our office at the foHowing address: 

'cf' 





~ \\ 

If you have any questions, ptease do not hesitate to call me or Debra Tompkins 

(601 )638-7121. 

Enclosures 

• JIMMY 

G. GOURAS 

"'"------------ URBAN PLANNING CONSULTANTS, INC. -----------~ 

1]00 CHERRY ST. • VICKSBURG, MS 39183· 601-638-7121 • FAX 601-638-5292· Email: jggouras@bellsolllh.nct

• - 

Mississippi DeVll!O.uthoritY 

REQUESTF H 

• 

Grenlllo, Co/ltroc{ No. ReqLJeSI No. 

S"ctlon A: G"n"rallnformatlon a.nx IMormallon S"etiol1 S: Project Information 

Appli~:. :',' -," ". -"';, ;:~. 

Section C: Retluestl'Qr Activlty 

From 

AprA 1, 2009 MO! 3'J, 2009 

To 

AIlIlrl)Val for Paymenl 

Signature 

Dale 

Total Prior Req uest to 

Activity Description Budget Amount Oate This Request Remaining Balanc~ Activity Numbers 

1 Adm inisi ration S 71200.00 S nAOO,66 S 47,733.34 

2 ApplicaUoo Preparalion S 10,000,00 S 10,00000 5 

3 ArchtteclJEnglneering Expense S 118,875.00 $ 18,724,58 $ 'tS,134,OB 5 79,016.36 

4 Construction of Public Buikling S 1. 375 000, 00 S 1.375,000.00 

5 Contingency S 68,750,00 5 68,750.00 

6 S 

Telal: S 1,641,825.00 S 52,191,22 $ 19 13 4 98 s 1,570 

1 

499 70 


under any other contract agreement or grant; (b) the amount requested will be expended for allowable costs! expenditures under the terms of the 

contract agreement or grant: (e) the amount requested herein does not exceed the total funds obligated by contract; and (d) the funds are requested 

for only immediate disbursements, 

[ Hereby Certify That the goods sold and/or services rendered have been delivered and/or performed in good order within the time listed 

above and are in compliance with all statutory requirements and regulations, I certify that this request does not include any advances or 


CMsty PickerirJ!l, CPA 4130/2009 

Sjgnature 01 Au thorll:ed Official Dale Signed Prepared By at Dale Prepared 

Mar\,nladner, President 

228-374.

• 

• 

• 

MissisSippi Development Authority 




April 1, 2009 

_______Request No: 

Ending Date: 

R-103-06 


R-109-024-03-KCR 

1. Activity: ArchilecVEngineering (a) : (b) 

Line Item Vendor Name Invoice # InVOIce Amount Match Share Federal Share 

A. Architect/Engineering Eley Guild Hardy 08-006-3 $19,134.08 $19,134.08 

B. $0.00 

C. $0.00 

D. $0.00 

Subtotal: $19,134,08 $ . $19,134,08 

2, Activity: (a) 

, 

(b) 


A. $0.00 

8. $0.00 

C. 

D. 

Subtotal; $ - $ . $ . 

; 

3. Activity: (a) (b) 


A 

B. 

C. 

D, 

Subtotal:

• • 

• 



Applicant Harrison County Request No: 4 Grant Number: R-103-06 

Contract Number: R-t09-024-03-KCR 

4. Activity: Construction of Public Building (a) : (b) 

A. 

B. 

C. 

D, 


Subtotal~ 

5. Activity: Contingency (a) (b) 

A 

B. 

C. 

D. 

Une Item Vendor Name Invoice # Invoice Amount Match Share federal Share 

Subtotal: 


A 

B. 

C. 

D. 

line Item Vendor Name Invoice # Invoice Amount Match Share Federal Share 

Subtotal: 

Cumulative Match Expended To Date: GRAND TOTAL: I $ 19,134.081 $ - \ $ 19,134.08 



contract agreement or grant; b} the amount requested will be expended for allowable cosls/expendltures under the terms of tile conlracl agreement or grant; 

c) the amounl requested herein does not exceed the total funds obligated by contract; and d) the funds are requested lor only immediate disbursements. 

I Hereby Certify tlhat the goods sold and/or services rendered have been delivered andfor p€rformed in good order and are in compliance with all statutory requirements 


Marlin ladner, President 

I Typed Name and Title of Authorized Official Signature of Authorized Official 

I

• • • 


Applicant: 



4 

Contract Number: R-109-024·03·KCR 

Total Amount Requested: S 19,134.08 

Line Items 

AdministlCltion 

Englneerlng 

Specific Line Items as Listed In the BUdget: 

Appl icatlon Pre paration 

ArchltecllEngineering Ex~ense 

ConslructJon of Public Building 

Contingency 



.. ",LW.VV $ 23,466.66 $ $ 47,733.34 

------- ------- --------$"'-------- 

$ 10,000.00 $ 10,000.00 $ . $'-- _ 

S 116,875.00 $ 18,724,56 $ "'\9,134.08 $ 79,016.36 

S 1.375,000.00 $ - $ $ 1,375,000.00 

$ 68,750.00 $ $ - $ 68,750.00 

$ 

------$:....------ 

$ 

$ 

------------------$"-------- 

$ 

$ 

Total Budget s 1,641,825.00 $ 52,191.22 $ 

19,134.08 $ 1,570,499.70 

To\al Funds Request to Date: 


CDSG Project Balance 


$ 

$ 

71,325.30 

1,570,499.70 

TODAY'S DATE 





CONTRACT EXTENStON (MONTHS) 

(ENTER '01' MOi'ITHS OR "Ir) 

FINAL CONTRACT COMPLETION OATS 




4130f2009 

111712008 

11f7l2011 

111712(111 

36.00 

15.89% 

84.11% 

TOTAl.. CONTRACT 

I'lUDGET S 

TOTAl-AMOUNT SPENT 

TO DATE 

%TOTAL CONTRACT 

BUOOl'T$PENT 

%CONTRACT BUOGET 

REMAINING 

CONSTRUCTION 

BUDGET AMOUNT 


DOllARS SPENT TO 


BUDGET SPENT 0.(10% 

1,641,825.00 

$71,325.30 

4.34% 

95.66% 


$1,443,750.00 Request 


Request

• 

ELEY GUILD HARDY ARC HIT E C T S 

April 1,2009 

f6)\E ~ \E U\'il \Elm 

IfU APR 06 2\l1l9 

M 

CQUNTI AOM\N\SiRATOR 

PRINCIPAl.'> 

James H. Eley, FAlA 

W. Taylor Guild, III, AlA, C

• 

Eley Guild Hardy Architects PA 

1091 Tommy Munro Drive 

Biloxi, MS S9532 

228-594-2323 

INVOICE 

City of Biloxi 

P.O. Boxn5 

Biloxi. MS 39533 

Invoice number 

Q8-00fl..3 

Project: 

. Biloxi Courthouse Annex 8ujlding"~Katrina 

Supplemental Community Revitilization 

Invoice Date 

04101/2009 

Billing Period Through: 04/01/2009 

Construction Cost Basis: $ 

Fee Basis: 

Billing Fee: $ 

1,400,000.00 

6.83 % 

95,670.40 

• 

Description 

Schematic Design 

Design Development 

Construction Documents 

Bidding and Negotiation 

Construction Administration 

Architectural %of Percent Prior Fee Current 

Fee Total Fee Complete Billings Earned Fee 

$ 14,350.56 . 15.00 100.00 $ 14.350.56$ 14,350.56 $ 0.00 

$ 19,134.08 20.QO 100.00 $ 0.00$ 19,134.08 $ 19,134.08 

$ 38,268.16 40.00 0.00 $ 0.00$ 0.00 $ 0.00 

$ 4,783.52 5.00 0.00 $ 0.00$ 0.00 $ 0.00 

$ 19,134.08 20.00 0.00 $ 0.00$ 0.00 $ 0.00 

$ 95.670AO 100.00 35.00 $ 14,350.56$ 33,484.64 $ 19,134.08 

""-otal Project Invoice Amount*" 

1 $ 19.134.081 

Approved By:._- f-/f-_-\- _ 

• 

City of Biloxi 

Invoice number: Oa-olJ6.-3 

EC:H 

ARCHITECTS

MINUTES 




ORDER APPROVING LINE ITEM INCREASE OF $5,000.00 

TO ACCOUNT 110 101 581 FOR INTEGRATOR TOOLBAR 

LICENSE FOR PUBLIC VIEWING IN THE RECORD 

VAULT AND BY CHANCERY CLERK EMPLOYEES 

May 11, 2009, Item # 49 


MISSISSIPPI, that the Board does HEREBY APPROVE line item increase of$5,000.00 to 

account 110 101 581 for Integrator Toolbar License for public viewing in the record vault and by 

Chancery Clerk employees. 








AYE 

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THIS lIth day ofMay 2009.

MINUTES 




ORDER ACKNOWLEDGING RECEIPT OF ARBITRAGE 

REBATE CERTIFICATIONS FROM AMTEC, AS LISTED, 

AND AUTHORIZING $1,100 PAYMENT TO AMTEC 

May 11, 2009, Item # 50 


MISSISSIPPI, that the Board does HEREBY ACKNOWLEDGE receipt ofArbitrage Rebate 

Certifications from Amtec, as listed and as evidenced by Exhibit A to this Order: 

a) $8,200,000.00 Mississippi Development Bank, (Harrison County, Mississippi 

Correctional Facilities Authority Revenue Bonds Refunding Project), Special Obligation Bonds, 

Series 2002. (001-880-803). 

b) $12,525,000.00 Mississippi Development Bank, (MS Bond Program - Harrison 

County, Mississippi General Obligation Refunding Bond Project), Special Obligation Bonds, 

Series 2003. (210-800-803). 

c) $20,900,000.00 Mississippi Development Bank, (MS Bond Program - Harrison 

County, Mississippi Hurricane Katrina General Obligation Refunding Project), Special 

Obligation Variable Rate Demand Refunding Bonds, Series 2005A. 

IT IS FURTHER ORDERED that the Board does HEREBY AUTHORIZE total payment 

of $1 ,100 to Amtec for services provided, payable from 210-800-803. 


foregoing order, whcreupon the question was put to a vote with the following results: 


Supervisor KIM B. SAVANT votcd 


AYE 

AYE 

AYE

MINUTES 





AYE 

AYE 




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erAX-EXEMPT COMPLIANCE 

-- 

- 

-- -...... 

- 

APIil 24, 2009 

Doug Annstrong, CPA 

Harrison County Chancery Clerk 

1801 Gulfport 23 rd Avenue 


Re: 

Arbitrage Rebate Certification for the $20,900,000 Mississippi Development Bank, (MS Bond 

Program - Harrison County, Mississippi Hurricane Katrina General Obligation Refunding 

Project), Special Obligation Variable Rate Demarld Refunding Bonds, Series 2005A 

• 

Dear Mr. Armstrong: 

On January 10, 2006, the Mississippi Development Barlk issued the $20,900,000 Special 

Obligation Variable Rate Demand Refunding Bonds (MS Bond Program - Harrison County, 

Mississippi Hurricane Katrina General Obligation Refunding Project) for Harrison COW1ty, 

Mississippi (the "COW1ty"). All bond proceeds were expended within six months from this 

date; therefore, this Issue qualifies for the Six-Month Spending Exception from Rebate. 

This Arbitrage Rebate Certification encompasses the period from Jarluary 10, 2006, the 

delivery date ofthe Bonds, through March 1,2009. TIlls Certification indicates that there is no 

rebate liability. This Certification meets the requirements of the Trust Indenture for this Issue 

and is in accordance with the Tax Code and the Regulations. 

The Indenture requires that certain funds be established. The Principal arld Interest FW1ds 

(together, the "Funds") are the only remaining funds subject to the Rebate Regulations. The 

Funds have been established to receive payments from the County, which consist ofprincipal, 

interest and sinking fund deposits. 

• 

Under Treasury Regulation 148(f)(4)(A), the rebate requirement does not apply to amounts in 

certain bona fide debt service funds. The Regulations define a bona fide debt service fund as 

one that is used primarily to achieve a proper matching ofrevenues with principal and interest 

payments within each bond year. The fund must be depleted at least once each bond year, 

except for a reasonable carryover amoW1t not to exceed the greater ofthe earnings on the fund 

for the immediately preceding bond year or 1112 th ofthe principal and interest pa.~M~~~~__ 

issue for the immediately preceding bond year. 

HIBI 

124 LaSalle Road, West Hartford, CT 06107 (860) 523-5112 Fax (860) 236-7135 www.amteccorp.com

• 

We have reviewed the Principal and Interest FWlds and have detennined that the funds 

deposited have functioned as bona fide debt service funds and are not subject to the rebate 

requirement. 

We have completed our review in accordance with the Regulations. This Certification is in 

compliance with the requirements of the Indenture. Our review and procedures are also in 

compliance with the Tax Code. 

American MWlicipal Tax-Exempt Compliance Corporation 

BY~ 

William M. Pascucci, President 

• 

•

• 

INVOICE 

Client: 

Doug Armstrong, CPA 

Hamson County Chancery Clerk 


Gulfport, MS 3950I 

Invoice No. 2296-04-09 

Date: April 24, 2009 

• 

For Professional Services: 

Date Completed Issue Senrice Fee 

Rebate Certification for the $20,900,000 Mississippi 

Development Bank, (MS Bond Program ~ Harrison Arbitrage 

April 24, 2009 County, Mississippi Hurricane Katrina General Rebate 

Obligation Refunding Project), Special Obligation Certification 

Variable Rate Demand Refunding Bonds, Series 2005A $500 

Total $500 

Should you have any questions about this invoice, please call our office at (860) 523-5112. 

Please remit the total due to: 

• 

Amtec 

124 LaSalle Road 

West Hartford, CT 06107 

Tax ID 06-1308917

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_AX-EXEMPT COMPLIANCE 

- - 

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- 

April 24, 2009 





Re: 

Arbitrage Rebate Certification for the $8,200,000 Mississippi Development Bank, 

(Harrison County, Mississippi, Correctional Facilities Authority Revenue Bonds 

Refunding Project), Special Obligation Bonds, Series 2002 

Dear Mr. Annstrong: 

• 

On April 30, 2002, the Mississippi Development Bank issued the above referenced Harrison 

County, Mississippi, Correctional Facilities Authority Revenue Bonds Refunding Project for 

Harrison County, Mississippi (the "County"). 

Tbis Arbitrage Rebate Certification encompasses the period from April 30, 2002, the delivery 

date of the Bonds, through April 1, 2009. "Ibis Certification indicates that there is no rebate 

liability. This Certification meets the requirements ofthe Trust Indenture for this Issue and is in 

accordance with the Tax Code and the Regulations. 

The Indenture requires that certain funds be established. The Principal and Interest FW1ds 

(together, the "Funds") are the only remaining funds subject to the rebate regulations. The 

Funds have been established to receive payments from the County, which consist of principal, 

interest and sinking fund deposits. 

During the period between April 30, 2002 and April 1, 2009, the County made periodic 

payments into the Funds, which were used, along with the interest earned, to provide the 

required debt service payments. . 

• 

Under Treasury Regulation l48(f)(4)(A), the rebate requirement does not apply to amounts in 

certain bona fide debt service funds. The Regulations define a bona fide debt service fund as 

one that is used primarily to achieve a proper matching ofrevenues with principal and interest 

payments within each bond year. The fund must be depleted at lea>;t once each bond year, 

except for a reasonable carryover amount not to exceed the greater ofthe earnings on the fund 

for the inm1ediately preceding bond year or 1/l2 t1l ofthe principal and interest payments on the 



• 

We have reviewed the Principal and Interest Funds and have determined that the funds 

deposited have functioned as bona fide debt service funds and are not subject to the rebate 

requirement. 

We have completed our review in accordance with the Regulations. This Certification is in 



American Municipal Tax-Exempt Compliance Corporation 


• 

•

• 

INVOICE 

Client: 




Gulfport, MS 3950 I 

Invoice No. 2291-04-09 


• 


Date Completed Issue Service Fee 

Rebate Certification for the $8,200,000 Mississippi 

Arbitrage 

Development Bank, (Harrison County, Mississippi, 

April 24, 2009 

Rebate 

Correctional Facilities Authority Revenue Bonds 

Certification 

Refunding Project), Special Obligation Bonds, Series 2002 

$300 

Total $300 

Should you have any questions about this invoice, please call our office at (860) 523-5112. 


• 

Amtec 



Tax ID 06-1308917

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_AX-EXEMPT COMPLIANCE 

- - 

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-..... - 

April 24, 2009 


Harrison COlUlty Chancery Clerk 



Re: 

Arbitrage Rebate Certification for the $12,525,000 Mississippi Development 

Bank, (MS Bond Program - Harrison COlUlty, Mississippi General Obligation 

Refunding Bond Project), Special Obligation Bonds, Series 2003 

Dear Mr. Annstrong: 

• 

On March 26,2003, the Mississippi Development Bank issued the above referenced MS Bond 

Program - Hanison County, Mississippi General Obligation Refunding Bond Project for 

Harrison County, Mississippi (the "County"). 

TIlls Arbitrage Rebate Certification encompasses the period from March 26,2003, the delivery 

date of the Bonds, through March 31, 2009. This Certification indicates that there is no rebate 

liability. This Certification meets the requirements ofthe Trust Indenture for this Issue and is in 

accordance with the Tax Code and the Regulations. 

The Indenture requires that certain funds be established. The Debt Service Fund is the only 

remaining fund subject to the rebate regulations. The fund has been established to receive 

payments from the County, which consist ofprincipal, interest and sinking fund deposits. 

During the period between March 26, 2003 and March 31,2009, the County made periodic 

payments into the Debt Service Fund, which were used, along with the interest earned, to 

provide the required debt service payments. 

• 

Under Treasury Regulation 148(f)(4)(A), the rebate requirement does not apply to amounts in 

certain bona fide debt service funds. The Regulations defme a bona fide debt service fund as 

one that is used primarily to achieve a proper matching of revenues with principal and interest 

payments within each bond year. The fimd must be depleted at least once each bond year, 

except for a reasonable carryover amolUlt not to exceed the greater ofthe earnings on the fund 

for the immediately preceding bond year or 1/12 th of the principal and interest payments on the 



• 

We have reviewed the Debt Service FWld and have detennined that the funds deposited have 

functioned as a bona fide debt service fund and is not subject to the rebate requirement. 

We have completed Oill' review in accordance with the Regulations. This Certification is in 



American Municipal Tax~Exernpt Compliance Corporation 

BY~~_----"",,=- 


_ 

• 

•

• 

INVOICE 

Client: 


Hamson County Chancery Clerk 



Invoice No. 2292-04-09 


• 


Date 

April 24, 2009 

....... 

Issue Service Fee 

Arbitrage Rebate Certification for the $12,525,000 

Arbitrage 

Mississippi Development Bank, (MS Bond Program - 

Rebate 

Harrison County, Mississippi General Obligation Refunding 

Certification 

Bond Project), Special Obligation Bonds, Series 2003 

$300 

Total $300 

Should you have any questions about this invoice, please contact the office at (860) 523-5112. 


• 

Amtec 



Corporate Tax ID # 06-1308917

MINUTES 


MINUTE BOOKMAY 2009 


ORDER ACCEPTING DONATION OF ONE DELL 

INSPIRON DESKTOP MODEL E5200, ONE CANON 

ALL-IN-ONE PRINTER AND SOFTWARE FROM THE 

THETA ZETA OMEGA CHAPTER OF THE ALPHA 

KAPPA ALPHA SORORITY, INC., FOR USE AT THE 

FRANCES FREDERICKS SENIOR CENTER, 

REQUESTING THE INVENTORY CLERK TO PLACE 

SAME ON THE COUNTY'S INVENTORY LIST, AND 

FINDING THAT THE CHAPTER WILL PROVIDE BASIC 

COMPUTER INSTRUCTIONS TO THE SENIOR CITIZENS 

May 11,2009, Item # 51 


MISSISSIPPI, that the Board does HEREBY ACCEPT donation ofone Dell Inspiron desktop 

Model E5200, one Canon all-in-one printer and software from the Theta Zeta Omega Chapter of 

the Alpha Kappa Alpha Sorority, Inc., for use at the Frances Fredericks Senior Center, and 

finding that the Chapter will provide basic computer instructions to the senior citizens. 

IT IS FURTHER ORDERED that the Board does HEREBY REQUEST the Inventory 

Clerk to place same on the county's inventory list. 








AYE 

AYE 

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MINUTES 




ORDER APPROVING THE EMPLOYMENT OF 

MEADOWS LAW FIRM TO ANSWER SUMMONS, AS 

LISTED 

May 11,2009, Item # 52 

ORDERED BY THE BOARD OF SUPERVISORS OF I-IARRISON COUNTY, 

MISSISSIPPI, that the Board does HEREBY APPROVE the employment ofMeadows Law Finn 

to answer summons in the matter ofCharles Gabriel and Betty Gabriel v. Arthur 1. Deprez, et 

al., Cause No. 09-01021-3. 








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MINUTES 




ORDER APPROVING TRAVEL, AS LISTED 

May 11,2009, Item # 53 


MISSISSIPPI, that the Board does HEREBY APPROVE the following travel: 

a) Rhonda Snell, Youth Court, to attend the Domestic Violence Conference May 

19·21, 2009 in Choctaw, Mississippi at no cost to the County. 

b) Seniors to travel to Pensacola, Florida May 28,2009. 

c) Constables Josh Spann, Windy Swetman, Billy Phelps, Paul Johnson to attend the 

Mississippi Constables Association training seminar and convention, June 1-6,2009 in Natchez, 

Mississippi, the estimated cost being $1040.00. 








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MINUTES 




ORDER FINDING THAT THE LOWEST BID OF PROVOX 

SYSTEMS DID NOT MEET THE SPECIFICATIONS AND 

REQUIREMENTS FOR THE ELECTRONIC PUBLIC 

AGENDA SYSTEM, REJECTING SAME, AND 

ACCEPTING THE BID OF MCCI IN THE AMOUNT OF 

$59,944.00, AS NEGOTIATED, AS THE BEST BID 

MEETING SPECIFICATIONS AND REQUIREMENTS FOR 

THE ELECTRONIC PUBLIC AGENDA SYSTEM, AS 

RECOMMENDED BY LISA VAUGHAN, IT PROJECT 

MANAGER, AND AUTHORIZING THE BOARD 

PRESIDENT TO EXECUTE ALL CONTRACT 

DOCUMENTS UPON RECEIPT OF SAME 

WHEREAS, the Board of Supervisors does hereby find as follows: 

May 11,2009, Item # 54 

1. That this Board, at a meeting heretofore held on the 22 nd day of September 2008, 

adopted an Order authorizing and directing the Clerk ofthe Board to cause publication to be 

made ofRequest for Proposals for an electronic public agenda system for Harrison County, 

Mississippi. 

2. That as directed in the aforesaid Order, said Request for Proposals was published in 

The Sun Herald, a newspaper published and having a general circulation in Harrison County, 

Mississippi for more than one year next immediately preceding the date ofsaid Order directing 

publication of said notice, and that the Publisher's Affidavit of ProofofPublication has been 

flIed with the Clerk ofthis Board, by said Clerk exhibited to the Board, and shows that said 

notice was published on February 20 and 27,2009. 

3. That publication ofsaid notice has been made once each week for two consecutive 

weeks, the last ofwhich was at least seven working days prior to March 24,2009, the day fixed

MINUTES 



for receiving said bids in the legal notice identified in paragraph one thereof, said Proofof 

Publication follows this Order as Exhibit A. 

4. That bids were received at the time and place and in the manner provided in said 

Request for Proposals, at which tome said bids were opened, read aloud, and have remained on 

file with the Clerk ofthe Board. 

5. That on April 13, 2009 this Board acknowledged receipt ofand laid over for action at 

a later date the bids received on March 24,2009. The bids received follow this Order as Exhibit 

B. 

6. The Board does hereby tind, upon the recommendation ofLisa Vaughan, IT Project 

Manager, that the lowest bid ofProvox Systems did not meet the specifications and requirements 

for the electronic public agenda system and should be rejected. 

7. The Board does hereby find, upon the recommendation ofLisa Vaughan, IT Project 

Manager, that the next lowest bid ofMCCI, in the amount ofFIFTY-NINE THOUSAND NINE 

HUNDRED FORTH-FOUR AND 00/100 DOLLARS ($55,944.00), as negotiated, is the best bid 

meeting specifications and, therefore, the best received for the electronic public agenda system 

for Harrison County, Mississippi; and that said bid is reasonable and fair and should be accepted. 

It is therefore 


MISSISSIPPI that the lowest bid ofProvox Systems is HEREBY REJECTED because it did not 

meet the specifications and requirements for the electronic public agenda system. It is further 

ORDERED BY THE BOARD OF SUPERVISORS OF HARRISON COUJ\JTY, 

MISSISSIPPI that the next lowest bid ofMCCI, in the amount ofFIFTY-NINE THOUSAND 

NINE HUNDRED FORTY-FOUR AND 00/100 DOLLARS ($55,944.00), as negotiated, is the

MINUTES 



best bid meeting specifications and, therefore, the best received for the electronic public agenda 

system for Harrison County, Mississippi. It is further 


MISSISSIPPI that the Board president is HEREBY AUTHORIZED to execute all contract 

documents upon receipt ofsame. 





Supervisor MARLTI'J R. LADNER voted 



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...- , .... 

PROOF OF PUBLICATION 



Before me, the undersigned Notary of Harrison County, 

Mississippi personally appeared .Tulie Garner 

who, being by me 'first dUly sworn, did depose and say that she is a 

clerk of The Sun Herald , a newspaper pUblished in the city 

Gulfport ,in Harrison County, Mississippi, and the pUblication 

of the notice, a?:Zy of which is hereto attached, has been made 

in said paper times in the following numbers and on the 

following dates of such paper. viz: 

Vol.~No.•M d.ted~ dayor;:e1... .20 09 

Vol.~No.ilff'dated'C£L day Of~, 20£2i 

Vol. No., __ dated __ day of ,20__ 



VoL No., __ dated __ day of ,2O__ 

Vol. No., __ dated __ day of ,20_~ 

IEX~BITI 

Affiant further states on oath that said newspaper has been 

established and pUblished continuously in said country for a period 

of more than twelve months nex to the fir ublication of said 

notice. 

MAR 042009 

~:oand subscribed before me this 

-f..l.I--t&L 

' A. D., 20Jfl- 

c,erk3 

KANDI A. BERKLEY ~ 

Notary Public, State of Mississippi ~~ 

My ~~~rJ~~i~~~E~~"e'~otaryPLJIiliCfj/ 

day of 

Printer's Fee $ ~_ 

Furnishing proof of pUblication ., $ _ 

TOTAL .

BID TABULATION: 

Electronic Public Agenda System 

~v , 

BIDS RECEIVED: 

3/24/2009 

~. PROVOX ~S 

COMPANY T~IES MCCi 

i'.. 

SYSTEMS SOW~ NS 

COSTS V 

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TECHNOLOGIES 

8 Y A t P HAC Q R P,. 

Contact Information: 

Craig Petersen 

Regional Director 

Office: 801-977-8608 

Mobile: 801-910-5905 

cpetersen@siretechnologies,com 

Home Office: 

3676 W. California Ave., Unit B100 

Salt Lake City, UT 84104 

+1 801.977.8608 Tel 

+1 801.977.8775 Fax 

www.siresolutionsGom 

Electronic Public 

Agenda Management 

Software 

REQUEST FOR PROPOSAL 

Harrison County Board of 

Supervisors 

Attention: Melissa Pope, Purchasing Clerk 




Phone: 228-8654112 

For more information on SIRE's products please visit www.siretechnologies.Gom. 

COpy

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f~FP: Uec:tronic Public AflendB ManafJement Software for Hamson County, MS 

Transmittal Letter 

To: 

Harrison County Board of Supervisors: 

"'" ,-",."""""""", 

.",..,-".,..."._". 

SIRE.. 

SIRE has a suite of products which we will use to meet the requirements of this RFP. These products have all been 

developed and integrated one with the other by SIRE Technologies. Our core application is our Electronic Document 

Management product. All other applications have been created and integrated with our EDMS. This allows us to 

provide much more functionality in our applications and gives us the ability to meet all of the requirements of this 

RFP. Early on in our development of Legislative applications we realized that it would be necessary to employ the 

capabilities of our EDMS product because of the large amount of paper that is generated in the Legislative process. 

Other applications that we have employed in this solution is Retention Management, Automated Business processing 

(Workflow), Web Forms, and of course, Agenda Management. These applications are all Web based applications 

and built on Microsoft .NET Technology. 

At SIRE Technologies we price our product a little different than most providers, in that we license our Agenda 

application and all of its associated modules as an Enterprise License. We allow as many connections to our EDMS 

as the County needs in order to fulfill your Agenda Management requirements, The concurrent licenses can be used 

anyway you desire; even if it is not related to Agenda Management. Some of our clients that have purchased our 

Agenda Management already had an EDMS and desired to keep using it. In that case we have provided an export 

utility to move documents from our system to their current system. 

This solution will provide Harrison County with all of the functionality as requested in the RFP and some additional 

functionality not requested. The County will be able to manage all committee, commission and council meetings, with 

unlimited access for their users, submit and approve Agenda requests using one of several methods including web 

based forms.. Route requests through an automated business process (Workflow) for item approval. Attach 

supporting documentation to Agenda requests, at the time the request is submitted or at a later time, using any file 

format desired. Schedule meetings and enforce deadlines for item submission to those meetings. Track item history 

through all Commission and Committees. Manage all meetings including roll call, items, motions, votes and minutes 

during the meeting. Manage Committee, Commission and Council members and terms, Post meetings and minutes 

to the Web and many other capabilities as requested. 

I am Craig Petersen and I am authorized to sign documents, negotiate proposed items, and answer questions that 

pertain to this project. 

Sincerely, 

~(J~- 

Craig Petersen 

Regional Director, SIRE Technologies 

801.415.0624 (office) 

801.910.5905 (mobile) 

cpetersen@siretechnologies.com 

http://www.siretechnologies.com 

SIRE Technoiogies, Inc 3676 W California Ave. Unit 6100 Salt L.ake City, UT 84104 wwwslrotBchno!ogies,corn 

Page 12 

SIRE Technologies, INC. 

3676 W. California Ave., 

Salt Lake City, UT 84104 

Tel 801.977.8608 

Fax 801.977.8775 

www.siretechnologies.com 

'~8pl'oYSe'a;f6fmal:lett8roftranSmittalwithyourproposal'that commits your firm to its'propothJlandstates 

'triat lhepropO$8d soILl,~nmee~J~ requirements of each sUbsection of this RFP. The transmittal Jetter must be 

s~nec:1P!i:tn ' ')'ourfir:m;~~orizedtodO so. Alsoinelude contact information for: (1ll)8rson responsible 

J~i,r"a~t:',hS':fiJimjhgt~l9'oposali(2) the person responsible foreontraet n8$"tiatic:m. and (3) the 

signer. ' '" ,. '. '"

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HFr.'. Electronic Public j\genda Management Software for I-Iarnson County, MS 

_Du~~_~ar~O_?i,_?QC!.~",___ ,___ , . ". .__ .. _. 

Executive Summary 

t=>l!as•.,QtYe, ~rt,[~i~;qftht!pr6PO$ed1;(jtijtil)fiinCluding-yoUrOotfipany'$:uniqut!abiU~i·~ 

;~t,fljj'i:PfOject/requiteme,rts,'softwiiJre requirements, and hardware reql,lJrements.· Include 

exceptiooS to tl1.,BE'P if iiJOY-;,,:',[, ... . . 

SIRE Technologies, Inc (a subsidiary of AlphaCorp, Inc.), develops, delivers, and supports its own 

Electronic Document Management System (EDMS) and Agenda Automation Software called SIRE 

(Store, Index, Retrieve, and Exchange). This powerful product suite helps business, governmental, and 

educational organizations dramatically reduce the costs of manually processing, storing, and retrieving 

their documents and information. At the same time, SIRE helps them increase their prOductivity, 

profitability, and security. SIRE finds no exceptions to this RFP. 

SIRE has been developing our Agenda and Document Management solutions since 1983. SIRE has a 

unique document management and imaging software package that is able to interface PC and Internet 

environments and storage devices including HP, IBM, SUN, Windows NT, and Novell platforms. SIRE 

has unique communications and network capabilities that allow management and transmission of 

images from standard page sizes to engineering drawings (D-E sizes) on a LAN or WAN. 

Our combination of people and resources has allowed SIRE to achieve a strong national presence. 

SIRE currently has an installed base of approximately 79,000 users. Our client base represents a 

cross-section of industries including government, manufacturing, legal, technological, utility, publishing, 

education, and accounting. Our success in these areas relates directly to two important factors: the 

quality of our personnel and our team approach to total customer satisfaction. 

Experience has taught us that sometimes our clients need only to streamline and automate existing 

processes. Others want to re-think the way they do business in response to new or changing 

ordinances, newly elected leaders, or departmental growth. SIRE's solutions are modular in design 

allowing us to affordably provide our customers with a fit that best suits their circumstances and needs. 

Yet our straight-forward pricing methodology, combined with products that contain a long list of 

standard features, provide our clients with the best value possible. 

- Why Choose SIRE Technologies? - 

Any company can claim to be the best. SIRE proves it with an unbeatable history of excellence in 

delivering outstanding solutions in document and agenda management while earning a reputation for 

delivering unparalleled service. As of the writing of this RFP, SIRE enjoys a client retention rate of 

100%. 

SIRE is used faithfully by organizations with some of the highest standards for document and agenda 

management including the Nevada Supreme Court, the Florida Office of Attorney General, the 

Louisiana Attorney Disciplinary Board, L-3 Communications and Lockheed Martin. Top publications to 

write about the growing success of SIRE include Forbes, MorningStar, Wachovia Securities, FindLaw, 

Federal Computer Week, Government Technology, Document Management, ARMA, AIIM, Defense 

Daily Network, and Document Imaging Report. 

In order for an EDMS system to truly make a difference in your organization, it must contain certain 

functions. SIRE includes these functions as standard components within our system - features such as 

Retention Manager, Workflow, Audit Trails, the ability to email records, the ability to save documents 

directly into SIRE from the native application, and CD publisher. This leads to better buy-in, better user 

adoption, better results, and more cost savings. 

SIRE Technologies, Inc 36/6 W California Ave, Unit B1 00 Salt L.ake City, UT 84104 wwwsiretechnoiogiescoll1 

Page 13

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F~FP [;Iedronic Public Agenda Mana~lernenl Software for Harrison County, MS 

SIRE Technologies' agenda and content management solutions suite prove to be some of the World's 

best of breed -- according to three leading independent panels. Three organizations, The Enterprise 

Content Management Connection, Software and Information Industry Association and the Public 

Technology Institute, have all independently acknowledged SIRE Technologies' products as some of 

the best available. 

The Enterprise Content Management (ECM) 

Connection pronounced SIRE among the top 5 in 

the government category of its annual ACE 

awards. The award is designed to honor 

companies' noteworthy achievement across three 

criteria: Appeal, Content, and Education. 

SIRE Technologies, Inc 36nJ W Califmnia Ave. UJlIt 8100 Salt Lake City. UT 84104 www.siretechnologles.com 

Page r 4 

2007S11A 

IleDDiEl1 

AWARDS 

2008SIIA 

IICoDiEl1 

FINALIST 

T. ~ . l: !! ..N.. .2 .!c._ j>__._.Q ~_ _~..__ .~._ .._ 

As your organization grows and adapts to its changing environment, so too must your systems. 

Offering the ability to expand or "scale" implies more than merely adding user licenses. SIRE offers 

technology that is truly scalable and capable of adapting to meet growing demands, expanded use 

throughout your entire organization, changing policies and practices, and even new laws. The reliability 

of SIRE stems from its unique architecture that allows the system to be configured to provide an exact 

fit without the need to write new software code. 

Another way in which SIRE proves its leadership comes from the long list of successful integrations 

with 3rd party applications and mainframe systems. This will ensure that your system can 

communicate with the other related systems in your office - making your job that much easier. 

Keeping with its reputation as the innovative leader, SIRE was the first to migrate over to the 

revolutionary .NET architecture. This new platform technology is proving to provide superior ease-ofuse, 

flexibility, less maintenance, and even better security. As you might expect from a state-of-the-art 

system, SIRE is compliant with both DoD 5015.2 and Sarbanes Oxley. 

The Software and Information Industry Association 

(SIIA) also ranked SI RE Electronic Content 

Management Systems among the top five "Best 

Document Management Solutions" for 2007. These 

awards celebrate achievement and vision in 

software, education technology and digital content. 

And thanks in large part to its implementation of 

SIRE Technologies; San Carlos, California is the 

proud winner of the Public Technology Institute's 

Technology Solutions Award. 

«Jt17Vf.f~'J,9.!lu.,!!!P.!., 

ACt ;AWARD 

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fU'l' Electronic F)ublic Agenda Managernenl Software for 1"lanison County" 1\18 

~?lJEE.~J0~!ftl?4\.?9Q~ ._..... _.. . _.. __ . 

Additionally, SIRE Technologies has been named 

one of Utah's "Best Companies to Work For" in 

2007 and 2008. This award reflects our corporate 

culture in that we believe outstanding employees 

are able to provide outstanding service. Our people 

truly make the difference. Our highly skilled and 

energetic workforce reflects the right mix in 

technical expertise, support, and service. Not only 

do we develop world-class products, but we also 

provide extraordinary clJstomer service. We listen 

carefully to questions and talk to our customers in 

order to develop products that are centered on their 

needs and continue to meet and exceed market 

expectations. 

SIRE has officially been named in the 2007-2008 

Worlds 500 Largest Software and Service 

Providers list. This is an annual award issued by 

Software Magazine and ranks software companies 

based on growth. As an official member of the 

who's who club, we're now in the ranking of 

companies such as Microsoft, IBM, Sun, etc. 

SIRE Technologies is pleased to announce that it 

has qualified as a Microsoft Gold Certified Partner. 

This partnership promises to help maintain the high 

level of interoperability between SIRE and 

Microsoft products that exists today. 

In 2008, SIRE made the prestigious Inc. list of the 

5000 fastest-growing private companies in the 

country. The list is the most comprehensive look at 

the most important segment of the economy 

America's independent-minded entrepreneurs. 

SIRE Technologies ranks in one of the most 

notable median growth categories among the Inc. 

5000 fastest-growing businesses, Government 

Services, which grew by 220% on average. "We 

are proud to be recognized as one of the fastest 

growing private companies in corporate America," 

said Kris Painter, President of SIRE Technologies. 

"Making the Inc. 5000 list confirms that our efforts 

in designing superior products as well as 

developing strong relationships with our clients is 

being rewarded with long-lasting and sustainable 

growth." 

SIRE Technologies, Inc. 3676 W California Ave. Unit 8100 Salt Lake City, U 1 841 ()4 wwwslretedHlologies.com 

Page I 5 

----2008---- 

BESTCOMPANIES 

TOWORK FOR 

BEST (:()l\.lPANIES 

I ( ) \X"( If{ '" H JH 

Microsoft· 

GOLD CERTIFIED 

Portner 

I DC. 

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f~n) Electronic Public Aflenda Manaflenlenl Software for Hamson County MS 

2ys~£~(~rGh~_1c_~QQ~_ __ __ _. _ 

Company Information 

This is how SIRE will solve some of the major predicaments the County is facing today: 

.:. Volume: Through custom retention schedules and immediate file retrieval in SIRE, there will be no 

more need to store a massive amount of files or duplicates onsite once the backlog is entered into 

SIRE Technologies, Illc. 3676 W Callfomla Ave. Unit 8100 Salt Lake City, UT 84104 wwwsll-elechnologies corn 

Page I () 

T "-__c. __~__~ 5! L o._._ .. ~__ __'___.§_~ __ 

This .~on.-~rQ~idegeaCh vendor with the opportunity of demohstrating how its history, 

()flClnliati~r:t_!_;;Clndpartners~ips differentiate it. CarefuJattention should be paid to provIding 

-i""(j-tmatioa::relev~ntto C~1JntyneedS, 

With over 490 successful implementations and rollouts in the government sector, our solution has been 

proven to dramatically increase staff productivity, effectiveness, and overall efficiency by providing 

instantaneous access to virtually any file stored in our system from anywhere and literally eliminating 

the problem of lost, misplaced, or duplicate files. SIRE also significantly elevates the security of files by 

managing access on the cabinet, folder, and file level, thereby regulating public access to classified 

information. Access can be restricted to viewing and printing rights only for selected individuals, 

groups, or document types. 

.:. Agenda Management and Document Management Automation: SIRE provides automation in 

the meeting management for the County by providing the creation of the agenda, management of 

the meetings during the meetings, automatic minutes generation with roll call, voting, actions, and 

One Click technology to publish to your web-site. SIRE also includes the ability to automate a 

range of processes across the enterprise, including storage, retention, indexing, and workflow 

processes. 

.:. Improve Efficiency: Instant access to files from anywhere at any-time combined with automated 

processes and procedures dramatically increases staff productivity, effectiveness, and overall 

efficiency. 

.:. Eliminate Paper: Paper-based systems make it extremely time-consuming to find and retrieve 

requested documents by hand. The growing number of documents being filed and requested in any 

office only intensifies this problem. SIRE allows users to easily store, index, retrieve, view, share, 

and edit paper and electronic documents as well as Agenda items used every day, thereby 

eliminating paper trails and the physical hunt for files and documents. Eliminating paper reduces 

the time spent filing documents away, as well as the time needed to retrieve them at any given point 

in time. Using SIRE as your electronic document management system allows you to significantly 

reduce physical storage space while rendering documents portable and remotely accessible for fast 

retrieval by multiple users simultaneously. 

.:. Achieve Cost Reductions: We have successfully solved issues of massive paper volumes, 

storage space, misplaced files, and document retrieval for our customers, thus saving them a great 

amount of labor hours and money. Improvements are also achieved through streamlined work 

processes, saving both time and money. 

.:. File Security & Compliance: With SIRE, different files can be assigned different levels of security 

in order to protect files with varying security needs and guarantee compliance with various rules and 

regulations, such as HIPM, Sarbanes-Oxley, and the Patriot Act.

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my E:lectronic Public Agenda Managemenl Softwa;'e for Harnson County, MS 

Due: _-_:_':'~'__".:.:C __=-.',,:,.."' __:'_.:_:_.=______ 

•:. 

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the system. Files can be retrieved from anywhere and by multiple people simultaneously. 

Automated retention schedules ensure the proper storage and purging of files that have reached 

the end of their retention schedule. 

Email Management: With proper e-mail policies in place, SIRE will ensure the automated and 

accurate storage of e-mails identified as records, including their attachments, while enabling 

controlled access to these records. 

SIRE Technologies, Inc 3676 \IV California Ave Unit B100 Salt Lake City, UT S4104 wWW sll'etechnologies_com 

Page I 7 

._ .__. L_".._._... _~....!:I. ..._~.O L-Cl_.~ ....'..... "..._~_. 

Improve Access: Through fast and easy file retrieval, SIRE will drastically reduce the time currently 

being spent on retrieving documents and completely eliminate the need for duplicates. The 

documents will eventually be accessible by all divisions within the department of the University and 

can be made accessible over the web to both staff and the public via any internet-ready PC. Access 

control dictates who has access to what documents, thereby ensuring confidentiality of files and 

activity restrictions where necessary. 

.:. File Integrity: SIRE eliminates the need to search for missing or lost documents. Existing policies 

regarding public reviews of files can be strictly enforced through access control, which ensures that 

designated documents can be viewed and printed, if desired, but not modified. 

.:. Automate Document Retention: SIRE will be configured to reflect the existing retention schedules 

of the divisions within the County for different document types. With these schedules in place, 

improper purging will be successfully eliminated, and the retrieval of archived files will be 

instantaneous and accurate. 

.:. Integrate with Existing Systems: Being an open MS Windows solution using industry-standard 

networks and SOL or Oracle databases, SIRE is fully compatible with all open system standards 

and integrates with the existing computing infrastructure of the County. Integration to existing legacy 

systems can be accomplished with our SIRE API Toolkit. For document routing and workflows, 

SIRE utilizes any Microsoft compliant mail system. 

Automate Workflow Processes: SIRE's workflow feature is used to streamline and eliminate 

manual processes of moving paper throughout the office, approving Agenda Items, even over 

multiple divisions and departments. Documents can be routed based on pre-defined workflows for 

certain document types, or they can be routed on a custom basis. SIRE has the ability to notify an 

authorized user of workflow events that are taking place via email or electronic queue. Reporting 

options enable process tracking and show graphically where projects are at in the workflow.

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f~FF i:lectronic Public Agend" Management Software for Harrison Couniy, MS 

_QIJ_~:_I'~_~lf.(;IJ ~A_l~9~~ _._________ .....__ . _.__ ._ .. 

History and Profile 

'@tOvide ~. ~cjse pr~IjQfyourO'r:pl1i:tation 

SIRE Technologies, by AlphaCorp, Inc. 

3676 California Ave., Unit 8100 

Salt Lake City, Utah 84104 

Phone: 801-977-8608 

cpetersen@siretechnologies.com 

www.siretechnologies.com 

.~Ii~u.. tot81ri~t:hbM-(jfiinstaUatjons 

to include the following: 

:~::t(f~iifYy:iaFoompanyiaaar:ess .. phonenumber, and email address. 

.._._..._..:r ~_~__!:!. .._~_ .._.Q ... L (;l~__!, ~__ 

SIRE Technologies has 25 years in the Agenda management, EDMS, Imaging Workflow and 

Management System. 

SIRE Technologies has become a leading supplier of Agenda automation and document management 

solutions nationwide, from departmental to enterprise-wide. SIRE is dedicated to providing state-of-theart 

solutions for efficient management of information. Headquartered in Salt Lake City, Utah, 

Our company has the ability to service customers around the nation, 24 hours a day, seven days a 

week. Furthermore, the combination of people and resources has allowed SIE Technologies to achieve 

a national presence. SIRE Technologies currently has an installed base of approximately 45,000 users 

within 490 customers. We look forward to the opportunity to add The University of Georgia to our list of 

satisfied customer list. 

SIRE Technologies is a closely held family corporation. The Painter Family, Including Jim Painter, 

Chairman of the Board, Kris Painter, President, Mike Painter, Chief Financial Officer and Kathy Painter, 

Secretary. The family purchased the business in November, 1991. They incorporated in 1992, in the 

State of Utah under the parent name of AlphaCorp, Inc. The business name is now SIRE Technologies, 

by AlphaCorp, Inc. 

SIRE Technologies owns all rights to the applications and source code for all SIRE products. We can 

arrange to have the source code placed in an escrow account at the County's expense upon request. 

of the proposed applics'tion software product? 

SIRE has 490 installations of the SIRE software systems including 97 installations of Agenda Plus, 

meeting automation software and services throughout the United States and Canada. 

SI RE customers are our number one concern. We consider our customers part of our business and we 

service them as if they own our business. We have customers dating back to 1987 that are still with us. 

If we did not treat them well, we would not be able to keep them for this amount of time. Not only do 

our sales staff make constant calls on our customers, our support staff also responds immediately 

_ •••• __"'.,_."'_"_••_. ,,__• .,,,,"'. ., •• " M"m',", _._,_._" ••"'•• • _ 

Slr~E: Tecllilologies, Inc. 3676 W California Ave. Unit 8100 Salt L.ake City, UT 84104 wwwslretechnologiescorn 

Page 18

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RFf J Electronic f..'ublic AfJenda Marli~gernent Software for HarTisan County, MS 

Due Marcil 24, 2009 

."'.,,-"'--_._-_... , .._."'. 

References 

G,tYi~tact,jl'lfQrm~tiori"RlrfWc)r2)iofyour ctI$tQmers inclUding organiZation name and the 

~Et~~~$~~~;~:PtlE:t"~~clress,,,,4E:tlephone .nurnber, 'and email address. These must be 

'C;iistOmers:'.o:'ilifil,llfngthe soltition that you are proposing ,and demonstrating; 

1. Tarrant County Texas 

Jay Singleton 

Assistant County Administrator 

Ph: (817) 884-1735 

E-mail: jsingleton@tarrantcounty.com 

Or 

Bobbe O'Hara 

Project Manager 

Ph: (817) 884-2415 

E-mail: rlohara@tarrantcounty.com 

Tarrant Co has been with us for 3 years 

2. Osceola County Florida 

Paula Carpenter 

Clerk of the Commission 

Ph: (407) 742-2100 

E-mail: pcar@osceola.org 

Osceola County has been with SIRE Technologies for 5 years 

3. City of Las Vegas Nevada 

Beverly Bridges 

City Clerk 

Ph: (702) 229-6313 

E-mail: bbridges@lasvegasnevada.gov 

Las Vegas Nevada has been with SIRE Technologies for 3 years 

Slf~E Technologies, Inc 3Gl() W California Ave Unit 8100 Salt Lake City U184104 www slI-etechl1oiogiescom 

Page 110 

•...•...._ __.".__ __.,-----,.,_.,--" TEe _. ,.- H N 

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I;:FP Electmnic Public Agenda Management Softwar'e for Harrison County, MS 

DueM21rch~.4~-.9Q_!':)___ H 

Vendor's Proposed Solution 

For any size meeting, all the 

County will need to do is 

create, coordinate, and 

compile. Simply create the 

meeting by selecting a date 

and time, location, meeting 

type, and agenda item due 

dates. Then, coordinate with 

others by having them add 

agenda items. Items can be 

submitted through the web 

forms application by any 

authorized user and then 

routed through a workflow for 

approval or review purposes. 

Managers can approve or 

decline items as desired. 

Finally, after all items are 

submitted and approved, you 

iSIRE 

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Management SI~m WebCenler ~ iC\i access doromelt r: ,oor 3m S,slem trom 

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most ~portarn dOOJments aillie mutt:,JI allIJloo. ~an

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FU' fJ 

ElectroniC Public Aflenda Managernenl Softwale for Harrison County MS 

Post-Meeting Activities: 

./ Easy - Single Click technology of summaries, agendas with attachments, minutes and streaming 

video to the web 

./ Efficient - "Google" type searches of streaming video, agendas, minutes, voting logs, summaries 

and attachments using Full Text Search 

./ Useful- Custornizable agenda and summary formats 

./ Timesaving - Automatically formats agenda and summaries in the correct format 

... ..--------------.;- iUPPorttng~·"·-·---------------- 

AGE:oiDA 

BOARD Of SLl'ER\lS0RS 

COL"TY OF SACRA.\II:oiTO 

700 II STREIT,sun: 1450 

SACRA\1.D,TO, CA 95814 

WED:>iESDAY December 12, 2007 10,30.-\_\1. HIO PUA~"D6:00 1')1 

Supe.fl.,'i:;O(s~RogerDkkinson, Robcla .\tatGlashan, S,\san P~5, Jimmie R Y ~, Don Xott('l~ 

The Board meets simllltoo~,ously ~ the Board ofSIlpeJ"\i~s lJI'ld as the governing board ofall spt'ci.al distticts ha\'ingbusioe'ss hl!"ard this datt'", W1 

accordaoc, "ith Re>olulion "10,.83-1346.83.156.85-t ~21, 86-1M9 and 2003·1338 

lftlll(l' Board of Sapel"l;i;t;.Qrs' \"ole oa. a.y laud 05e matter- is a tie ,'oC@ or it two-to-OBe '.-ote, tlte "ot@ flts.hs. ill ao actio. by"'e Board alMl d,~ 

Dlatt4!'r is cOlltimued Datil the ."e:d meeting whea: all m-e "Jeml.el"!ii :'f@ priPS@'Bt. At t.at meeti.x, the p.hIic h@,IIn.e~ no82" dosed~ "':!o" bEreop~DE.'!d 

for :ilIddirimlal e.,,-ideDce aod h1~~'tilJltU~". Ie the expirario. of tillQlE' Ina., ll)r aetiae: o. tlUt matte.- to IK' co.sid~ is widi.. fo.r w@,eks, 

a two-tQ-nV() of" 

two-tO'ODe vote CODSti...t~$ dC!aial Df.he mattt't. 

Th(': BOrs not on the agenda 

to five minutes: p"" penan ~ not Inare dllll1 fifteen minutC'~ tOr- a particular subject. 

The meetingli vid\""ot~din its entirety and ....ill be cabk':(n!d:Ji\"e on .Metroc:abJt. 14. the government ~5 chzmne! OIl. the: Comcast, Sure\Ye5t & Sb1lt~gK 

Technologjeo.s: Cabl~ Systems and is closed capri

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h~FP Electronic Public A£lencla Man,3£lement Software for Harrison County, MS 

Due: March 24 2009 

.... .. ! _ E c: _!!, .!I. __ ~_._!-_.g. __.._~ I E .? •. 

•:. 

Improve Coordination· With SIRE's Agenda Plus all participants and meeting facets work together 

without time and space restrictions. Coordination challenges are eliminated. 

.:. Integrate With SIRE for Workflow & Searching - By integrating Agenda Plus with SIRE's 

document management software, the County will be able to route agendas through workflow for 

further processing or readily search archived agendas. 

•:. 

•:. 

Make Item Approval Easy· Managers can view and approve agenda items the instant they are 

submitted. 

Online Access & Status Review - Users can access and review meeting status right from their 

Internet browser. Even if users are on the road, they can submit agenda items. 

.:. Easy Administration & Set Up· SIRE's Agenda Plus has a simple to use administration utility that 

includes meeting and security preferences. These pre-configured settings also make it possible for 

users to quickly set up meetings and add agenda items. 

•:. 

Complete Security - Security is managed by and within individual departments. For example, a 

specific department can be given permission to view and add agenda items, but individuals within a 

department can be limited to just viewing. As a result, SIRE's Agenda Plus offers complete security 

for all your meeting and agenda documents. 

.:. Preset Meeting Types - The system administrator can create preset meeting types which are like 

templates. Users can then add agenda items and related materials to the template. The result is a 

consistent agenda from one meeting to the next. 

•:. 

•:. 

Meeting Locator· Meetings are displayed within your chosen browser as a list. To find a specific 

meeting, all you need to do is click the "Find Meeting" link and enter the meeting type, date, or both. 

A list of all meetings appears according to your search criteria. 

Fast Compile and Format - Once all agenda items are approved, the meeting is ready to compile 

and format, which takes just a few minutes. When SIRE's Agenda Plus compiles a meeting, it 

submits it into a template such as a word-processing document or PDF. Although the agenda is 

automatically formatted according to the template, adjustments can be made in the finished 

document. 

.:. Customization - Agenda Plus can be extended or integrated to your specifications. 

Additional Features of SIRE Agenda Plus 5.0 

SIRE MINUTES PLUSTM 

SIRE introduces the next generation of electronic meeting Minutes creation with Minutes Plus. Clerks of 

Cities I Counties can easily record roll call, speaker notes, motions, and votes with the SIRE Minutes 

Plus. Users have the flexibility of recording a variety of motions and updating roll call on the fly through 

a single, simple interface. SIRE's "meeting within a meeting" functionality makes it easy to keep up with 

events without losing pace. Minutes are quickly published to the public website with a push of a button. 

Each agenda item is automatically linked to its supporting materials (if any) and linked to the video 

SIRE Tecllnologles, inc 3616 W California Ave, Unit B100 Salt I.ake City, UT 84104 www.slretechno1ogies .. com 

Page 114

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f\FP. ElectrolllC Public A~lenda Management Software for Harrison County, MS 

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Minute 

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HFP Electronic Public Agenda Mans,heardthhd'*.... I1IT'ndtul('.ewithR~(JtJtton~(\~~n 1,'~ttl, f

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FH'P: Electronic Public Agenda Mana~Jernenl Software for Har-r1son County, MS 

· P\J_~_,__ M;~!~~t124"gQQQ____ . .. _.' ._._ .. __" ,, _. . ..__ 

• 24/7 Access 

• Customizable Web Interface 

• Local or Offsite Hosting 

• Secure Backup 

SIRE COMMITTEE MANAGERTM 

Position Name: 

Basic Features: 

pos·itionlnformation 

Position '# 

r·....·.._..·_....""....·_.._........·......_·..~"......·.. 

;1 

Board Name: ILibrary Board 3 

District: IBenbrook District :::OJ Edit List 

Appoinling Entity: IDenlon County ::1 Edit List 

Recommendallon 

ICity Council ::1 Edit List 

Source: 

Area requirements: ...... I~e,sl~e,nt 

... it ~~it~ist 

Here you can enter any information about the position that Is needed. 

....... ':.,,,. __ .~. __._C_.__.__.__Ii .N ,g, ~ ....E.,.. "',. I E S 

Clerks can now easily track the term of committee or board members, who appointed them, jf they can 

run again, the different positions someone has served in, and what accomplishments they had while in 

office. The SIRE reporting capabilities provide an easy way to search and find detailed information 

about a committee, councilor board or one of its members - past or current. SIRE Committee 

Manager is easy to install and maintain, and is entirely web-based. Although it can be purchased as 

a standalone application, it is also part of the overall SIRE Agenda Plus application, requiring no special 

back-end hardware. Designed for easy maintenance, SIRE Committee Manager allows you to 

upgrade simultaneously with all other SIRE applications, thereby reducing the amount of time needed 

to maintain the SIRE system. 

• Track Terms and Appointments 

• Store and Retrieve Detailed Information 

• Web Based 

• Configurable Values 

• Customizable Web Interface 

I 

Logout: admin,l,/ 

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[)LIe: M9ichl,1~c_g909 . .. . . . ._.! ~ .g .."'_._._ _!l 9__.. _.!o.. _.9 _.._.!l .. _I._~ ~_ . 

HFF Electronic Public Agenda Management Softw31'e for Harrison County, M$ 

From Agenda to Total Meeting Management 

From the company who helped created the agenda management industry, SIRE Technologies is reinventing 

agenda management with the release of Agenda Plus 5.0. More than merely adding 

functions and features, Agenda Plus re-defines the ease with which clients can manage their agendas, 

committees, minutes, and video. It also redefines the realm of possibilities for City and County Clerks. 

SIRE Agenda Plus allows you to manage the whole process, from submitting agenda items and 

creating meetings, to creating meeting minutes and publishing it all online for public access. SIRE 

expands the legislative management process to include streaming video of meetings, complete with 

descriptive indexing of video segments, and inclusion of meeting minutes directly in the video 

recording. By answering your legislative management needs before, during, and after your meetings, 

SIRE offers the industry's only Total Meeting Management Solution. 

Agenda Plus 5.0 

allows Clerks to simplify their jobs through the following: 

• Our new design allows you to rapidly and easily record motions and votes. 

• Our unique parallel recording system reduces or eliminates the amount of time needed to publish 

your recorded meetings. 

• Track committee members, their terms, who appointed them and their accomplishments thanks to 

SIRE Committee Manager. 

• Spend less time cleaning up your minutes prior to publishing with SIRE Minutes Plus. 

• Make changes to the agenda during the meeting without the fear of losing those changes thanks to 

Minutes Plus TM. 

• Agenda Wrap Up that helps you streamline post meeting activities such collecting signatures, 

assigning ordinance numbers, etc. 

• Meeting within Meeting functionality accommodates committee or board meetings held during a 

regular session. 

SIf~E TeC!1nOlogles, Inc :~676 w, Ca/lfor'nia Ave Unit B100 Salt Lake City, UT 84104 wwwsiretechnoiogies,com 

fJage i -19

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F~FP E:lectronlc Public A£lenda Man,~gernent Software for Harrison County, IVIS 

... C::.~'.:::c.~.,.::::::.".:.,:",::::,.:: •.~2009 .. .. __ .._ . 

Documentation 

Soth .sy~mJ~ritl1f1/~~irdQcumentatiohmust be provided .• List and describe the>a\iallable 

dOcL.lmtntat~::tt1ati'>/i~inthe proposal pricing in thIs RFP and the media on which it is 

p~~~>/;>.>/:;>/.:,'>·.:i/·.:.·i:/··:····· 

SIRE Maintenance Documentation 

As part of the Maintenance Agreement SIRE provides the following documentation in both written and 

on-line formats for all new clients: 

• User Guides for all purchased products. 

• System Administrator Guides for all purchased products. 

• Training materials for all trainillg sessions. 

• Quick Reference sheets for the relevant products. 

Upon award of contract SIRE will provide four (4) hard copies and one modifiable electronic copy of all 

documentation to the County, which you are able to reproduce. With each new release, clients will get 

the latest user and administration guides in electronic format on the SIRE product CD. 

Maintenance 

.,!·:;:·f:.leimbe the e:tetailaQnd dUration of anyrrtanufacturer's warranty on proposed software 

;~;'::'y&lim'. 

SIRE software has a 90 day warranty period after the system is accepted and signed off by the County. 

SIRE generally has two product updates per year, in April and October. Software Upgrades are 

available, free of charge, to customers who have executed a maintenance agreement with SIRE. 

Releases contain updates of the software product with additional features, improvements and "bug 

fixes". 

New software released will be distributed for installation by the client. Also a new software release will 

be installed by SIRE personnel free of charge to the customer. 

~i'.>;:IB~:>ff:1efi#1~'ililfijjgness and plan for keeping its products up-to..date. "Up-to-date" 

.:i.:··:~~·~d .as·.:contiti~oLJs!yadding or replll1cingproducts to take advantage of new 

.::::i,::j;l

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i\FP. Electronic F-'ublic Agenda Mana£wmen! Software for Harrison County, MS 

Dll~~: 

• Veni:i()r'F~ifldescrl~!th,-;j)(tenr8fld nature of software supportserviceis, inclOdihg 

w.gb-basec;falldtetephone

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f~F F' 

'::Iectronic Public Agenda Management Software lor Hamson County, MS 

2009 

Stated escalation of procedures for failure to resolve problem within 4, 8, 12 hours. If problem cannot 

be resolved by support personnel, the problem is escalated to our Director of Operations, Kyle Young. 

If this does not resolve, the issue is escalated to Dustin Butler, our Director of Software Development. If 

this does not create a solution, the issue is escalated to Kris Painter, President of SIRE. 

On-site support will be provided if a software issue or problem cannot be resolved via Phone or 

Internet. At this point, there will be no cost to the County for this service. 

SIRE website has a FAC section that many issues and solutions are listed. www.siretechnologies.com. 

License Structure 

Product Description 

SIRE's system will utilize a single interface for all of your imaging and document management needs. 

SIRE's offering actually consists of an entire suite of software products that when combined or used in 

any configuration, bring the best results electronic filing and records management can provide. 

SIRE is an integrated electronic document and agenda management product suite. We say 

"integrated" because SIRE fits seamlessly into any organization due to our software's modular design. 

This modular design allows for future enhancements at your own pace. One of the major advantages 

of SIRE over our competitors is our scalability. We just don't centralize on one core area of document 

management; rather we focus on increasing our ability to provide for a total Electronic Document 

Management System. 

SIRE provides the only - complete "end to end" Agenda Management System. No integrations. No 

third Party Software Modules. Only one Annual Maintenance Agreement Fee. Low cost of ownership! 

Slf~E lecllnologies, Inc. 3676 W California Ave Unit 8100 Salt Lake City, UI 84104 www.sil·etecllnologies.colTl 

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f\FF': [Iectronic Public Agenda Managemenl Software for Harrison County MS 

..............................: : :....... !:! .• 9 ~..~.-'----5_ ..L 

PRODUCT FEATURES BENEFITS 

SIRE FileCenter .NETTM • Index Searches: General • Fast Document Retrieval 

FileCenterprovides an easy 

Index, Cross-Cabinet, Full- 

Work Pool Collaboration 

interface to access a/l your files. It Text, Advanced • 

has the ability to display files ofover 

Full-Text Searches: • Document Portability 

• 

300 formats, even when your 

Keyword, Free-Text, 

computer does not have the 

• Increased Productivity 

Annotation 

application necessary for viewing 

• Reduced Costs 

files ofthat format installed. SIRE • Store Documents 

FileCenter.NET also integrates with • Improved Communication 

Record Retention to direct the • View Documents 

archiving and disposal of • Reduced Physical Storage Space 

• Print Documents 

documents. 

• Fast, Complete, and Secure 

(Included with SIRE Client License) • Email Documents Backups 

• Open Documents 

• Minimized Liability 

• Annotation with Audit Trail 

• Simplified Disaster Recovery 

• Export files 

• No Lost Files 

• Records Retention Manager 

• Flexible Document Security 

• Revision Control 

• Event Manager 

• Task Manager 

• Bookmark Files 

• Folder Packs 

• Scan-to-Folder 

SIRE WebCenter • Easy-to~use interface • Access Documents Anytime, 

This module lets you access 

Anywhere 

• Web Access to SIRE File 

documents in your SIRE System 

Center • Enhanced ProductiVity Through 

from any internet-connected 

Online Retrieval 

computer. Web Center lets you • Authentication 

search, view, print, and email • SIRE WebCenter as a Universal 

documents online. It also lets you • Public Access 

Solution 

publish documents online to meet 

• Document Management 

public access requirements. 

• No Special Software Downloads or 

Functionality 

(Included with SIRE Client License) 

Training 

• Cost Effective Access 

• Real-Value Through Access, 

• Full Text Search Portability, Distribution 

• View • No Special Software Downloads or 

Training 

• Print 

• Combine Applications into a Single 

Interface 

SIRE Capture .NETTM with • High-Speed Batch Scanning • Fix Problems Associated with 

Auto-Index 

Paper Processes 

• Non-Proprietary File Format 

This module integrates with your 

• Turn Paper Documents into 

scanners to import documents, files, • Barcode Recognition 

Electronic Files 

and records into the SIRE system. It 

• On-the-Fly Quality Control 

also imports files you already have • Complete Document Capture 

SIHE Technologies, Inc. 

........__....._..._-------- 

3676 W. Callfonlla Ave. Unit 6100 Salt L..ake City, UT 84104 www.siretecllno:ogies.com 

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HFP: Electronic Public Agenda Manafjernenl Software for Hanison County, MS 

Due: MarT:.b:23. 20D9 ~ . T .£_.....

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FH f) Electronic Public Agenda Man3fjement Softwar-e for Harrisoll County, MS 

Due. M2IIG~_~'!c20Q~L--- .___________. _ 


• Complete Security Tools • Distribute Agendas Without 

Photocopying 

• Preset Meeting Types 

• Meeting Locator 

• Compile and Formatting 

Tools 

• Search Agenda Content for 

Keywords and Phrases 

• Work with Agendas Directly from 

Your Document Management 

• Full Text Search of Minutes, System 

Agendas. and Summaries 

• Control Security as Needed 

• Workflow 

• Modular Design 

• View 

• Web-Enabled 

SIRE Committee Manager • Track Terms and • Instant Access to Committee 

Clerks can now easily track the term Appointments Members information. 

ofcommittee orboard members, 

Authorized users may access 

who appointed them, ifthey can run 

• 

information from any browser_ 

again, the different positions • Store and Retrieve 

someone has served in, and what Detailed Information • Allows updated information to be 

accomplishments they had while in 

input during meetings 

office. The SIRE reporting 

• Web Based 

capabilities provide an easy way to • Provides integration with other 

search and find detailed information 

SIRE products such as Agenda 

about a committee, council orboard 

Plus Meeting Automation Systems 

• Configurable Values 

or one ofits members - past or 

• May be purchased as a "Standcurrent. 

SIRE Committee 

Alone" Module. 

Manager is easy to install and 

• Customizable Interface 

maintain, and is entirely web-based. • Easy to use and to maintain. 

(Add-on Module) 

SIRE Document Viewer • Viewer is included with any • Easy to use, even for casual users 

SIRE Client Server Licenses 

The SIRE solution includes a 

• View over 300 different file formats 

universal viewer that views over • Viewer is updated annually without the native software 

300 file formats. A system that will to provide new software 

Easy printing from the SIRE 

support all file formats must also module interfaces • 

Viewer. 

have a universal viewer built in. 

The viewer works with the EDMS • Ifthe viewer receives a file 

that it cannot view, such as • Prints with or without annotations. 

client and can also work when 

a video or sound file, it will 

viewing from the web interface. 

• Viewer furnished With every SIRE 

automatically look for and 

This viewer does not require the 

FileCenter Client 

launch the native application 

native software to view the files or 

with no user intervention, if 

images 

• Viewer can be used with SIRE 

the user has the required Web client. 

permissions to do so. 

(Included with SIRE FileCenter) 

SIRE Record Retention • Manage retention for both • Storage 

Manager 

electronic and paper 

documents 

• Long-Term Integrity 

This module schedules 

maintenance and disposal of 

• Tackle legal requirements • Guaranteed Authenticity 

records, files, and documents for retention according to Disaster & Access Security 

stored in your SIRE system. 

• 

your specific organization 

Retention guidelines are automated 

• Fast & Portable Accessibility 

to meet audit and public access • Use saved searches to 

SIRI::: I echnologles, Inc 3676 W California Ave, Unit B100 Salt Lake City, UT 84104 www.siretechnologiescoll) 

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f\FP ElectroniC [.Jublic A~jenda Mananernen( Software for Harrison County, MS 

9ueMafl?h 2_'L ?QQ9. __ .. ~ ..__ ._. ._ __ .. _ 


requirements, 

(Included with SIRE Server Core) 

quickly set up retention 

criteria 

• Work with retention 

schedules from the same 

interface you use for other 

document management 

tasks 

SIRE Administrator • The Administrator tab lets • By associating users with SIRE 

The SIRE Administrator module you access management Groups allows you to configure a 

performs a variety ofmanagement functions for the SIRE set of permissions and apply them 

tasks, including statistical reporling, Product Suite, including: to multiple users by simply adding 

SIRE Utilities, and SIRE Agenda Security, Cabinets, the desired users to the group. 

Plus Licensing, and Settings. This saves time and energy, 


because you don't have to set up 

• The Security page within the 

the same permissions for each 

Administrator tab allows you 

individual user. 

to view, create, edit, and 

administer SIRE users • Administrators have the ability to 

audit the entire system, including 

• The Cabinets page within 

log in, view, edit, email, export, 

the Administrator tab allows 

delete, add, check in, check out, 

you to view, create, delete, 

save, and print. 

configure, and crossreference 

SIRE file cabinets, • SIRE Administrator even has 

and view, create, delete, 

standard statistical and 

and configure SIRE file 

management reporting capabilities. 

cabinet views and SIRE file 

folder indexes. • Permissions can be granted at the 

cabinet, folder, and annotation 

• The Licensing page within levels or you can protect 

the Administrator tab allows 

you to view the current 

license your organization 

has purchased from SIRE 

Technologies, update your 

licenses, delegate allocation 

of your license pool to 

various departments within 

your organization, and view 

the current usage of SIRE 

licenses throughout your 

organization. 

confidential words or paragraphs in 

individual documents using 

redaction capabilities. 

• 

The majority of tasks performed for 

the management of the SIRE 

Product Suite are accomplished 

within SIRE WebCenter, including 

creating and managing user 

accounts, security, cabinets, 

indexes, and system settings. 

SIRE Searching • The SIRE Search Results • SIRE Searching is very easy to use 

The SIRE Search window lets you window displays folders that and provides instant view of 

perform simple and advanced contain files matching your documents. 

searches, cross-cabinet and index search criteria. Folders can 

searches, file description, be displayed in a cabinet or • Retrieve any FileCenter document 

annotation, and SQL searches. You card view, and folder index 

effortlessly 

can also save searches and access values edited using the 

• An Index Search lets you identify 

preViously saved searches. To SIRE Search Results files which have index field values 

perform a Full-Text Advanced window. that match input search criteria. 

Search, your SIRE Administrator 

• The SIRE Flies window 

must first set full-text permissions • Cross Cabinet Searches identify 

displays the contents of 

for both the user and the file 

files in a single selected file 

folders selected from the 

cabinet. 

cabinet, or multiple selected file 

SIRE Search Results 

cabinets, that match designated 

SIF{E Technologies, Inc 3676 W California Ave_. Unit 8100 Salt Lake City, UT 84104 wwwsiretechno!ogiescolTl 

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HI'P Electronic Public A£l81lda Mall8£lernenl Software for Harrison County, MS 


(Included with SIRE Client License) 

window. Displayed files can search criteria. 

be of any format, and can 

easily be viewed with the • A File Description Search 

SIRE Net Viewer, or within 

compares customized file 

their native applications. 

descriptions to input search criteria 

and returns search results with 

• Folders and files stored in matching descriptive file names. 

the SIRE system can be 

easily retrieved using any of • An Annotation Search identifies 

nine search methods 

documents with annotation text 

available in FileCenler 

that matches input search criteria. 

.NET. All FileCenter 

• A SOL Search compares input 

searches are accessed 

string values with specific index 

through the Search window. fields associated with folders using 

SOL queries. 

SIRE Reporting 

• Reporting Services 2000 • Because of the open architecture 

SIRE Reports allows users and comes in 2 production in SIRE you can use any third party 

administrators to monitoractions, editions: reporting tools you'd like to 

status, and operations of various Enterprise and Standard. interface with data in SIRE. 

features ofthe SIRE system, and Reporting Services can only Crystal Reports is frequently used 

generate complete reports on communicate with SOL by our customers for reporting. 

these various elements. 

Server instances ofthe 

SIRE Version 5.0 comes pre- same edition. • Standard reports include but are 

configured with 8 numberofSIRE 

Reports, described in detail in the 

'SIRE Reports Usf'document 

available for download from www. 

siretechno/oqies.com. New 

releases ofthe SIRE Solution Suite 

will feature additional SIRE Reports 

through SIRE WebCenter. 

The reports themselves are 

accessible to users who 

have been granted access. 

not limited to: 

• SIRE Reports are accessed • User activities including logging in, 

printing, viewing, editing, deleting 

and other user tasks 

• 

Number of folders and files by 

cabinet 

as customer needs arise. • The Reports > Reports List • Security groups and user lists 

Customized SIRE Reports can be page displays all reports in 

• System settings 

created through engagement with the SIRE system 

SIRE Technologies, orthrough 

• Index and cabinet lists 

internal, on-site development. • SIRE is tightly integrated 

• Standard reporting tools such as 


with Microsoft Reporting 

Services. There are a 

number of ·out of the box' 

reports available with the 

product. It is also very easy 

for SIRE or the customer to 

create custom reports to 

reflect their specific data. 

The reporting interface is 

managed by the SIRE 

security model and the 

reports are viewed from 

within the SIRE product. 

The reporting services 

integration currently works 

only if using SQl Server. 

.... _! E. .E ". N ()_ L o. _IL). E S 

Crystal and Cognos can also be 

used to access data from the SIRE 

system 

SIRE Security • SIRE provides the ability to • Granular security permissions by 

Security for documents and access log and audit system events, meeting type to allow admin to 

is managed by and within individual such as file access, restrict or allow access to view, 

departments. For example, 8 deletions and process add items, edit items, add or edit 

SIRE 1echnologle5, Inc. 

3Gi'(3 W Callfonlla Ave Unit 8100 Salt L.ake City, UT 84104 wwwslretechllologles.com 

F'age I 28

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F~FP [;:Iectronic Public Agenda Man"gemenl Software for Hamson County, 1\,18 

Due: M~E~h_~~!:_?Q99 ______~ ____----------- 


specific department can be given activities, for reporting, meetings, compile meetings, 

pennission to view and add agenda analysis and compliance approvelreject items, or move 

items, but individuals within a purposes. items. 

department can be limited to just 

viewing. As a result, SIRE's • Statistics and reporting 

• Allows users to be assigned to 

Electronic Document Management features allow for user different security groups, which are 

System (EDMS) as well as SIRE's activity reports showing authorized to access different 

Agenda Plus offers complete each user and the number sections of the system and 

security for all your meeting and of times they have printed, different functionality within the 

agenda documents. and viewed any item. sections of the system 

• System logs allow searching 

the system logs within a • Allows security access to different 

(Included with SIRE Server Core) specific date range to sections of the system to be 

monitor actions such as 

defined as read-only, read and 

adding, deleting, printing, edit, or no access 

and viewing of documents 

or agendas • Ability to configure security at the 

system, business function, screen, 

• Reports can be generated file, and field level. Restriction is by 

and the criteria can be set user, or defined user group for 

up to search on all logging access to private information and 

parameters. 

related processing 

• The reports can also be 

generated on a date range, • Restrict Withdrawal or renaming of 

an item based on security 

on a particular user or group 

permissions 

of users, events, cabinets 

etc 

SIRE Web Publishing • SIRE Web Publishing is • There s no additional cost for SIRE 

SIRE WebCenter is the main 

included in the basic 

package of SIRE. 

application used to manage the • Saves the user a great amount of 

SIRE Solution Suite, including • Authorized users can post time to be able to pUblish items to 

functions controlling: SIRE items to the web for internal the web without having to go 

Licensing, Application Settings, as well as public viewing. through the I.T. staff to implement. 

File Cabinet stJUcture, File Indexes, 

Security, Worldlow Management 

andAdministration, Fonns 

Management, Retention 

Schedules, Reports, Agenda 

Management andPUblishing 

content to the web. 


• One Click pUblishing to the 

web. 

• SIRE Security allows public 

information to be posted to 

the web. 

• 

Third-Party Integrations • SIRE has direct integration 

with Microsoft Office, • SIRE's solution provides for HTML 

SIRE's open architecture allows us allowing you to save Word 

or XML data conversions. SIRE 

to integrate with virtually any 

and Excel documents, 

has existing clients with 

software application. Being an 

Outlook messages, and 

integrations to the SIRE document 

open MS LMndows solution using attachments directly to the 

management system that allow the 

industry-standard networks and 

system. 

client to gather information from 

SQL or Oracle databases, SIRE is 

specific areas of the different 

fully compatible with all open • Integrations are a strong screens of their HTE applications 

system standards. point of the SIRE product. and pass them to SIRE in order to 

Because of it's open 

automatically retrieve documents. 

architecture and very strong 

• Each integration is discussed 

SIRE:: Technologies, Inc. 

~'l6I"G W California Ave Unit B10() Salt l_ake City, UT 84104 wwwslretechnoiogies_corn 

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Pub 

T E C H N 

mw·····_.__•__.•."".

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r;;FfJ tJectronic Public Agenda Management Software for Harrison County MS 

(Add-on Module) 


API it is possible for SIRE to 

integrate with virtually any 

other software solution. 

This can be done via thick 

client integration, thin client 

integration, API integration, 

data exchange, and more. 

• SIRE has developed a full 

functioning API Tool Kit that 

will allow integrations with 

any Open Architecture 

Application. 

S'RE. 

individually and an appropriate 

integration solution is selected. 

• The solution can vary based on 

whether the other application is 

client based, web based, etc. 

• Some of the Integrations SIRE has 

accomplished are: ESRI, KIVA, 

Aceela Permits Plus, HTE, 

Autodesk, Spillman, Banner, JDE, 

People Soft, Lotis Notes, 

Simplefile, and many others. 

SIRE Technologies, Inc 3676 W California Ave. Unit B100 Salt Ulke City, UT 84104 wwwslretechnologiescQm 

FJage I 30

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F~FF t:lectronic Fublic Agenda ManaSJernenl Software for Hamson County, MS 

Warranty 

O~l'ibe~af is.il1~udedwiththi?manufacturer's warranty. 

S'RE. 

Warranty Periods & Maintenance Options 

The initial software warranty period is 90 days. The following post-warranty options are available. 

Level One - This maintenance level provides support five days per week, eight hours per day excluding 

recognized holidays. 

Level Two - This maintenance level provides support five days per week, 24 hours per day excluding 

recognized holidays. 

Level Three - This maintenance level provides support seven days per week, 24 hours per day. 

The 90 day warranty period starts after the software is installed and the SIRE services have been 

completed. During the installation and implementation period any problems will be taken care of by the 

project team from SIRE. Also, during the 90 day warranty period, any problems or fixes will be handled 

by SIRE project team at no charge to the County. After the 90 day warranty period SIRE would expect 

the County to purchase the SIRE Annual Maintenance Agreement proposed in the pricing section of this 

proposal. We propose the Level One maintenance agreement as it is the least expensive agreement 

and will generally provide the level of support the County will need (98% of SIRE's customers user the 

Level One Agreement). This Agreement provides all support for any problems in the software 

applications or services. It also provides unlimited phone and Internet support for any concerns or 

problems the County may have. The Agreement also provides two new product updates and 

enhancements yearly at no additional cost. 

Project Implementation 

Thji:sf)~iijl1co~rjJ various. {ispectsof your firm's approach to implementing projects. Please 

~~~f!~~i!~c~~m~r~!VaFltdetaU to County project as possible given the information 

y~r;5jij~i'tprovidedinthiS'RFPand/orat the pre-proposEiI conference (if applicable). 

PrOvid§::~prop~ scheduleJorjmplementation steps. 

SIRE Technologies has implemented many small and large Agenda Automation Management 

Systems and the Implementation Plan is specifically devised for each customer with the following 

objectives: 

• Agreed Solution 

• Agreed Implementation Schedule 

• Agreed Resource Allocation 

• Purchasing Plan 

• Training 

• Post Implementation Support 

• Maintenance Support 

• Documentation 

SIRE. Technologies, Inc 36Tt) W California Avo. Unit B100 Salt L.eke City, UT 84104 www.siretechnoiogiescorn 

Page I :~1

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f~FP Electronic Public Aflenda Mana[Jernent Sottware for Harrison County, MS 

Due :10_~I~b_?4__ ~_QQ§l____________ 

Agreed Solution 

Agreed Implementation Schedule 

Allocation of Resources 

.. _""_._···.··__··._·.· .. ~.M._" _ 

..••••.__._.".__.,_."._••• _ , . _ -0.,.,__,., ._".".,.,,,.... _. .._._•••,_. ._•••• " •• • ._.,,,,,•• ,, • M '" . ._._. ,.,,"'~ 

•__. •.....•.• 

SII~1:: r,~chnologies, inc :'\6'76 W California Ave Unit B100 Salt l_ake City, UT 84104 wwwsil'etechnologies.com 

Page 132 

_ 

_________! ~_ c.. __ !' I'j ~ L_Q __~ __L ~ s 

SIRE Technologies would agree specific requirements of the hardware and software with Harrison 

County during the award of the contract. Some of the options which would not be financially sensitive 

would be discussed at a Kick Off Meeting. 

SIRE Technologies, upon award of the Contract, as a matter of priority would arrange a Kick Off 

Meeting with Harrison County. The meeting would be attended by the SIRE Technologies Project 

Manager and would be supported by selected SIRE Technologies personnel appointed to the Team. 

SIRE Technologies would hope that all the County's key personnel involved in the implementation of 

the system would be present. 

The objective of the meeting would be to discuss all the alternatives available for the client's use and 

the specific solution to be implemented. Examples of such alternatives would be discussed and 

specifics would be considered within the agreed Purchase Specification and price. 

The second objective of the Kick Off Meeting would be to confirm the agreed schedule and at the same 

time agree the details of the schedule. At this meeting, details of the information required by each party 

from the other would be discussed and an agreement would be reached as to when each party would 

provide this information with the agreed schedule. 

Subsequent to the meeting, a more detailed schedule would be prepared by SIRE Technologies and 

would be discussed and monitored at the Progress Meetings which would be held once a week. These 

meetings would take place at Hamson County's and SIRE Technologies offices, or on-line if 

appropriate. 

Prior to each meeting, the SIRE Technologies Project Manager would issue a Progress Report which 

would cover the schedule dates planned and schedule dates achieved. The reporting would cover not 

only the progress made in relation to the software but also on the materials ordered, received and 

delivered. 

The schedule would be a live document and proactively monitored with a view to resolving problems 

before they impact the schedule. Any likely slippage in the schedule would be avoided by additional 

resources where required or by additional technical staff where required. If the slippage was due to the 

availability of information from Harrison County, this would be made known to the key personnel in the 

project and vigorously expedited. All schedule achievement problems would be clearly identified in the 

Progress Report and the proposed solutions would also be discussed. Particular attention will be paid 

to the dependencies among project tasks. 

Based on the agreed schedule, SIRE Technologies would prepare a Personnel Plan to ensure that all 

Team staff members are available in a timely manner to meet the required dates. SIRE Technologies 

will create a corporate QA Plan and the specific QA Plan prepared for the Project. Careful planning

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HFP: E.lectronic Public Agenda Manauernent Software for Harrison COUllTy, MS 

.Qg~~1~CQb__ ~_1,_?()Q_~_______ .--- .-- ...------ .... 

would be undertaken to provide necessary modifications and enhancements to software before the 

Identified critical times. 

The project organization shown in Figure 3.1 depicts key personnel functions, gives names and titles of 

the responsible individuals. 

For the project as specified, a preliminary staffing of SIRE Technologies personnel is shown in the 

following table: 

Name Project Title/Function Participation Duration 

Kris Painter Executive Management A\f 0 

Linda Lang Project Manager va 0 

Craig Petersen Contract Manager VA 0 

Brad Painter Technical Coordinator va • 

Kyle Young Project Team Member \fa 

• 

Mike Tams Project Team Member va • 

Participation 

Duration 

Daily a For Task 

• 

Monthly A For Project 0 

As Needed 

v 

Figure 3.1 

Additional SIRE Technologies personnel will be utilized for installation, implementation and training as 

required to meet the project schedule and QA Plan objectives. Following contract execution, but before 

commencing other project activities, SIRE Technologies will review the Project Schedule with County 

personnel, make modifications as necessary, and obtain their concurrence. 

SIRE Technologies will use Microsoft Project to identify tasks and milestones and report their 

achievement. 

Site Preparation Plan 

Following contract execution, SIRE Technologies staff will visit the site with Harrison County to 

determine detailed site preparation requirements. Items to be addressed include: 

1) Technical Environment 

2) Hardware Resources 

3) Network Architecture 

4) Time Frame of Implementation 

SIHE Tecrlnolo~)les, Inc, ~~6!6 W California Ave. Unit 8100 Salt L_ake City; UT 84104 \N\Nwsiretechnologles.col1l 

Page 133

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HfP. EJectronlc Public Agenda Mana£jernent Software for Harrison County, MS 

Due' Ma!~__~'!_?9.Q~ . .... '' .. ..... 

5) Project Objectives 

6) Organizational Culture 

Delivery and Installation Schedule 

System Acceptance Test 

SIRE Technologies, Inc :3\376 W California Ave. Unit B100 Salt Lake City, UT 84104 wwwsiretechnologles.com 

Page 134 

. I_~ c . 11._. N .._"_._.L. 0 .'L I __~.. _._ ~ . 

SIRE Technologies staff will use information gathered during the visit to prepare a Site Preparation 

Plan. The plan will specify, at a detailed level, the activities to be completed to make the site ready for 

system installation. The plan will specify activities to be carried out by SIRE Technologies staff and 

activities to be carried out by Harrison County staff. 

SIRE Technologies staff will submit the plan to Harrison County for approval. Following Harrison 

County review and comment, SIRE Technologies will make any necessary modifications, resubmit the 

plan to Harrison County and proceed with the site preparation responsibilities. 

Prior to contract execution, SIRE Technologies staff will review the hardware schedule with Harrison 

County staff. The purpose of the review is to ensure that Harrison County maximizes use of existing 

hardware and acquires only that hardware necessary to operation of the SIRE Technologies Software 

with acceptable system response time. 

The contract will include a final schedule of hardware to be acquired. Following contract execution, 

Harrison County Staff will order the hardware. Hardware will be delivered, configured and tested in 

Harrison County office. After sufficient testing and configuration, the Hanison County QA manager will 

sign-off on the system. Harrison County staff will take responsibility for uncrating the hardware, placing 

it at the locations agreed to in the site preparation plan, connecting power supplies, and connection the 

various pieces of hardware to the Harrison County network so that they will function in the networked 

environment. 

SIRE Technologies staff will test each piece of hardware within the system to ensure that it is 

processing system commands properly. SIRE Technologies staff will test the various software modules 

of the SIRE Technologies system on the hardware, and review programs files to ensure that all 

application programs are present. 

SIRE Technologies staff will load a sample of documents into the system, including all types of 

drawings (A-E) and sample word processing pages. The sample will include approximately 200 pages. 

These files will be used by SIRE Technologies staff to test both the hardware devices and the various 

features of the SIRE Technologies system. SIRE Technologies staff will perform a complete system 

test of both the hardware and software before beginning system training. 

SIRE Technologies staff will develop a structured plan for testing of the various subsystems and the 

entire system by Harrison County. It will identify critical system functions to be tested repeatedly and 

will include specific tests to be conducted. This function will be carried out under the direction of the 

Project Manager.

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fH'P 

Electronic Public Agenda Man,;l~lement SoftWi3ie for Harrison County, MS 

f!Qject Team 

:~~,oif:~;tiam. Provid&'n8meS,r()I.$,invol'i'~fflent levels ,and duratiOns, and relfW~rit 

experier:tr:~~~fofeach~sQOGnthe,~.arn. ' 

SIRE Technologies does not use third party technical staff to perform services for Agenda Management 

or EDMS solutions. SIRE uses only in-house technical staff to consult, install, implement, train and 

support the SIRE systems. This means that you only have one company to contact for support and 

information. Our Project Team is as follows: 

Craig Petersen - Regional Director: 

Mr. Petersen would be responsible for interfacing with the County's personnel and SIRE's personnel to 

create a business solution to meet the requirements as discovered through RFP and site visits. His 

experience includes over five years of network and technical administration as well as nine years of 

experience in document and agenda management for automated storage systems. He is highly 

experienced with installations similar to that of the County's. Mr. Petersen will the single point of contact 

for negotiation and for contract performance for the county. Contact information: Phone: 801.977.8608 

Office, 801.910.5905 Mobile, e-mail: cpetersent@siretechnologies.com 

Kris Painter - Executive Management: 

Mr. Painter is responsible for reviewing the proposed business solution for technical feasibility as it 

relates to networking and connectivity issues. Training includes Novell CNE, certification on all SIRE 

products, certification on host interfaces, and certification on Kodak, HP, Plasmon/Panasonic optical 

drives and jukeboxes as well as Compaq systems. Experience includes nine years of consulting and 

installing EDMS and image related systems for SIRE within City and County environments. He is 

experienced in virtually all technology environments with working knowledge that includes Microsoft 

Windows 2000/NT, IBM AS/400, IBM 3090, IBM 4381 connected to Tokenring, IBM AS/400 connected 

to Ethernet, IBM System 36, Unisys A, Unisys V, IBM 3090, HP 3000, Data General, Compaq Tower, 

SUN, RS/6000 and others. 

Mike Painter - Executive Management! Project Manager: 

Mike has been with the company since 1992. He has experience working with document management 

software and implementation of document management systems within the City and County 

governments for over 11 years. He has a degree in Electrical Engineering and is familiar with technical 

requirements and processes. He is very good with people and has the ability to make sure a project is 

completed on time and within it scheduled resources. Mike is very familiar with SIRE and it 

functionality. He can make recommendations of how it can best be used within a business enterprise. 

Dustin Butler - Software Engineer: 

Mr. Butler is one of our elite software engineers with over six years in the document management field. 

He is responsible for much of SIRE's programming code and is an expert on SIRE capabilities and 

installation. He is trained in Microsoft Visual Basic, C, and C++. He has extensive database 

knowledge with Oracle, SQl Server, Access, etc. 

Kvle Young - Engineer and Installation/Support Manager: 

Mr. Young is one of our core engineers for the SIRE product suite. He also manages several other 

products for SIRE including the CashPro Recording Software Suite. Kyle manages the support staff 

and installation specialists to ensure the highest level of issue resolution and client satisfaction. He 

also coordinates SIRE resources for installations and on-site updates and product support. Kyle 

-,--- -, '-'---------- ... - ----,--------------"_._, -----,----- _. - - - -----------------, 

SIF-\E Tectll1ologles, Inc ~if516 W California Ave, Uml B100 Salt Lake City, UT 84104 wwwsiretechnoiogiescoill 

Page /36

HFP Electrolilc Public ,A.~lell(J

f~FFJ: [Iectronic Public Agenda Mana~lernent Softwale for Hamson County, MS 

_._._._ ....... _- .._-_.- -- ....••.. -----_.__._- 

__ _ ..__ T __L.c::.._ H. _!:l_ 0 ~ ....Q_G I._._._._E __ S 

Due Mar12bl4.__gQO!:t._ _ ... 

Training 

' 

Descrlbe.thf;)t¥~}:i;)ftra~~~··.1JdthftI'lUmberOfRf;)OPle.to" b~tr'iined 

tbeJnitiafinatafJafioh;'; .' . 

that is .in~ud'das Rartot 

.., 

\.,',""""",.. """'" ....., ..." .. "., .., ..•, ••'.,, ..... · ... ·.,.,.. ·.,•.,.,··L..,·"'· , 

SIRE Training 

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SIRE's implementation includes comprehensive training courses, written documentation, workbooks, 

and videos that will allow the County to learn at your own pace. SI RE software is not only easy to 

install, but easy to use as well. As a result, training requirements are much less intrusive and time 

consuming when compared to other document management systems. SIRE provides on-site training at 

the County and we can also provide additional training as requested, either on-site or here at our SIRE 

training facility in Salt Lake City, Utah. 

In order to ensure the proper training of SIRE users and administrators, we recommend adherence to 

the following guidelines: 

• We recommend that at least two individuals be trained as SIRE Administrators. 

• We recommend not more than two people per workstation during training classes to ensure 

adequate levels of hands-on experience for each participant. 

• Class sizes for User courses are not to exceed 10 participants. 

• Class sizes for Administrator courses are not to exceed 4 participants. 

System Administrator Training 

We recommend that at least two individuals be trained on system administration. One would be the 

primary system administrator and the other would be the secondary or backup administrator. 

Training really starts during the installation process. SIRE project team members frequently discuss 

and include system administrators so they become familiar with all aspects of the system. Then, a 

number of days of formal training take place. 

User Training 

User training takes place after installation is complete. This is important whether the training is given 

onsite or at our training facility. Onsite training utilizes the newly installed system. Users can 

immediately begin using SIRE upon returning from in-house (at our training facility) training. 

Instructional Methods 

Training is entirely hands-on. Up to two people sit at each workstation with a maximum enrollment of 

ten individuals (somewhat flexible). Our basic training model consists of these four parts: 

• Explain - The instructor offers students an explanation of the concept and its possible applications 

• Demonstrate - The instructor shows students exactly how to perform the operation or how the 

concept works 

• Practice - The students practice the concept using SIRE 

• Evaluate - The instructor and students review the concept and practice performance. This gives 

students a chance to ask questions and give input 

SIHETechnologles, Inc :~676 W California Ave Unit 8100 Salt Lake City, UT 84104 www.siretechnOlogies.com 

Page 138

F\FF' Electronic Public Agenda Management Software for Harrison County, MS 

J2~l.-~~_M9!(:t'1..~4., 200L__ .. ._______ .. _ 

_ L__"- __ ~ __~ ~ 0 .~c_.(;l_ '-!._ I__.__~ ~ . 

Each User Training Course illustrates SIRE Viewer technology working with the document 

management technology, in order to demonstrate how the SIRE system should be used. 

IlEtscri~~ howyou~'J'sohi!dLtle'and provide for training of end users, technical staff, and 

jjjlW.EttUOi,tr.atorsincludinginitial training,.consultation, and follow-up training. 

SIRE will work with the County to determine the schedule to provide training of end users as we 

complete the installation and implementation of the SIRE Agenda management system and EDMS. 

The technical staff to include System Administrators will start to work with the SIRE Project Team as we 

start to install the software on the servers and workstations. They then will be trained in formal training 

sessions so they can support the system when SIRE leaves the County. Project Manager and lead 

SIRE IT personnel will be available to consult with the County as they need help with any problems or 

questions. 

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Follow up training will be scheduled after the County personnel have had a few weeks to use the 

system. SIRE will then come back to do follow up training and some advanced training for those who 

need it. 

Describe:;ffie'ijPesOf~itiOnal,.tf'aining 'available either through youroompany or through 

another~gency. . 

Additional Training Opportunities 

.:. SIRE holds its annual SIRE RoundTable users conference each August. The Conference is 

a four-day event with classes tailored for users, managers, and system administrators. SIRE 

RoundTable helps customers learn how to get the most out of SIRE and learn about the latest 

industry trends, legal issues, and technologies. The conference is a great networking 

opportunity for customers as well. 

.:. SIRE offers training opportunities for on-site administrators of SIRE systems, for end users of 

the SIRE Product Suite, and for users and administrators of specific applications within the 

complete SIRE Suite. Training can be as informal as working through an online tutorial during 

a lunch hour, or as official as attending a SIRE training conference held at SIRE Technologies 

headquarters in Salt Lake City, UT. SIRE also offers certification on its products for advanced 

users and administrators of SIRE systems. SIRE certification officially recognizes a certificateholder 

as a trained professional in the use and/or administration of SIRE software, and is a 

prestigious acknowledgement of valuable skills within Electronic Document Management 

.:. CompTIA CDIA+ Certification - SIRE provides CompTIA COlA (Certified Document Imaging 

Architect) training and testing for our clients. The COlA credential validates the knowledge of 

professionals who deliver document imaging solutions. It is a vendor-neutral certification that 

proves expertise in the technologies and best practices used to plan, design, and specify a 

document imClging, management system. 

. --------------_... -_._._------------------ 

SIRE Technologies, Inc. 36'16 W, CailtOl"lll8 Ave. Unit 6100 Salt Lake City, UT 84104 WWW slretechnoiogies,com 

fJage I 39

nFP Electronic Public Afjenda Management Software for Harrison County, MS 

,l:)"l,J,~:J~?_~~I~ 2~L. ~QQ~. .. .__ . _ 

'r __ .E. C .""",,-!_N...9, ,l_. 0 ..,(;_.-' __ !"~_ 

Pricing 

CompletEtanct'iW~itthefive"ygf.tdtal cost summary table ineluded in the PriCing 

Requifeml,titS'seetiQn~along with supporting statements and documentation; 

Pricing Requirements 

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'Y':Qur'·eb~.:table$houldiF1clude complete cost breakdowns for software; hardware, 

'maintel1ance,~a,niflg and implementation,and any additional services required. 

., 

."",',', 

Plve Year Total Cost Summary . 

Costs Total Year 1 Year 2 Year 3 Year 4 Year 5 

Hardware N/A 

Software Licensing 122010.00 

Third Party Software N/A 

Application Software N/A 

Documentation & Training 22704.00 

Maintenance 23610.00 23 610. 23610. 23610. 23610. 23610. 

Installation 60856.00 

Integration TBD 

Leqacy Data Loading N/A 

Proiect Management 13.680.00 

Misc. Video Streaming 

Hosting 

13,200.00 13,200. 13,200. 13,200. 13,200. 13,200. 

Other (specify)Expenses 8.600.00 

Total: 251.460.00 36.810. 36.810. 36.810. 36.810. 36.810. 

Descriptions: 

Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the 

software. Hardware Pricing listed below on SIRE Proposal Form 

Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training 

fees associated with your proposed software. SIRE Software listed below on SIRE Proposal Form. 

Third-Party Software (Middleware): List, describe, and record the cost of each piece of software (including 

operating systems) that is required to optimally run the software. This SIRE proposal uses NO third party 

software or services. 

Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed 

software. Installation service listed below on SIRE Proposal Form. 

Integration: Describe any labor, equipment, supplies, or other costs associated with integrating your software 

into our current architecture and back-end systems. SIRE will integrate with your existing current and back 

end systems. Our labor charge is $172.00 per hour with travel expenses if needed. SIRE has a full 

functioning API Tool Kit that can be used or if purchased this tool is $12,995.00 

Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from 

current systems into your ERP software. SIRE will import existing legacy data into the SIRE system and the 

pricing is included in the proposal cost (No additional Cost). 

Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of 

your proposed software. SIRE Maintenance costs are listed below on SIRE Proposal Form. 

Slr~E Technologies. Inc 3676 'VV, California Ave Unit 81 on Salt I.ake City, UT 841 (J4 wwwsiretechnologies,corn 

Page 140

----------~--~--- 

I 

F;;FP Electronic Public A£jend,) Management Software for Hamson County, MS 

Due- Mac~_t_124c2_Q9_~~ ... _ ._____,.'___________ _ __ , .. _ 

Documentation & Training: If there are fees associated with your user or technical documentation, list them 

here. SIRE Documentation comes to the County at no additional cost. 

Project Management: If there are project management fees associated with your proposed software, list and 

describe them here. Project Management costs are listed below on the SIRE Proposal Form 

Miscellaneous: List and describe any other costs associated with your proposed software solution. 

miscellaneous items are listed on the SIRE Proposal Form below. 

The 

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T:~;~~~~i~:'e Unit UU.~r\e 

B100 

Salt Lake City, Utah 84104 

801 977-8608 Fax 801 977-8775 

\3/4/2009 HARDWARE 

•'ro~osal 

,,,,,..,0/,,,,,,... ,.. , ....,, 

'1'_,n,,""I,"I',","": ..,., 

,,",,

S , R E. 

r" P Eledeo",c P"blic Agenda Management Software for Ham,on Co"nty, MS 

,P_LJ_~:t09r(;Q]4-,-_?QQ@ . ,,------ __ .. r .E.• __f !!...._~. __.o L ..• 0 ..I;;.._..._.I_.__ .~._. S 

1 Agenda Plus· 20 Concurrent Users $62,995.00 $62,995.00 $12,599.00 

8 Agenda Plus· Agenda To Go (per workstation) $495.00 $3,960.00 

2 Agenda Plus - Scan to Agenda (per workstation) $495.00 $990.00 $19800 

Agenda Plus - Agenda Wrap Up (per workstation) $495.00 $495.00 $99.00 

Agenda Plus - Agenda Packet Print (per workstation) $1,200.00 $1,200.00 $240.00 

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SIRE Server Core- This is a one time cost for any size 

customer that provides the PDF, FTR and other needed 

capabilities. This is required for all clients. This is a 

required component for EDMS 

SIRE Server - Concurrent Licenses - Concurrent - 1-25 

5 Users 

SIRE Client, Concurrent Workstation Licenses - 

5 Concurrent, required for EDMS 

SIRE Workflow Server: Required for 

Workflow 

SERVICES 

$10,500.00 $10,500.00 $2,100.00 

$830.00 $4,150.00 $830.00 

$149.00 $145.00 $149.00 

___$_1_2_2_'0_1_°_'°_°_1 

, ","C,L, 

• '1\ '"h," 

"J;' , 

"-1:" 

9 Proiect Management (per day - 8 hour minimum) 

$1,520.00 $13,680.00 ,'0«"" 

~'i"W"W 

N.'h;;·.4wt 

4 

\11'd

RF P: Electronic F)ublic A,gendi;l ManafJ8rnent Software for HarriSOIl CDunty, MS 

J?l~~~,_M~lr(,;~ ;z.1,-_~QQft "", .____ _ _ 

10 

3 

3 

3 

2 

$1,376.00 

$1,376.00 

$1,376.00 

$1,376.00 

$13,760.00 

$4,128.00 

$4,128.00 

$4,128.00 

$2,752.00 

SIRE Video Plus - Video Streaming Hosting - 20 

(Agenda Plus) User/month(12) 

. ',', '\\,',,,,": 1, 

$74,531.00 l,;:;; "",1" 

~~;'\:~;;:;I:±:;;;2~~2~,'i~~';:::S:;:i'::; 

ON SITE TRAINING AND EDUCATION 

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1.0 

1.0 

1.0 

1.0 

1.0 

1.0 

o 

$6,880.00 

$6,880.00 

$1,376.00 

$1,376.00 

$1376.00 

MAINTENANCE 

SIRE Technologies, Inc, 3B76 W California Ave Unit B1()O Salt l"ake City. UT 841()4 www siletechno!ogiescorn 

Page 143

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f\FT: l:'ledronic Public Agenda Mana£lement Software for Harrison County, MS 

Due. ~V1~~E£b_?1:_~QQ~ __'._.__ .m •• •••••••• • _ _ 

EXPENSES 

.__.!... __~ C HN..__ .Q. l ~. G.. I .... ~._!l_ .. 

6 Travel: Airfare (per trip) $600.00 $3,600.00 " 

$5,000.00 : 

25 

Per Diem: Daily expense for Lodging, Car, meals (per 

day) $200.00 

~1~1:~~Jf~f~:" 

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----=::,-:-:=-::-:-1 ::~~,'.:~;,{~§:i.::'·:':":';),::~;;'i~;~i:tf;:\0i,,:,;2~£':,' 

$8 600 00 ~,::=,,::.,~",.•.,,,.,.,,,, ..,. 

-----'--'----':~~S?33;~~1,~·:·?:·· 

"'''' 

COSTS OVERVIEW 

I 

Total Cost for Hardware 

Total Cost for Software 

Total Cost for Services 

Training 

Total Cost for Annual 

Maintenance 

Expenses 

TOTAL SYSTEM INVESTMENT 

ANNUAL RECURRING COSTS 

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SIRE Video Plus - Video Streaming Hosting. 

Annual Recurring Costs 

Total Cost for Annual Maintenance 

SIF·U-;' Technologies, Inc. 36/6 W. California Ave. Unit 8100 Salt L.ake City, UT 84104 wwwsiretechnoiogiescol1l 

Page 144

f~FP Electronic Public Agenda Management Software for Harrison County, MS 

PlJ'?M':l_~_Q_?_1.,~.9g~______ _ L_E '

f~f:P: Electronic Public Agenda Management Software for Harrison County, MS 

Due MaL~b_?_'L?gQ~_. ._________ _. ,. 

SIRE. 

(Note: The database server can also reside on an enterprise Database server if you have one.) 

Recommended Server Specifications for Video Streaming Encoder 

Processor: 

Dual - Intel 2,0 GB processors or greater 

Additional Video Processor Card: 

o Osprey Video Card 

Memory: 

4 GB 

Hard Drive or Storage Space: 

u Sufficient for onsite storage of Videos. (Approximately 7 hours = 1 gig - This wi/I vary based 

on stream size) 

Operating System: Windows Server 2003 Standard Edition 

Database Application: None 

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Other Required Software: 

o Windows Media Encoder 

o Windows Media Services 

Recommended Hardware Specifications for Voting System 

Servers: 

Memory: 

2 boxes are recommended. One is used for the Voting server and one for the 

Presentation server. Theses servers can be workstations devices. If only one box is 

used we recommend a server class device. 

Additional Hardware: 

o Additional video cards if public displays are being used 

(Note: This is dependent on the hardware configuration of your board or meeting room) 

Processor: Dual Core Intel 2.0 GB processor or greater 

4 GB 

Hard Drive or Storage Space: 

u Voting Server - 250 Gig 

o Presentation Server - 250 Gig 

Operating System: 

Voting Server: Windows Server 2003 Standard Edition 

Presentation Server: Windows XP 

Database Application: None 

SIHE Tecl'lnologles, Inc. 3676 W. Califomla Ave Unit 8100 Salt L.ake City, UT 84104 wwwsll-etechnologiescom 

Page i 46

RFP. Eledco"'e P"blie Agenda Meoageme"' Softwa

fiT P Electronic F-'ublic ASjenda Management Software for Hanison County, MS 

S'RE. 

TEe H ~ N" "~ ".~_....9 ._'L.!. .._E . ._~ .. 

Hardware Architecture 

~ 

l$" Internal Cllen! • 2 .~ ~ 

~ r-F-ro-m--T-o-P-o-rt----P-ro-to-c-Ol--A-u-th-e-nt-ic-at-io-n---:.E"V 

~ 2 1 Config (7000) TCP Application ~ 

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Internal Web Server - 3 

----~~.....--:I 

~ 

.-~I/----...04 

Applications 

SIRE 

Administrator 

SIRE ERM/CO~D 

Admnistrator 

SIRE Forms 

Administrator 

SIRE Workflow 

Administrator 

Services 

Application Server - 1 

Optional-----, 

Optional 

Required 

I!;]I SIRE Agenda Engine I--ReqUired_.If'-.If'-"'I'l 

I!;I SIRE ERM Engine I 

[!;] SIRE FuiITe'" Engine =:J 

/!;I SIRE License Engine I 

~ SIRE Retention Engine I 

/!;I SIRE OCR Engine I 

~ SIRE PDF serviceI 

/!;I SIRE Mail Engine I 

• SIRE Thumbnail Engine 

•• SIRE Capture Botch Engine 

/!;I SIRE Remote Engine I 

/!;I SIRE Utility Engine I 

I!iI SIRE Worl

\fFJ: [Iectronic Public Agenda Mananement Software for Harrison County, MS 

Due March 24, 200l-) 

Software Requirements 

TECHNOLOGIES 

" """ .. _. , _.,. .,__. ._ _. .._.__.,_.__.,, ._----_._._"--_.. " ,-_.,,,.."._._0 '.._-- __ ..,_ .__, "'.,.. _ 

Requirements - Agenda Management 

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1. Allow the submission of agenda items with links to supporting documents. Sire provides 

functionality to submit Agenda items- and to Attach staff reports, maps or other 

documents electronically. 

2. Allow draft agendas to be created. 

SIRE offers the ability for County to configure the agenda for every meeting type 

differently and to their exact specifications. In addition, SIRE allows the County to create 

and publish different versions of the same agenda. Many clients use this feature to create 

Draft, Approved and Final versions oftheir agendas. If desired, each version ofthe 

agenda can be distinguished with watermarks, footnotes, or any other desired 

differentiator. 

3. Create links to, or associate, supporting material for meetings with Agenda Item document. SIRE 

provides the ability to link or associate (URL) any supporting material to include: Word 

documents, Engineering Drawings, PDF, or any electronic documents in any format to 

Agenda Items on the Agenda Template. 

4. Allow flexible reformatting of the document, such as font, indentation, numbering, order of items, 

etc. SIRE provides all formatting for the Agenda's that Word provides to include: font, 

indentation, numberina (in several formats), boldina, and style. 

5. Allow pending items to be placed on the agenda. SIRE allows pending items to be placed on 

the Aaenda. 

6. Ability to print entire Agenda and all attachments with configurable numbering. SIRE provides 

the ability to print the entire Agenda and all attachments with configurable numbering 

(numbering automaticallv moves to fit the item space). 

7. As items are submitted for Agenda approval, electronic workflow should move documents from 

submitter to reviewer to approver, etc. with visibility of status of each item as it moves through the 

workflow. The SIRE Workflow module is easily managed at the administrative level. The 

Administrative tool allows you to monitor every workflow instance in a simple interface. 

You can determine whose queue it is in and how long it has been there, request a visual 

display ofwho has participated in the workflow and who may be involved in the next 

step(s). Performance reports will indicate averages for how long a specific step in a 

specific workflow is taking so you can benchmark your processes and employee 

performance. Any workflow that fails to locate the next step is automatically routed to the 

Administrator for intervention and each step ofa workflow can be configured to be event 

driving or time driven. This limits the need for an Administrator to manually manage 

workflows or events that are slow ornot being worked by the staff. Our workflow product 

is extremely configurable and provides extensive customization to accomplish all your 

business processes. 

8. Allow supporting materials to be attached to an Agenda item during the scanning process 

(directly scanned to item). SIRE provides a "Scan To Agenda" scanning module that allows 

a user to scan directly to an Aaenda item. 

9. System provides a post meeting capability for tracking, numbering and signing documents. 

Provides ability to use workflow in post meeting activities to manage post meeting activities. 

SIRE provides a Post Meeting Module called "Agenda Wrap Up". This module allows the 

signing of documents after the meeting orplacing ofnumbers on documents such as 

resolution or ordinance numbers. This is a single user workstation license. 

10. System provides an Interface that allows a user to download the Agenda and all supporting 

materials. SIRE provides the ability to download an Agenda and supporting materials to a 

laptop or local workstation. This module is called "Agenda to Go". Personal notes can be 

placed and not be brought back into the system or be viewable by anyone else. This is a 

single user, workstation license. 

SIRE TechnOlogies, Inc. 

------_.._ .._--_._ ... _.- 

3676 W California Ave Unit 6100 Salt Lake City, UT 84104 www.sll-etechno!ogies.com 

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t\FP Electronic ~\lblic fI,flenda Management Software for Harrison County, MS 

Due·..r0.9rc;Q_ f~,_~9J?f~ __ . _ 

11. Support the concatenation of associated documents for display, website and print. SIRE 

provides the tool for concatenation of associated documents for display, website and 

printing. 

12. Provide automatic notification when a document is revised SIRE can provide automatic 

notification to selected administration or users if a document is revised. 

13. Support electronic note~taking by meeting participants with the ability to tag the notes as public or 

private. Private notes should only be visible by those with appropriate security authorization. 

SIRE can provide electronic note taking by meeting participants and give the ability to tag 

the notes as public or private with the SIRE Voting System. 

a. Within Agenda Plus as a property for every item, notes can be taken and either 

displayed on the agenda or not displayed on the agenda. 

b. Within Minutes Plus you can record a note as a minute or as a clerk note. Currently 

both do show up on the minutes when compiled and it may be that some customization 

would be needed ifthis does not work for the County. 

c. Within Workflow as items progress through the approval process we can also capture 

notes keep them private, can be retained for reporting/auditing purposes or kept with the 

item in ARenda Plus with the option to display them or not on the agenda. 

14. The agenda automation package should provide capability to allow versioning of agendas and 

agenda items; allow process steps such as draft, revision, and final agenda. The SIRE system 

does keep a history ofall versions and revisions of a document. 

SIRE offers the ability for the County to configure the agenda for every meeting type 

differently and to their exact specifications. In addition, SIRE allows the County to create 

and publish different versions ofthe same agenda. Many clients use this feature to create 

Draft, Approved and Final versions of their agendas. If desired, each version of the 

agenda can be distinguished with watermarks, footnotes, or any other desired 

differentiator. 

15. The agenda automation package must allow agenda items to be moved with all associated 

attachments from one agenda to another. SIRE provides the ability to move an Agenda item 

with any attachments to other meeting Agendas. SIRE also provides the tracking 

information so that a user can see when and where the meeting has been moved to and 

from where. 

16. The agenda automation package shall have the option to show where an agenda item is within 

the workflow process and it's status (approved, rejected), being drafted, final draft, etc. 

Authorized users can access and review meeting status right from their Internet browser. 

Users can look at the workflow Gut diagram (Visio) to determine where in the workflow 

process the items is, and all status features of the item. 

17. The agenda automation package shall have the ability to accept different types of attachments to 

support and link to agenda items. These file types include text, graphics, word processing 

applications, spreadsheets, acrobat, HTML, XML, Java, photos, maps and other images. Digital 

media such as visual files shall also be supported. 

The County will easily be able to attach supporting documentation to Agenda items, at the 

time the request is submitted orat a later time, using any file format desired including 

audio and streaming video. SIRE allows users to find and attach documents stored on 

local hard-drives, network drives, and even portable drives like "thumb drives." In 

addition, for supporting materials that are in hard copy only, users can easily scan the 

document directly to the appropriate item, thereby allowing all supporting materials to be 

in a single, convenient location. The County will also be able to copy ormove agenda 

items with all associated attachments from one aaenda to another. 

18. The agenda automation package shall have the ability to automatically convert attachments used 

to support agenda items to PDF for printing and public distribution. Yes, the SIRE Agenda Plus 

system allows any file format to be converted automatically into imaRes or PDF 

19. The agenda automation package shall allow an unlimited number of meetings to be added and 

managed by the system. The SIRE Agenda Plus system does support unlimited number of 

meetinRs to be managed by the system. 

SIRE \ ecl1nologles, Inc. 36?6 W California Ave. Unit B100 Salt L.ake City, UT 84104 www slI'etechnoioglescom 

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f~FP 

Electronic Public Aflenda Management Software for Harrison County MS 

:::::.'.•:::...:....:.'.'..".:..'~.::..:.:.::.:::::.':::.:::'':'••...... _. . .._. ._.. _.. ._ ... _._.._. . .__.__ .. .. _ .._.. ._. .._.................................. .....•. _•. TEe H N 0 

25. The agenda automation package shall have the ability to create an agenda packet for printing. 

SIRE's Agenda Packet Print feature will allow the County to easily print entire agenda 

packets for hard copv distribution with a few clicks of the mouse. Agenda Packet Print 

SIRE Technoiogies, Inc. ~)t)16 W. California Ave. Unit 8100 Salt Lake City, UT 841()4 www.slretechnologies.colll 

F'age 152 

lOGIES 

20. Support electronic signatures 

Electronic signatures can be applied in a number of different ways. 

• Users can place Electronic Signatures using a bit map file with the person's signature 

on it. When placing the signature, the user is asked to enter their username and 

password along with a purpose chosen from list of why they are signing it. The list 

can be configured by each client as to what the appropriate reasons for signing are. 

The signature is stored along with a hash of the signed document so that it can be 

validated that the document has not changed since signing. The signature is stored 

in the database along with the hash so the document is not altered. When viewing, 

printing; emailing etc. the document it is seen with the signature. 

• Using a bit map file a signature can be placed on to a document and then saved with 

the signature being incorporated into the document. This does alter the document and 

it is stored as part ofthe document. 

• The user can use a signature pad to sign the document and place a signature on the 

document. 

21. Ability to select individual pages or sections of a document to be viewed, routed, included in 

packet, or printed SIRE allows a user to select pages orsections ofa document and route 

approved and added to a packet. 

22. Ability to support flexible, wellwdocumented, user-friendly query capability and report writing tool 

for ad-hoc reporting based on user-defined criteria SIRE is tightly integrated with Microsoft 

Reporting Services. There are a number of "out of the box" reports available with the 

prodUCt. It is also very easy for SIRE or the customer to create custom reports to reflect 

their specific data. The reporting interface is managed by the SIRE security model and the 

reports are viewed from within the SIRE product. The reporting services integration 

currently works only if using SQL Server. 

Because of the open architecture in SIRE you can use any third party reporting tools you'd 

like to interface with data in SIRE. Crystal Reports is frequently used by our customers for 

reporting. 

23. The system proposed shall be of a non-proprietary nature. Describe any functions, features or 

components that are, or may be proprietary and why they do not restrict utilization of the system. 

This solution does not use proprietary headers. SIRE's software is an open MS Windows 

solution using industrywstandard networks and SQL databases. Oursolution can be 

integrated with most nonwproprietary or ODBCwcompliant applications. All files are 

maintained in their native format to provide our clients more functionality in working with 

their data. Non standard compression routines and proprietary bits in the header limit 

how files can be used and decrease the functionality of the product for the client. 

24. The agenda automation package shall have the ability to publish a finalized HTML agenda to the 

Web with all associated attachments as links to the appropriate agenda item. Items will be visible 

based upon security authorization. SIRE provides the ability to publish an HTML Agenda to 

the web with all associated attachments linked to the document. SIRE's solution is 

capable of viewing over 300 different file types directly from the Agenda Plus browser 

without installing the native applications. These include but are not limited to: HTML, MS 

Office Suite (Word, Excel, PowerPoint, Project) and the related WordPerfect Office set of 

products as well as PDF, Tiff, AutoCAD, etc. 

SIRE's system is able to accept all types ofsupporting documents and to link to agenda 

items. These file types include but are not limited to: text, graphics, word processing 

documents; spreadsheets, acrobat, HTML, SML, photos, and other images. Digital media 

is also supported such as: TIFF, JPEG, MPEG, GIF, PDF, BMP, and A VI.

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RF P: Electronic ~)ublic Agenda Management Software for Harrison County, MS 

_._ ._._. . . .L __L_£_ .H.. _~ ~__~ ..._I,_"' __ ~ 

Due March 24. gQQe._~m ..... ._.__.. . ._......_. 

lets users print the entire agenda packet in a batch process. Users can print the entire 

agenda and all supporting materials all at once, and in the order that items will appear on 

the agenda. Or, users can select and print individual agenda items. Agenda Packet Print 

combines the agenda assembly and printing processes into a single step, automating and 

simplifying this previouslv tedious task. 

26. The agenda automation package shall have redaction capability. SIRE provides the ability to 

redact or "black out" any areas of the agenda package that has confidential information. 

27. The system shall be able to work with size D (22" x 34") and E (34" x 44") size documents. Yes 

this solution does support all of these formats and types of documents. Engineering 

drawings, Maps and Plat reports can be manaaed in the SIRE Agenda Plus System. 

28. An agenda can be rolled up as draft agenda while items are not approved. Yes, SIRE provides 

a "draft" Agenda until the meeting is completely approved and ready for publishing to 

your website. 

29. Ability to copy items from one meeting agenda type to another meeting agenda type (e.g. 

Planning Commission meeting to Board of Supervisors meeting) Yes, SIRE provides this 

capability. Templates can be setup for any different meetings and managed by the 

departments that control these meetings. Agenda items may be transferred from one 

meeting type to another meeting type. The system administrator can create preset 

meeting types which are like templates. Users can then add agenda items and related 

materials to the template. The result is a consistent aaenda from one meeting to the next. 

30. The agenda automation package shall maintain and make available the history of all agenda 

items that have been copied to other agendas. SIRE provides complete audit trail reports that 

contain the history ofall agenda items that have been copied from one agenda to another 

agenda. 

31. The agenda automation package shall allow actions to be added for each agenda item. The 

actions can be added manually for each item or selected from a pre-configured list tied to each 

agenda type. SIRE provides the ability to add actions to Agenda items. A drop down list 

can be created to match the actions available to the users to add to the Agenda items. 

32. Must have the ability to add "addendum" items to the agenda after the proposed agenda has 

been distributed to the Board and media. SIRE has the ability to add "addendum" items to 

the completed Agenda, before or even during the meeting as the addendum items are 

approved for addition. 

Requirements - Meeting Management, Minutes, & Voting 

33. Ability to create meeting minutes template with default text for minutes, motions, and voting 

SIRE Minutes Plus automatically creates all of the Agenda items to the minutes 

recording module. The County can easily record roll call, speaker notes, motions, 

and votes with SIRE Minutes Plus. Users have the flexibility ofrecording a variety of 

motions and updating roll call on the fly throuah a single simple interface. 

34. Ability to create an attendee list for each meeting type. The attendee list needs to track the 

attendee name and title SIRE Minutes Plus lists all attendees and title to the minutes 

module. All attendees are automatically marked as affirmative by default. Clerks only 

need to mark abstain or nay votes. Attendees can also be added on the fly during the 

meetina. 

35. The agenda automation package shall allow sections to be added to an individual agenda 

without modifying the meeting type for all meetings. SIRE Agenda Plus will allow sections 

to be added to an individual meeting without modifying the meeting type or template 

for other meetinas. 

36. Ability to assign attendees from the attendee list who will be attending a meeting, voting in 

the meeting, or part of the roll call for the meeting SIRE allows all attendees to be posted 

to the meeting. The clerk needs only to mark as not attending if one of the attendees 

is not available. The names ofother attendees may be added at any time durina the 

SIRE Technologies, Inc 3676 W. California Ave. Unit B100 Salt Lake City, UT 84104 www sil-etecllnoiogies.com 

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f.(FP [Iectronic Public AfJenda ManafJement Software for Harrison County, MS 

Due March 200..9 _._ . 

meeting with votina or abstaining from Aaenda items. 

37. Ability to Import Agenda into minutes application to use for minutes template SIRE 

provides the ability to import all Agenda items into the Minutes template. 

38. Ability to configure and modify meeting minute templates. SIRE provides the ability to 

configure and/or modify meeting minute templates as required. 

39. Ability to record motions and to log mover and seconder SIRE provides automatic 

recording ofmotions and does loa the seconder. 

40. Ability to take and record votes on individual items SIRE provides the ability to take and 

record votes on individual items. 

41. Ability to track, add and time speakers. SIRE provides the ability to track, add and time 

speakers. 

42. Ability to do meetings within a meeting. SIRE's "meeting within a meeting" functionality 

makes it easy to keep up with events without losing pace, and then returning to the 

reaular meeting. 

43. Must offer a spell checker within the entire solution. SIRE provides spell checking for all 

of the Agenda components, includina Minutes 

44. Allows the voting order to be changed for each meeting as may be needed SIRE provides 

the ability to change the voting order for each meeting as needed. 

45. Allows the voting order to be changed for each meeting as may be needed. SIRE provides 

the abilitv to chanae the voting order for each meetina as needed. 

46. Roll calls must be able to be performed at any time during a meeting. SIRE allows roll call 

to be taken at any time during a meeting. Easily keep track ofCouncil Members. SIRE 

allows you to take roll call at anytime during the meeting so that you have an 

accurate timestamp of when someone left the room and perhaps missed a vote. SIRE 

also automatically marks that person absent when it's time to vote. Upon returning to 

the room, SIRE will indicate when they returned and allows them to vote once again. 

47. Modification of minutes must be simple to perform and not require extensive cleanup. 

SIRE provides faster Minutes cleanup. Before SIRE Minutes was installed in Las 

Vegas, it took Las Vegas up to 2 hours to clean up their Minutes after the meeting. It 

took only 10 minutes with SIRE Minutes. 

Changes made to agenda during meeting (such as adding attendees, adding agenda 

items, etc) are easily transferred back to the agenda and into the Minutes eliminating 

that manual transfer. 

48. Must allow users to enter multiple motions for a single item, including substitute motions. 

SIRE gives the County the ability to enter multiple motions as need during the 

meeting. 

49. View Vote Result as members vote SIRE Voting System will give the vote results as 

members vote. Easily keep track of Councilor committee Members. SIRE allows you 

to take roll call at anytime during the meeting so that you have an accurate timestamp 

of when someone left the room and perhaps missed a vote. SIRE also automatically 

marks that person absent when it's time to vote. Upon returning to the room, SIRE 

will indicate when they returned and allows them to vote once again. 

50. Manual override of votes. roll call, motions, and amendments to agenda and minutes. SIRE 

Minutes has the ability to override of votes, roll call, motions and amendments to the 

Aaenda and Minutes as needed. 

51. Is your voting solution compatible with a touch-screen interface? Yes, SIRE technology 

provides a touch screen interface 

52. The minutes can be taken with the streaming video or in a stand alone mode and imported 

back into the agenda solution Yes, SIRE provides the ability to take minutes with 

streamina video or in a stand-alone mode and them imDort back into the Agenda. 

53. The end user may click on any item within the Minutes Doc to link to the audio/video. Yes, 

SIRE will allow the user to click on any item within the Minutes Doc and link to the 

AudioNideo. 

SIRE Technologies, Inc. 

. .T ! ~._.I:!._~._.2 .. _'=-.g § L ~ :>_ . 

:3676 W. California Ave. Unit 6100 Salt Lake City, UT 84104 www Siretechnologiescom 

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I~FP' Electionlc F'ublic Aflenda Management Software for Harrison County MS 

Due ,_~2::A,.,:" ,.'::_:.'-:0:.'0 . . ._. , ,""'" . "'" . """",'. "'" " 

54, Clerk will be able to jump directly to any motion, vote, or note in meeting and listen to 

corresponding audio for easy editing. All of these items will be linked individually to 

audio/video. Yes, The Clerk will be able to jump to any motion, vote or note in a 

meeting and listen to corresponding audio for easy editing. All items will be linked 

individually to audio/video. 

55. Ability to work on tasks after the meeting SIRE provides the ability to work on tasks after 

the meetino. 

56. Ability to record how a vote is taken, by roll call or by voice, and calculate percentage of For 

vs. Against votes in real time SIRE provides the ability to record how a vote is taken, 

roll call, voice, and calculate percentage For vs. Against in real time. 

57. Ability to view the activity status of an item after a meeting is complete to ensure they are 

processed SIRE provides the ability to view the activity status of an item after the 

meeting is complete in order to ensure the item is processed. 

58. Automatic history notation throughout the entire agenda process, as well as option to input 

manual history SIRE provides a full audit trail on the Agenda meeting process as well 

as to input manual history into the Agenda process. 

59. Out of office configuration within the workflow SIRE provides any workflow configuration 

to be made. If a user is out of the office, the workflow has the ability to move an item 

to another user or back to a supervisor for change. 

60. Minutes application should have the ability to view meetings that have been entered into the 

system and also an individual account of items within a specific meeting SIRE provides the 

ability to view meetings that have been entered into the system as well as viewing 

individual account ofitems within a specific meeting. 

61. Must be able to upload newly created items and Agendas immediately SIRE provides the 

ability to upload a newly created items and Agendas immediately or as soon as they 

are approved as final. 

62. After a meeting has taken place, the system should have ability to automatically create an 

action summary of the meeting SIRE provides an action summary after the meeting has 

been completed. This summary is automatic in its creation. 

63. System must support more than one meeting type SIRE supporls unlimited meeting 

types. 

64. Allows configurability of the agenda while a meeting is taking place, must be adaptable to 

changes The SIRE Agenda management system will allow configuration or addition 

during the meetinQ without conflicting with the existing meeting Agenda. 

65. Minutes application must allow for the distinction between the meeting chair and the minutes 

taker SIRE recognized the difference between the meeting chair and the minutes 

taker. 

66. Ability to use voting system without the minutes component SIRE provides the ability to 

use the Voting System without the Minutes Plus component. 

67, Ability to customize voting options (Le. NO instead NAY) SIRE provides the ability 

customize the system i.e. to use No instead of Nay. 

68. Ability to populate predetermined text for motions SIRE provides the ability to populate 

predetermined text for motions. 

69. Ability to use custom tags within the voting application SIRE Voting System provides the 

ability to use custom tags. 

70. Ability to customize individual voting members screen layout SIRE provides the ability to 

customize individual votina members screen layout. 

71. Each Agenda item should have its own status column SIRE's Agenda item has its own 

status column. 

72, Application should have the ability to sign documents SIRE provides the ability to use 

electronic sianature in order to sign documents. 

73. Time settings should have options to not be enforced SIRE provides the ability to not 

enforce time settings if needed. 

SIRE Technologies, Inc 3676 W California Ave Unit 6100 Salt Lake City UT 84104 \'VWW slI'etechnoiogiescom 

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f\F P: E:Jectronic fJubllc Ap8nda Management Software for 1-!alTlson County MS 

Due: March 

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74. Allows for editing, revising or replacing scanned documents SIRE provides the ability to 

edit, revise or replace scanned documents if the use has the authorization to do so. 

75. Allows for annotations on pUblished documents that can be marked public or private and 

viewed only with the appropriate security profile Yes, SIRE provides the annotation and 

annotation security to make public orprivate and only to be viewed with the 

appropriate security profile. 

76. Allows for the adding of agenda items through the system or through a web based form 

SIRE provides an e-FORM (web based) that can be used for the adding ofAgenda 

items through the system worldlow process for submittal ofAgenda items. 

77. System should send email notifications to users as deadlines occur SIRE provides the 

ability to send e-mail notifications to users as deadlines occur as well to users as a 

workflow process in put in motion. 

78. Ability to approve agenda items individually or as a group within a meeting SIRE provides 

the ability to approve an Agenda item individually or as a group within a meetinfl. 

79. Many times, backup for an agenda item will be provided at the meeting, rather than when 

the agenda is being prepared. Describe how this will be handled by your system. SIRE can 

add the backup to the Agenda item ifit is an electronic document, or ifpaper, it can 

be scanned directly to the Agenda item with SIRE's Scan to Agenda Capture Module. 

Requirements - Video Streaming 

Note: Video Streaming will not be included in the initial implementation, but will be incorporated at 

a later date. 

80. Video should be linked to Agenda Items, Minutes, and Supporting Material SIRE Video Plus will 

be linked to Aaenda items, Minutes, and Supporting Materials. 

81. Minutes and Video systems must have ability to work in disconnected mode SIRE Works in a 

Disconnected Mode: This Is a big deal because if the County's network orISP crash 

during the meeting, both our Minutes Plus and Video Plus will still work! Keep in mind 

that the meeting will not be streamed live to the Internet if either ofthese fail, but the video 

will still be time stamped and recorded, allowing the client to post the video or audio after 

the ISP and Network are restored. Under either of these conditions, other vendors will fail. 

82. Must have a Customizable Web Interface SIRE will integrate with your existing website and 

has the ability using some SIRE screens, to provide any customization the County 

requires. 

83. Stream meetings as they happen or record them and publish to the web together with the 

meeting minutes, supporting materials and the meeting agenda if desired. SIRE can provide 

the capability to do either of these streaming meetings processes. SIRE can record the 

meetings, minutes and supporting materials and publish them to the web as they happen, 

or record them and broadcast them at a later date, but this would take some customization 

in the product. It would also take some customization and help from the County to 

accomplish Video to be linked to agenda items, minutes, and supporting materials 

because the SIRE Video Plus Streaming product places and stores all videos on a cluster 

that is online 24/7. Our SIRE Pub (web publishing module) is a web based product which 

hosts the agenda items, minutes, and all supporting material for the public to view 24n. 

The SIRE Pub page allows the public to search for meetings, and view all material 

including video with ease. 

S!f-\E: 1echnologles, Inc, :'\676 W California Avo Unit 81 no Salt l.ake City. UT 84104 www siretechnologles,com 

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RFP: Electronic Public Agenda Malkl~lemen\ Software tor Hamson County, MS 

84. Video, minutes, meeting agenda and supporting material are all in a searchable format. SIRE 

provides the ability to search all of the video, minutes and meeting Agenda with 

supporting documents by Full Text Retrieval (every word orphrase or index criteria is 

searchable). 

85. Users must be able to control the stream of both video and audio at the time of recording. A fixed 

resolution at the time of recording is not acceptable SIRE provides controllable audio and 

video stream. SIRE allows you to dial up or strip down the quality ofyour video or audio 

at the time of recording. This allows you to create high quality video suitable for cable TV 

or DVDs or lowers the quality for streaming video purposes. With the FCC mandating that 

all broadcasts must be in High Definition in the future, this positions SIRE's clients well to 

meet future demands. 

86. If during a live meeting a connection problem ensues users must be able to continue to record 

the meeting, allowing the audiolvideo to be posted once the network is restored. SIRE works 

even when your ISP or Network do not. ISP's and Networks have a nasty habit of crashing 

when you need them the most - during Council/Assembly/Board meetings. Rest assured 

because SIRE will allow you to take minutes, record video and/or audio complete with 

timestamp even though your network and/or ISP may be down. 

87. Video/Audio file storage must be located within a secure firewall protected network. Information 

held on private networks must not be publicly accessible. SIRE allows our customers to store 

and manage the Video/Audio at their facility orif the County wants a Hosted System, S/RE 

uses a secure co-locate facility in Salt Lake City, UT offering multiple redundancies of 

bandwidth, power, air conditioning, and security. 

i. Bandwidth redundancies: Our co-locate facility offers quadruple 

redundancy on bandwidth utiliZing Cogent, AT&T, UUnet and 

Qwest. 

ii. Physical security: The data center where the servers are housed 

contains dual-token authentication access, intercom system, 

multiple video surveillance cameras, and individually-locked 

cabinets and cages. 

iii. Power supply redundancies: There is a generator that can run the 

facility for 2 months it is diesel fueled and is always kept full and is 

tested regularly to make sure it works and is in good condition. 

There is also battery power backup enough for 8 hours so there will 

not be a loss ofpower while the generator is starting. 

Our architecture provides fewer points of failure. 

We give our clients control over their database. As such, they can back up the files as 

they see fit, instead ofworrying and hoping their vendor is doing the backups as 

promised. Other vendors host the database and if they don't back up those files in a 

timely manner and the server crashes, those clients may lose video files. 

88. Allows for a presentation monitor that will display supporting materials and documentation as well 

as voting results to the citizens attending the meeting SIRE's Large Monitor Capabilities: If the 

client has a big monitor for the audience, SIRE allows them to show the audience which 

items have been approved, which item they are currently discussing and even show 

supporting materials if desired. 

89. Big Screen Capabilities are desired for item review and discussion of supporting materials. 

Big Screen Capabilities: Ifthe client has a big screen for the audience, SIRE allows them 

to show the audience which items have been approved, which item they are currently 

discussina and even show supportina materials if desired. 

90. Ability to burn Video, Minutes, and Supporting materials to DVD - not just video only. SIRE 

creates a DVD that includes both the video and the supporting materials if desired. Other 

vendors only offer video on its DVDs and have to run with Internet to make it work. The 

recording o1.all of these items would not be from the same location, but all of this can be 

completed. 

SIRE: Tf)crmoioflies, Inc 3676 W Califortlla Ave Unl\8100 Salt L.ake City, UT 84104 www.slretecI1IlologI8s.com 

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f~FP, FJectronic Public Agenda Manauernenl Software for I-Iarrlson County, MS 

J2~1~:lv';~ ~~~_?~L?()09 ,,__ _ ",_", T!,__ C,,_1:i ~__ "'_.!o o_,__~ I.,E,S. 

91. Product offers the ability to modify the quality of the video or audio stream at the time of recording 

SIRE Controllable audio and video stream: Through the use ofthe Microsoft Windows 

Media Encoder, SIRE clients can control the stream ofboth video and audio at the time of 

recording. Once recorded however, the resolution is set and cannot be changed later. 

However, this gives the client the ability to turn up the video and audio quality sufficient to 

record to a CD or to broadcast across Comcast. It also allows them to turn down the 

quality ofboth at the time ofrecording so people at home with dialup modems can watch 

and hear meetings. 

92. Video Interface on Minutes Tool Both test and live stream views available. SIRE allows you 

to dial up orstrip down the quality ofyour video or audio at the time of recording. This 

allows you to create high quality video suitable for cable TV or DVDs or lowers the quality 

for streaming video purposes. 

93. What type of mobile encoder is used? What type of encoder is used? SIRE Video Plus uses the 

Windows Media Services 

94, What is your typical stream rate for your video broadcasts? SIRE generally uses 270 Kbps 8 

300 Kbps, but can be reduced to 128 Kbps. 

95. What type of cards do you typically use in your installations? SIRE Video Plus uses Osprey 

Cards 

96. Is it hardware platform dependant or will it run on any server platform? The SIRE Video Plus is 

Windows dependant. 

97. There must be an interface that manages the video streaming and must be integrated with the 

Minutes Application and Voting System The SIRE system will tie the server directly into the 

media encoder because SIRE Video Plus Streaming Module is built on the Media Encoder 

API to talk directly to the encoder for starting and stopping streams and recording. 

98. The streaming audio/video must be time stamped so the user can go directly to the point of the 

video for any given item in the agenda. SIRE Video Plus allows you to easily stream meetings 

as they happen or to record them and publish to the web together with the meeting 

minutes, supporting materials and the meeting agenda if desired - all in a searchable 

format. When combined with SIRE Minutes Plus, constituents are able to quickly locate 

recorded meeting segments through key word searches - eliminating the need to fast 

forward through hours of video. 

99. Archives of all AudioNideo Content available on demand Archives ofall Audio/Video Content 

are available on demand. 

100. Is your solution compatible with Windows Media Player Yes, SIRE uses Windows Media 

Player. 

101. Vendor must be capable of providing podcasting as a service. Podcasting and RSS feeds are 

available in SIRE Version 5.2, which will be released in April, 2009. 

102. Ability to control video output, must include ability to display the presentation material (supporting 

materials and documents of specific items) on the video output 

a. This would require customization if the intent is to push the material to the Video 

Stream from Minutes Plus. We stream what the County feeds to us for minutes and video. 

Ifthe County will set it up on theirside to include that as what is going to be broadcast, 

then SIRE can display it. 

b. Through Voting the County does have the ability to interface with the A V system and 

display presentation material, documentation etc. which gets placed into the stream of the 

video 

c. Through SIRE pub (SIRE web interlace to your County Website) - agenda and 

supporting materials are displayed 

SIRE l(~chnologles, Inc :)676 W California Ave, Unit 8100 Salt Lake City, UT 84104 www.siretechno1ogiescom 

Page I tiS

Response to Request for Proposal 

Electronic Public Agenda Management Software 

Submitted to: 

Harrison County Board of SupeNisors, MS 

Opening Date: 

March 24, 2009 

March 23, 2009 

Submitted by: 

• 

MCCI 

A subsidiary of Municipal Code Corporation

--=--- _. -. -- - - 

MCCi 

Municipal Code Corporation 

SALES DEPARTMENT 

PO Box 2235 • Tallahassee, Florida 32316 

TELEPHONE (800) 342-2633. FAX (850) 70l-0715 

March 23, 2009 

Melissa Pope 

Purchasing Clerk 




Dear Ms. Pope- 

MCCi understands that Harrison County is seeking a qualified firm to provide an Electronic Public Agenda 

Management Software solution. While reviewing our response please keep in mind the advantages that MCCi 

offers: 

Stability - Municipal Code Corporation has been in business for over 50 years and works with over 3,000 

local government agencies across the United States. 

Products - MCCi focuses on products in the field of electronic agenda management. We have researched 

and evaluated the many solutions available in an effort to find the best solutions for our clients, among 

which is the Legistar product line. We chose to offer Legistar because the application they offer is well 

suited for the agenda management challenges in the local government environment. 

Configurability- Legistar is a fully configurable solution with over 300 configurable options. This means that 

opposed to other customized solutions out there, there is no custom code that you need to wait for or pay 

to be changed when simple changes to your layout or process need to be made. 

Focus - MCCi specializes in working with government entities and focuses our products on solutions 

specifically for governments. In working with governments over the past seven years, MCCi has had the 

opportunity to gain an in depth look into how they utilize their documents on a day-to-day basis. This 

thorough understanding gives MCCi the edge needed to provide our clients with a tailored solution that will 

meet each individual organization's needs. 

If you have any questions concerning our response or desire additional information, please do not hesitate to 

call on our toll-free number. We appreciate your interest and hope that we will have the pleasure of working 

with you and Harrison County. 

Sincerely, 

Donny Barstow 

President

~- 

Letter of Transmittal 

MCCi, LCC has prepared our response to the RFP for Electronic Public Agenda Management Software issued by 

Harrison County, Mississippi. MCCi confirms that we can meet the requirements laid out in this RFP and has 

submitted our proposal in response to the Electronic Public Agenda Management needs of the County. 

Contact Information: 

MCCi, LLC (wholly owned subsidiary of Municipal Code Corporation) 

PO Box 2235 

Tallahassee, Florida 32316 

Contact for answering questions: 

Logan Di Liello 

Account Executive 

800.342.2633 ext 725 

logan@mccinnovations.com 

Contact for contract negotiations and the signer: 

Donny Barstow 

President 

800.342.2633 ext 599 

dwb@mccinnovations.com 

Authorized Signature: 

'/'.,LQ,8' ~~,.J,O~{)L":=:::::::== 

_ 

MCCi RFP Electronic Public Agenda Management Software Page 1 of 44

Executive Summary 

MCCi has read and understands the intent and desired goals of the RFP and is proposing the Legistar legislative 

business workflow and agenda management system to meet or exceed those expectations. Legistar is an easyto-use 

software application that manages and completely automates the various agenda processes from 

creation through the recording of the Boards' minutes and final printing and publication. The system utilizes 

industry-proven SQL, and .NET technology to provide a fully browser-accessible system for both staff and public 

users. 

The system is provided as either a hosted service or locally installed site license and includes unlimited users, 

records, and meeting events. As a result, Legistar will allow for the creation of multiple types of agendas, such 

as Planning Commission Meetings, Board Meetings, etc. Furthermore there are numerous system settings to 

allow the system to be custom configured to match the requirements of the Client. 

In addition to the state-of-the-art workflow technology, Legistar allows the users to utilize existing imaged and 

stored third party files and other records as well as incorporating electronic signatures, e-mail, and document 

management processes to generate an electronic agenda. 

The fully automated processing and management of the Council Report within Legistar, allows members to be 

able to review the complete real-time agenda information as well as supporting information and background 

history detail on their laptops. The system can also provide stored output in PDF or Word format which can also 

be downloaded to a member's PC and allow users to create notes during the meeting. To every extent possible, 

the Legistar system will reduce or eliminate the need for paper documentation and can replace the printed 

agenda in most cases. 

Finally, upon final approval, the agenda and minutes can be automatically published to the web as easily as 

sending the finished document to a printer. This provides the complete electronic agenda packet and other 

historical information on-line, where they can be accessed and searched. 

Legistar also includes after the meeting features needed such as sending letters, creating fina/legislation, and 

other reporting tools needed to track different aspects of the meeting. 

Legistar is a fully CONFIGURABLE solution, with over 300 configurable functions. What this means is that tab 

labels, agenda headings, meeting body creation, workflow, etc can all be configured with the use of various drop 

down menus, text boxes and check boxes by the end user. This is all done without any custom code or required 

development time or cost. 

Legistar has been around for 25 years and is a product that has been built through the input of government 

users as small as 5,000 up to counties as large as 9,000,000 (Los Angeles County). Legistar has been built and 

specifically designed to meet the unique needs that Local Government face in submitting, tracking, approving 

items and compiling agendas for government use. 

Legistar and MCCi combined have automated over 100 cities and county's agenda processes making us a distinct 

leader in the industry segment that is agenda and legislative management. 



MCCi Company Background 

MCCi, a subsidiary of Municipal Code Corporation (The nation's leading codifier for local government serving 

over 3,000 city/county government agencies), has been providing Electronic Records Management and Agenda 

Automation Solutions to its clients since 1998. In 1998, Municipal Code Corporation (MCC) created a document 

imaging division, which subsequently evolved into MeCi in the summer of 2003. This allowed MeCi to provide 

its customers with a higher level of service, but still benefit from the stability and credibility of MCC. MCCi is 

headquartered in Tallahassee, Florida with satellite offices in Carlisle, Pennsylvania, Fort Worth, Texas, and 

Edinburg, Texas. With a client base of over 400 government agencies, we are striving to be the leading 

Electronic Records Management and Agenda Automation/Legislative Management provider in the United 

States. Over the past nine years, MCCi has had the opportunity to gain an in depth look into how government 

organizations utilize their documents on a day-to-day basis. This thorough understanding has provided MCCi the 

edge needed to provide our clients with a tailored solution that will meet each individual organization's 

needs. Our goal is to develop solutions that will enable our customers to increase efficiency, productivity, and 

internal organizational structure. 

MCCi Ownership Structure 

Meei's corporate structure is a Limited Liability Company and it is a subsidiary of Municipal Code Corporation. 

MCCi's governance is directed by a Board ofAdvisors consisting of six people, four of whom are not insiders to 

the company. Strategic and tactical issues identified by the Board are executed by the President and the 

Leadership team. MCCi's employee headcount as of March 2009 is 22 employees. 

MCCi Company Officers 

MCCi 

Lawton Langford - Managing Director 

Donny Barstow - President 

Municipal Code Corporation 

Lawton Langford - President/CEO 

Rick Grant - Executive Vice President 

Michelle Eagen - Secretary / Treasure 

Daystar Company Background 

Daystar is a privately held, family owned, self-funded company incorporated in the State of Illinois in May, 1983. 

The company continues to expand its product offerings to provide agenda and workflow systems to an even 

broader range of public sector clients and quasi-governmental bodies. Daystar has never operated under any 

other name and has never been a part of any legal or bankruptcy action. Daystar has never had a contract 

terminated by default at any time. 

The Daystar corporate structure is managed by the two principal partners. The officers are: 

Ronald E. Cichon 

John Cichon 

President/CEO 

Vice President/Sales Director 

Daystar is an efficient operation staffed by a multidisciplinary team of professionals with backgrounds and/or 

graduate degrees in computer science, public administration, retail marketing, corporate management, 

education, law, accounting, and organizational psychology. 


Although a relatively small firm, Daystar has been ranked in the top 25 growth companies of Deloitte &Touche 

FastSO companies for the three years of 2001 through 2003. The corporation's bank account is with South 

Central Bank &Trust, Chicago and the account contact is Mr. Todd Grayson, Vice President, at (312) 491-7114. 

As a privately held corporation, Daystar holds all financial records as strictly confidential and does not disclose 

such information where the document will be public knowledge. 

Daystar Ownership 

Daystar is a privately held, family owned, self-funded company incorporated in the State of Illinois in 1983. 

Daystar's Dun & Bradstreet number is: 10-851-6089. The company continues to expand its product offerings to 

provide agenda and workflow systems to an even broader range of public sector clients and quasi-governmental 

bodies. Daystar has never operated under any other name and has never been a part of any legal or bankruptcy 

action. Daystar has never had a contract terminated by default at any time. 

Although a relatively small firm, Daystar has been ranked in the top 25 growth companies of Deloitte &Touche 

FastSO companies for the three years of 2001 through 2003. The corporation's bank account is with South 

Central Bank & Trust, Chicago and the account contact is Mr. Todd Grayson, Vice President, at (312) 491-7114. 

As a privately held corporation, Daystar holds all financial records as strictly confidential and does not disclose 

such information where the document will be public knowledge. 

MCCi Authorization Contact: 

Donny Barstow - President 

MCCi, LLC (wholly owned subsidiary of Municipal Code Corporation) 

PO Box 2235 

Tallahassee, FL 32316 

P: 800-342-2633 

F: 850-701-0715 

dwb@mccinnovations.com 

FEIN: 59-0649026 

Daystar Authorization Contact: 

John Cichon 

Daystar Computer Systems, Inc 

600 West Jackson Boulevard, Suite 580 

Chicago, IL 60661 

P: 312-559-0900 

F: 312-829-5623 

johnc@legistar.com 


MCCi Company Products & Services 

MCCi offers a wide variety of electronic records management products. We have researched and evaluated 

many solutions available in an effort to find the best products that meet our clients' needs. In doing so, we have 

formed several strategic partnerships with leading technology companies such as Laserfiche, Daystar, Brandt, 

Fujitsu and Ideal. We chose to ally with these software companies because the applications they offer are well 

suited for the records management challenges in the municipal environment. 

• Document Imaging Software· Laserfiche 

• Records Management Software - Laserfiche 

• Agenda and Legislative Management Software - Legistar (installed in over 60 government clients nationwide) 

• Contract Management Software - Contract Assistant 

• Professional System Configuration, Installation and Training Services 

• Data Conversion Services - MuniScan 

o Document Scanning and Indexing 

o Fiche/Film Conversion 

o Large Format Document Scanning Services 

o Bound Book Scanning Services 

Financial and Litigation Info 

MCCi and Daystar (creator of the proposed solution) can provide financial audit records upon request of 

Harrison County. Neither MCCi nor Daystar is involved in any pending litigation. MCCi and Daystar 2008 annual 

sales are confidential information and can be provided to the County upon award of contract. 


---- - 

References 

References 

MCCi has provided the following references as requested by the Client along with case studies for the Client's 

review. A complete listing of Legistar Clients can be provided upon request. 

t'I 

King County 

Client Name: 

Contact: 

Contact Title: 

Contact Telephone Number: 

Contact Email: 

Client Name: 

Contact: 




King County, WA 

Anne Norris 

Clerk of the County 

206·296·0364 

anne.noris@kingcounty.gov 

Allegheny County, PA 

John Mascio 

County Clerk 

412-350-6495 

jmascio@alleghenycounty.us 

Client Name: 

Contact: 




Client Name: 

Contact: 




Client Name: 

Contact: 




Jackson County, MO 

Mary Jo Spino 

County Clerk 

816-881-3242 

mspino@iacksongov.org 

Ann Arbor, MI 

Jacqueline Beaudry 

City Clerk 

734-994-2725 

jbeaudry@a2gov.org 

Mansfield, TX 

Glenn MClelland 

Webmaster 

817-276-4283 

glenn.mclelland@ci.mansfield.tx.us 


Detailed Installation Case Study References 

Agency Name 

Address 

Contact Person 

Dates of Service 

Project Description 

"Legistar has continued to save time 

as we have become more adept at 

using it. The addition ofthe Web 

module has also increased our time 

savings, as people are now able to 

find the information for themselves. 

While I have not quantified the dollar 

savings, we are not filling a soon-tobe 

vacant position, because with 

Legistar, we have substantially cut 

our need for staff·" 

Anne Noris, Clerk of the County 

Council 

King County, Washington 

King County Courthouse, 516 3rd Avenue, 12th Fir, Seattle, WA 98104 

Anne Noris, Clerk of the County, 206-296-0364 

Original project began in 1998 and completed by 1999 with subsequent upgrades in 

2001 and 2003 to release V4.8 and InSite installation scheduled for late 2005 

Awarded contract in response to an RFP. Project implementation included unlimited 

user site license, Gap Analysis, database setup and data load, operational 

administrative set-up including agenda section definitions, logo, etc., on-site training 

and help desk courses for 4 administrators and 112 end-users, plus subsequent user 

support. In addition to the large number of users to be trained, the County had very 

extensive customization requirements and the project included more than 200 hours 

of customization programming. Annual maintenance agreement includes on-going 

system and customizations support as well as administrative support and product 

maintenance and updates. The project was delivered in significantly the same phase 

methodology proposed here for the Client. 

King County was also one of the first clients to implement the Web access suite for 

constituents and was the subject of a 2001 automation case study article for 

American City & County highlighting Legistar and the technical advancements by 

local government. 

Agency Name 

Address 




"Legistor has made looking up 

information and tracking 

legislation a breeze. The 

information is not only easily 

accessed, but extremely accurate 

and informative." 

John Mascio, Chief Clerk 

Allegheny County, PA 

Allegheny County Administration, 436 Grant St., Pittsburgh, PA 15219 

John Mascio, County Clerk, 412-350-6495 

Project began in April, 2001 and fully operational by October, 2001. Allegheny has 

just completed the installation of the Legistar Granicus Streaming video interface in 

2006. 

Awarded contract in response to an RFP. Project implementation included unlimited 



and help desk courses for 4 administrators and 16 end-users, plus subsequent user 

support. The County has used the system with few modifications except for some 

report customizations. 

Most recently, Allegheny County has installed the Legistar/Granicus Video hosting 

interface component. 

MeG RFP Electronic Public Agenda Management Software Page 7 of 44

Agency Name 

Address 


Telephone Number 



"We are currently using Legistar 5,0 

and Granicus for our legislative 

information management system, 

We are very pleased with how they 

both work for us. We already have 

realized savings over the past three 

fiscal years, and we look forward to 

further savings and efficiencies 

Larry Herrera, City Clerk 

City of Long Beach, CA 

333 West Ocean Boulevard, long Beach, CA 90802 

Merianne Nakagawa, Clerks Office ~ Special Project Coordinator 

(S62) 570-6600 

March, 2004 - May, 2005 

Awarded contract in response to an RFP, Project implementation included unlimited 



and help desk courses for 4 administrators and 8 end-users, 

The final implementation included a number of customizations and integrations with 

several third party products, In addition, this includes Daystar's InSite and the 

meeting video component from Granicus that provides indexed meeting video 

integrated with the Legistar agenda manager component, 

Agency Name: 

Address 




"The City of Milwaukee has been 

using Legistar since 1987, so our 

saVings over the years have been 

substantial," 

Ron Leonhardt, City Clerk 

"I just wanted to commend the 

Clerk's Office on the implementation 

ofLegistar, It is a wonderful tool and 

greatly assists me in my daily job 

responsibilities, Thanks!" 

Vanessa Koster, Development Dept. 

City of Milwaukee, WI 

200 East Wells Street, Milwaukee, WI 53202 

Ron Leonhardt, City Clerk, 414-286-3781 

Milwaukee is Daystar's oldest client installed since 1987, In 3 rd quarter 2005, 

Milwaukee completed the latest upgrade to version L5 with InSite interface, as 

proposed here. Milwaukee has just completed an installation of the On-line 

submittal module in 2006, and subscribes to the InSite Matrix disaster recovery 

service. 

Awarded contract in response to an RFP. Project included system design, project 

implementation, unlimited site license, workflow Analysis, database setup and data 

load, operational administrative set-up including agenda section definitions, logo, 

etc" on-site training and help desk courses for 4 administrators and 10 end-users, 

plus subsequent user support. Milwaukee has received 3 major product upgrades 

and numerous updates under annual maintenance, along with enhancements and 

customizations provided as requested. 

The city has recently completed an upgrade to the most recent legistar .Net version 

LS as proposed to the Client. For each upgrade event, the database information was 

converted in its entirety providing an accurate, fully automated agenda management 

and tracking system, for over 20 years of uninterrupted operation and legislative 

tracking history. 

The project was delivered in significantly the same phase methodology proposed 

here for Client. 


Proposed Solution 

Legistar Software 

Legistar is a comprehensive, agenda workflow management and information retrieval system designed 

specifically to support the legislative process in cities, towns, and counties. From drafting through assignment to 

various committees, offices and Council Meetings, to final disposition, Legistar parallels and supports the 

customary flow of legislative operations, tracking every action, along with dates, free-form notation, and 

individual votes. 

Legistar will automatically produce agendas, minutes, notices, certified copies and other legislative reports while 

eliminating all data entry redundancy or the need to copy and paste file information. Text and data are entered 

only once and then organized and stored by the system so that it can be retrieved and formatted for display or 

for any of Legistar's standard or custom reports. The system will improve efficiency and accuracy, streamline 

the current process while eliminating or reducing manpower requirements, paper production and keep The 

Client on the "cutting edge" of workflow, agenda and document management. 

Legistar Modules 

The following information provides a brief description of each module available with your Legistar purchase. 

Please refer to the pricing section to see what is included in your project. 

Approval Tracking 

Approval Tracking is a fully integrated module that facilitates and tracks the sequence of review and approvals 

for an agenda Item prior to its introduction. For example, a purchase request may be made by a staff member, 

drafted by another person, approved by his immediate superior, and then sent to additional persons for their 

review and approval before being sent on to the agenda clerk for automatic introduction on the appropriate 

Client or committee agenda. 

Each item must be approved by every reviewer in sequence before it goes to the agenda clerk. Any'disapproval' 

will halt the process and sends the item back to the originator. Standard system approval sequences are stored, 

as well as personal user sequences that can be reused or shared. The workflow is flexible and automatic and 

standard approval sequences may be modified to include or remove approvers. Each procedural step triggers 

optional email notifications to the appropriate users. Reviews, annotations, item edits, and approval responses 

are done via a totally intuitive browser form. 

Automatic Minutes 

While legislative issue information is the substance of what Legistar stores, the actions taken by the Client, by its 

committees, and by advisory boards and commissions at meetings as well as the history of actions taken by 

departments on those legislative matters are the essence of what Legistar tracks. Hence, the system provides 

means to record meeting information, generate agendas and minutes, and provide other supporting 

documents. 

Legislative File Tracking 

In addition to the automatic minutes functions, each historical record may also have any free form notation to 

describe the instructions on a referral, the response on a referral, the reason that an action was taken, or 

perhaps any discussions or background information that led up to the action. Legistar tracks the path of each 

ordinance, resolution, and other legislation through the process with a series of historical records marking the 

life ofthe issue along the way. Individual routing entries, version changes, referrals to departments, final 

approvals and other file events are automatically captured by the system and can be queried, displayed and 

included in appropriate reports. 

Meei RFP Electronic Public Agenda Management Software Page 9 of 44

Legislative Reports 

Reports are automatically generated directly from the tracking data. Once the data is entered, the system will 

also use its built-in sort and formatting routines, which are defined by the documents that they are intended to 

produce, to abstract the correct information and then produce all requested documents in their different 

formats, such as Client Meeting and Committee Agendas, Certifications, Notices, Client and Committee Minutes. 

The operator may also specify the printing of any sUbset(s) of pages of a report, rather than the entire report. 

Other selected Legistar reports descriptions are included in the table above. 

These and other system generated reports may be displayed on screen, directed to a printer, saved to a text file 

or, exported in PDF or HTML format for later use or transmission to other departments via electronic mail or 

media transfer. This feature allows the Commission to post these reports directly to its home page for 

immediate Viewing via the Internet. 

Legistar InSite Public Access Interface Suite 

The Browser based Legistar InSite Public Access Suite provides a complete automatic public portal for organizing, 

searching, printing and otherwise accessing public information with no required work on the part of the Clerk's 

office, IT, or other Commission staff, thus significantly reducing requests for public information, copying and 

printing. 

Most clients are using InSite as a query only tool to provide easy access to information for their internal users as 

well. It is available 24/7 and very intuitive to the casual user or researcher. This has resulted in Significant time 

saving and printing cost as by providing internal users online access to this information. 

Remote Disaster Recovery Service - Legistar Matrix Subscription 

For the locally installed Legistar system, MCCi is including a remote backup and recovery service as a part of 

support. Leg;star Matrix is a hosted service that will automatically back up Legistar data, encrypt and send it 

over the Internet to secure remote servers. Everything is secured with AES 256-bit encryption (trusted by the 

government for top-secret documents). This process is completely automated and runs on a schedule, so no 

user interaction is necessary. The possibility of human errors is also reduced. 

Legistar Matrix provides complete online backup solution protecting all Legistar data, including SQL Server 

databases, published meetings, and attachments. Automatic, unattended backups based upon predefined 

schedules eliminates the day-to-day hassle of performing nightly tape backups and automatically transports 

data to secure offsite servers hosted in two geographically separate locations. 

Legistar On-Line Submittal- Browser Based On·line Agenda Item Submittal (OLS) 

The OLS module compliments the standard item submittal features of Legistar, by providing a simple browserbased 

submittal method of agenda file items, or other applications for consideration. This system also allows 

users to submit applications, additional documents to the open agendas or Dockets. 

Departments, Board-members and even outside organizations or groups can be given authorization to submit 

agenda items for District Board consideration, from anywhere the Internet reaches. For instance, if there are 

major businesses, utilities, or other outside agencies that frequently submit requests, they can now easily do so 

via the Internet for Board consideration. This includes attachments and other supporting materials. The 

submitter can then monitor the status of the item at any time 24/7. 

Media Match - Streaming Video or Audio 

Many municipal and local governments now maintain a digital video or audio recording of their public meetings. 

Legistar provides the ability to link this recording directly to the minutes record. In one stop, Commission users 

and citizens can view the results ofthe meeting minutes, as well as view or listen to the streaming recording. 

This feature also provides a dynamic link of the recording through the Legistar Public Web Access Suite, InSite, 

for instant availability to the constituent on-line. This is a standard feature of Legistar included at no additional 

cost. 


The Legistar Media Match component expands on the standard audia/video record linking included with the 

Legistar system. The Media Match tool allows the Client to integrate an audio/video recording with a meeting 

event, including dynamic indexed linking to the individual agenda items or other events during that meeting. 

Media Match allows the Client to either maintain its own online video storage or utilize third party hosting. The 

system is intuitive and efficiently designed to allow the clerk or other staff members to operate the indexing 

along with the standard meeting manager functions of Legistar. 

Granicus Streaming Video: Granicus web-casting provides local government with the ability to deliver public 

meetings video through the Internet, live or on-demand. The Legistar Media Match integration module provides 

seamless remote access ofthe Granicus indexing of video recorded of the meeting. This allows on-line users to 

select a particular meeting detail line within Legistar and then view the recorded video for that part of the 

meeting. The interface is tightly integrated into the Legistar minutes function, capturing indexed video elements 

of a meeting from within Legistar and easily slides into Client web-casts. The interface requires the Granicus 

Meeting Manager Component available from Granicus. 

Optional Report Customization 

The vast majority of configuration needs are handled through Legistar's administration console which provides 

access to over 300 variables that can be configured to meet the client's needs, without any customization. This 

includes formatting, sorting, and data variables that can be adjusted by the user to produce a wide variety of 

report styles without any programming at all. Dynamic data elements for headers, logos, dates, locations, and 

even date-sensitive membership of council and committees, ensure that the agendas and minutes will always be 

correct without any programming changes whenever names change. Users can insert any number of boilerplate 

messages in the default agenda templates, which will always print as is or can be further modified at runtime. 

Legistar's basic report layouts are included in the base package for agendas, minutes, cover memos, and other 

reports. If the client requires the report formats (layout, logo placement, etc.) to match their current layouts 

rather than accepting the standard formatted reports, MCCi can provide the optional service of customizing the 

reports. It should be noted that customizations increase the complexity of the system and the time and money 

to implement and maintain the system in future years. 

' 

MCCi highly recommends utilizing the standard reports, with all of their formatting flexibility, for a period of 

time prior to selecting the option to customize. It should also be noted that more than 95% of the clients that 

choose to purchase a Legistar solution accept the standard reports, and leverage the user-controlled 

configurability of Legistar in the beginning and for future years to come. 

In the event that the client chooses the option for customized reports, the scope is limited to the layout/format 

of the report. This includes placing any data that is on a screen form to virtually anywhere on the associated 

report in the location and font requested. Requests for changes that require database or base code level 

changes cannot be met through this service. 

MeCi RFP Electronic Public Agenda Management Software Page 11 of 44

Maintenance. Support, and Other Related Information 

MCCi prides itself if providing high quality professional services and support. Providing the most advanced level 

of tech support via the web, e-mail and phone, you can rest assured that MCCi will provide you with superior 

installation, training and support services. Our clients can rely on us to provide a continual flow of information 

through our technical bulletins and newsletters. To better service our clients MCCi offers a variety of methods 

for contacting our technical support staff if the need arises. 

On-line: www.mccinnovations.com 

E·mail: support@mccinnovations.com 

Telephone: 866-942-0464 ext 657 

After hours for "Premium" Support clients: PremiumSupport@mccinnovations.com 

Remote Access Support, through GoToMeeting, allows our helpdesk staff to access your machines remotely 

to resolve problems faster. 

1) Maintenance & Support 

Legistar Software Assurance Plan (Legistar SAP) 

Legistar Software Assurance Plan (Legistar SAP) is offered by MCCi and is designed to provide your 

organization continued access to technical support as well as solution updates as they are released. Legistar 

SAP is designed to be renewed each year on the anniversary date of the initial installation. Adjustments in 

annual support rates may be made to coincide with current U.S. inflation rates. MCCi recommends the 

client designate a support contact to channel requests through, but clients can designate several individuals 

who are to be the technical support contacts if necessary. 

Legistar Software Assurance Plan (Legistar SAP) provides support and all software updates as released. 

Support is handled directly through MeCi and is provided via email or telephone during normal business 

hours of 8:00 AM to 5:00 PM EST. Our guaranteed response time via telephone support is 24 hours. 

On Line Support Center 

In addition to our annual software assurance plans, MCCi provides an On Line Support Center prOViding 24 

hour access to technical information regarding their products. Our support site is designed specifically with 

our clients use in mind. Clients are provided with their own log in and password to ensure they receive the 

highest caliber of services. Once logged in, clients are able to submit support requests as well as access 

videos, downloads and tutorials. MCCi support resources available online: 

Knowledge Base: The online knowledgebase provides our customers with access to a searchable 

database to commonly known issues. 

FAQ's: Answers to some of our most commonly asked questions regarding our business and products 

are available 24 hours through our frequently asked questions page. 

Resource Library: Tutorials, videos, tips~ manuals and links to informational. resources are just a few 

clicks away when the need arises. 

Software Downloads and Uploads: Convenient 24/7 access to downloads, quick fixes, and downloads 

for your products are available whenever you need them. 

Submit Feature Requests: We value our clients input and ideas. With our online feature request page 

you are able to able to submit requests for new features or requests enhancements to our products. 

Education User Groups 

MCCi conducts regional User Groups annually where you will have the opportunity for a face-to-face, 

educational experience hosted by our expert tech team. These User Groups are designed to ensure our 


clients are utilizing their system to its fullest extent and provides them with a chance for hands-on refresher 

training, troubleshooting and the opportunity to learn more about the capabilities of their systems. 

Educational Webinars 

MCCi conducts monthly webinars on a range of topics suggested by our clients. These webinars are general 

sessions intended to provide information on the use of our products and services. Topics and dates are 

posted on our support site where our clients can register to attend sessions that will be convenient and 

informative to them. 

2) Software Warranty 

The initial copy of the program that we deliver will be free of any defects. It will not install if there are any. 

Our guaranty is for 90 days. However, should a defect be in an original disc that has not yet been installed 

after that period we would still replace it 

3) Patches and Updates 

Patches are sometimes needed to correct a unique error or bug identified in the base Legistar application. 

Patch kits are usually very specific and may only apply to a limited number of Legistar users. In this case the 

patches are downloaded to the affected installations for automatic updating to the application. These 

patches are provided at no cost per the terms of the support or subscription agreement. System updates 

are collections of general patches and new product features that have been made since the last update. 

Updates are downloaded for automatic updating to the application. These updates are typically released 2 

to 4 times a year and are provided at no cost per the terms of the support or subscription agreement. 

Updates differ from Upgrades. An upgrade typically refers to a major platform / technology change. Legistar 

is a system that has been built through the years on user input, so suggestions and input is welcomed and 

often incorporated into new releases 

4) Documentation 

MCCi provides its documentation in digital form and permits the Client to reproduce the manual and 

material entirely or in sections as needed. 

5) MCCi Managed Services 

MCCi Managed Services are included with every support renewal. Managed Services can be utilized for the 

following professional services: 

• Additional Training - additional training, via web conferencing, can be conducted to train new users on 

the use of Legistar or as refresher training for existing users. 

• Additional System Set Up Consultation - MCCi offers additional consultation that would include 

recommendations on best practices for adding additional departments, additional types of document 

etc. to your current Legistar System. 

• Remote implementation of software updates - While the standard Legistar SAP plan covers free updates 

for Legistar software, implementation of those updates is sometimes overlooked. With the addition of 

our Managed Services, MCCi is at your service to directly assist in implementing software updates. 

• Annual System Review &Analysis - MeCi will access your system to review and analyze how your 

organization is using the Legistar System, identify any potential problem areas and make 

recommendations for better use of the system. This analysis is designed to be implemented 6 months 

after the initial Legistar Software installation, and would be performed annually after that date. This is 

an optional service that will be completed only if requested by the Client. 

• Remote Access Support - Remote Access Support allows our helpdesk staff to access your machines 

remotely to resolve problems faster. The use of Remote Access Support saves you both time and money 

by reducing the delays in resolving software issues without costly on-site visits. 

• Expiration & Additional Services - MCCi's Managed Services is an annual package (not to exceed 15 

hours) and will expire on the same date as your Legistar System SAP plan. 


Project Implementation, Project Team, and Training 


1} Procedural Overview 

MCC; Project Management 

MCCi will assign a Legistar Project Manager to work with the Client to make sure that the project is 

completed successfully and in a reasonable time frame. The Pricing information includes an estimate for 

project management time based on the expected project length. 

Implementation Team (as named above in company profile) 

MCCi will gather preliminary information and samples and will then send a team of specialists on-site. 

Depending on the scope of the project and the experience ofthe team members assigned, the installation 

team may be made up of one to three members consisting of project management, trainer, or technical staff 

as needed. 

Phase Acceptance 

At the conclusion of the configuration phase of the project schedule, MCCi and Client Project Managers will 

evaluate the deliverables. Upon the consent of the Client Project Manager, a formal phase completion signoff 

will be executed. Consent of the Project Manager will be based on satisfactory delivery and completion 

of that phase. Consent will not be unreasonably withheld. 

2) MCCi Project Management 

MCCi Project Management services are overseen by certified MCCi professionals. MCCi administers these 

services and concentrates on defining business requirements and the deliverables that follow. Our project 

management services not only serve the consulting needs of a project, but can also mitigate many risks that 

are inherent in a new project. Risks such as scope creep, unforeseen needs (people, conversions, 

integrations, equipment), and unknown stakeholders, can be identified and cleared up in the very beginning 

of the project. 

Project management challenges: There are several challenges facing customers in deploying an enterprise 

solution. 

Project risk - a large percentage of failed projects are due to poor planning 

Competition for internal resources 

Project backlogs and timelines 

Excessive maintenance/costs - if proper planning is not done 

Ineffective communication between end users and technical lead 

Project management promise: The effective use of this time will directly address these challenges and will 

allow the client to: 

Make informed decisions on system implementation issues 

Avoid quick and dirty solutions 

Use MCCi as the internal resource required to lead the session 

Reduce project backlogs and time to implementation 

Actively address the communication between end users and technical lead 

Improve the probability of a successful project 

MCCi includes these services to insure project success. Proper planning requires a leader, dedicated time, 

feedback, and rapid execution by everyone involved. 


3) Client Project Management 

General 

The Client will assign a Project Manager to be the coordinator and primary Client liaison for the project. This 

person should have authority to provide approval of project scheduling, customization/modification 

requests, tasks delivered, and perform all the Client-side project organization tasks. Client project 

management responsibilities include: 

-• 

Analysis scheduling with Client staff 

• Document and worksheet completion and reply 

• Prototype and report approvals 

• Phase approvals 

• Coordinate training room and staff training schedule with MCCi project management 

• Oversee and approve testing and rollout 

• Coordinate all other communications, scheduling and approval events. 


During the course of the project, Client technology staff will be involved at various times during each phase. 

Beginning with the Analysis phase, the MCCi technical manager will work directly with the Client IT staff to 

determine any specific hardware requirements regarding eqUipment, operating system environmental 

needs, and other technology related issues to support the final configuration of users and ancillary 

purposes. In the case of the local licensing option, this includes technical assistance with the installation of 

the appropriate Microsoft SQL Server license as required. 

However, typically, there is relatively little overhead time or resources required of the Client IT department, 

beyond initial involvement with equipment purchase and network setup as needed. MCCi will be installing 

the Legistar system remotely via Internet access to the appropriate system server. On-going technical 

support will be prOVided by MCCi as needed during each supplemental phase of the project. 

Client Legistar Administrator 

The Client's Legistar Administrator is responsible for all Workflow Settings, Base Data, Language Settings, 

Report Settings, Workgroup Assignments, and Legistar User Access. This person has access to all of the data 

stored in the Legistar data base only through the Application interface. 

The Legistar Administrator should be under the authority and direction of the person or office responsible 

for legislative documents and information, agenda generation, meeting support, data query, and workflow 

management. Typically, this is the Office of the Clerk, although it may also be Agenda Management under 

the Manager, or the Council President's Office. It is rarely the IT department. 

The Legistar Administrator is not required to be associated with any Windows System Administrator 

account. The Legistar administrator only needs the necessary permissions to run Legistar through the 

application, like any other user running Legistar. If the system is installed locally on the Client's own server, 

the Network/Database System Administrator (see below) does not need to be a Legistar user or Legistar 

Administrator to perform the functions for which he is responsible. 

In most installations there are two or at most three persons with the training and authorization to perform 

Legistar Administration functions. These are usually, the Clerk and one or two of the Clerk's management 

level staff. In some rare situations, the Legistar Administration Team has also included an IT person who is 

on permanent assignment to the Clerk's Office, understands the workflow and requirements of that office, 

and works under the direction of the Clerk. 

Ongoing Client Technical Administration 

The system administrator is typically trained to perform backup tasks as described elsewhere in this 

MCCi RFP Electronic Public Agenda Management Software Page 1S of 44

proposal. There may, on occasion, be a need for the Client's technical representative to communicate or 

otherwise assist MCCi's support personnel. In the event of a major hardware failure that would necessitate 

a data base recovery, MCCi would, as part of its software support, provide on-line technical assistance to 

assist in the recovery and diagnostics. 

Although there is typically increased demand for a system administrator's time immediately following 

implementation, the time normally needed to perform backup, and other routine administrative 

maintenance is nominal and typically should not exceed six hours a month. 


Project Team 

MCCi brings a dedicated staff of employees focused specifically on providing our clients with the most reliable 

solutions available. MCCi currently employs a total of 22 employees. The following are key personnel that 

would be associated with the project and their qualifications. 

Donny Barstow, President 

Donny is President of the company and has been with MCCi since 2000. 

• Key Responsibilities 

Upper level decision making 

Enterprise level client consultation 

Research & product development 

Educational speaker 

• Experience and Skills 

8 years experience in working with government agencies 

6 years experience in upper-level management 

• Education/Certifications 

B.S in Management Information Systems from Florida State University 

MBA from University of Florida 

Doug McNease. Information Technology Director 

Doug has been with MCCi since 2006 and currently serves as IT Director. 


Managing MCCi Technical Staff 

SchedUling of Software Installation 

Senior Level Project Management 

Internal Technical Support 

Upper Level Customer Technical Support 


5 years technical support 

5 years database design and administration (MSSQL) 

6 years web-enabled application development 


B.S. in Marketing from Florida State University School of Business 

Rigo Ruiz. Senior Project Manager 

Rigo has been with MCCi since 2006 and currently serves as Laserfiche Installation and Training Technician. He is 

located in Edinburg, Texas. 


Project Management 

Software Installation and Support 

Customer Technical Support 


12 years experience in customer support 

6 years experience with Laserfiche software 


B.S. in Mathematics from the University of Texas Pan American 

Eric Rush. Project Manager 

Eric has been with MCCi since 2006 and currently serves as a Project Manager and Installation and Training 

Technician for the company. 

Key Responsibilities 



Software Installation and Training 

Technical Support 

Pre-Sales Technical Assistance 

Experience and Skills 

16 Years with document imaging and management practices 

14 Years experience in working with municipal governments 

14 Years information technology experience 

Education/Certifications 

CompTIA CDIA (Certified Document Imaging Architect) 

CompTIA A+, Net + 

Microsoft MCP, MCDST 

Michael Widner, Solution Developer 

Michael has been with MCCi since 2005 and currently serves as Solution Developer for the company. 


Software Customizations and Programming 



Data Conversion 



8 years in the information technology field 

2 years in Project Management 

5 years software development and technical support roles 


B.S. in Computer Information Science from University of West Florida 

Theo Matthews, Solution Developer 

Thea has been with MCCi since 2005 and currently serves as Solution Developer for the company. 


Software Customizations and Programming 

Software Integration Solutions 

Data Conversion 




5 years Web and Software Development 

4 Years Technical Support 


B.S. in Computer Science and Software Engineering from Florida State University 

~e Molter. Account Support Representative 

Kyle has been with MCCi since 2007 and currently serves as a Laserfiche and MuniAgenda Support and 

Laserfiche Training Technician for the company. 




Support Website maintenance and updates 


5+ years personal/professional experience in information technology field. 

Knowledgeable in HTML, XMl, XSLT. 



A.5. from InTechnical Institute in Computer Networking 

CompTIA CDIA+ Certification 

Alexis Blue, Senior Account Manager 

Alexis has been with MCCi since 2005 and currently serves as the Senior Account Manager 


Pre-client consultation 

Conduct product demonstrations via the web 

Manage existing customer accounts 


Over 2 years of experience with document imaging and management practices 

Over 2 years experience in working with municipal governments 

• Education / Certifications: 

CDIA+ Certified Document Imaging Architect 

B.S. in Management and Multinational Business from Florida State University 

Logan Di Liello, Account Executive 

Logan has been with MCCi since 2007 and serves as the Account Executive for the Southeast Region 


Pre-client consultation 

Conduct product demonstrations via the web 

Manage existing customer accounts 


3 years of business management experience 

7 years of customer service experience 


CDIA+ Certified Document Imaging Architect 

B.S. in Sport Management from Florida State University 

Masters in Sport Administration from Florida State University 

Krysten Claiborne, Office Manager 

Krysten has been with MCCi since 2003 and currently serves as Office Manager. 


Manage and support Administrative Staff 

Monthly Financial Reports 


• Experience &Skills 

5 Years of experience with document imaging and management practices 

5 years experience in working with municipal governments 

3 years experience in management 


B.S. in Human Sciences from the Florida State University 


Training 

Training is delivered in a combination of formal training classes and free-form assistance or 'help-desk' sessions. 

The exact combination and schedule is based on the number of users, their skill and task level, determined 

during the Project Planning Phase. Typically, a general user course will include three to four morning hours of 

classroom training followed by several afternoon hours of general technical assistance as the students apply 

what they learned. 

Typically training groups consist of 6 to 8 individuals with similar responsibilities and training requirements. In 

addition, MCCi provides system administration training to 2 to 4 staff members who are assigned the overall 

administrative tasks ofthe system. 

Training is typically broken out in the following modular fashion: 

Group Type Participants Type of Training - Course Description 

View Only All Departments The View Only training shows the user how to 

search in Legislative Files, Agendas and 

Minutes and how to access and produce 

I 

reports. 

Legislative File Entry Selected Department Gives the user all the detailed information to 

Users 

create a Legislative File, including drafting the 

text, adding sponsors, attachments, etc. 

Agenda Creation Individuals who maintain Training on how to create and maintain an 

the Calendar 

Agenda, by generation or by moving adding 

or deleting items. Also, how to produce an 

Agenda report and post to Internet. 

Minutes Processing Individuals who process Minutes Module training on how to process 

the Minutes or Journal minutes, taking action on files, voting, vote 

types, consent and reporting and post to 

Internet. 

Administration Primary user and/or Training on maintaining system 

System Administrators administration tables, data, security, will 

review all tables with the System 

Administrator. This training is completed 

before any user training. 


1) Project Timeline 

Milestone Team Members Complete Days Description 

Involved after PO receipt * 

Project Kickoff MCCi Project 15 days Discuss project, expectations, introduce 

Management 

project teams, discuss/schedule next 

and Client 

milestone, gather information 

Implementation 

Team 

System MCCi Project 45 days MCCi will begin configuring the system 

Configuration Management for the Client's use. During this time, 

and Testing and Client the Client will begin testing the system 


and will approve configurations as they 

Team 

are made. Once approved, training will 

be scheduled. 

Onsite Training MCCi Project 95 days MCCi will train the different user 

and Roll-Out Management groups based on their role in the 

and Client 

agenda process. 


Team 

Post MCCi Project 120 days Once the Client has been trained and 

Implementation Management begins to use the system, they may find 

Management and Client they want supplemental training or to 

Implementation modify functionality. All post 

Team 

implementation management falls 

under MCCi's description of "Managed 

Services" 

*Schedule is based on the client accepting each task/deliverable in a timely manner 

2) Post Implementation Management 

During the Training and Roll-out phases the Client's Project Manager will be able to monitor the 

effectiveness of the training and get a good feel for the full capabilities of the upgraded Legistar system. 

Following this phase, the Client may wish to consider supplemental training events or to expand or modify 

some functionality. 

Training Review 

MCCi and the Client's Project Managers will review the effectiveness of the training, the skills gained by the 

different levels of users, and the possibility of training other users that may not have been considered 

originally. MCCi will discuss and identify possible supplemental training or help desk services that may be 

desired. 

Enhancement Review 

MCCi's Project Manager may conduct a post-installation review of the system with the Client and identify 

possible additional enhancements or other Legistar application module considerations that will allow the 

Client to optimize the performance and return on its Legistar investment. 

Post-Installation Enhancements 

If the Client has identified any enhancements, program adjustments, or other changes that it may desire, 

the MCCi Project Manager will define the specifications with the Client. MCCi will assist in preparing 

supplemental work-orders following delivery of final acceptance of the originally contracted system. 


Pricing 


Your cost table should include complete cost breakdovins for software, harctNare, 

maintenance, training and implementation, and any additional services required. 

,tv. Y_r Total Cost Summen 

Costs fobI Year 1 Yeer 2 Yel., 3 Year. v"'rS 

Hil"dware $0 $0 $0 $0 $0 $0 

Software 1..i~n5ina $28,566 $28566 $0 $0 $0 $0 

Third PartY Software $0 $0 $0 $0 $0 $0 

AODlic:ation Software 50 50 50 50 50 50 

Docurmi!ntat-jnn &Traininf] 56,300 56,300 50 50 50 50 

Maimenancl'! $53791 $9191 $11150 $11150 $11150 $11150 

Installatlon $4,200 $4,200 $0 $0 $0 $0 

InteClration a 50 50 50 50 0 

Leaacv Ditil Loal1in ~ a $0 $0 $0 $0 a 

Pro;@ct Manaae......n 16687 $16687 SO $0 $0 a 

Mi~. 0 $0 $0 $0 $0 a 

Other fSDecifyl a $0 $0 $0 $0 a 

TDtIII: 1109,544 564,944 511,150 511,15U 511,15U 5J,150 

PElICl"lpuOnS: 

HatdwIlro: Ust, describe, and ll!Cord the 00&1 of each piece of hardNan,lthat is required to optimally !\In the 

software. 

Softwaro lansing: list. d3salbe, tlI"C record the licensing, implementation, maintenance, support, and 

1raining fel!6 associlll9d with your proposlld software. 

Third-PartY Softwaro iMidd"waro): Us\ describe, am ll!Cord the cost of Elach jjeCEo of softl\'an,l (including 

oplJrating systems) that Is required to optimally !\In the softwar9. 

Installation: D9scribg flny labor, aquipm9n\ supplies. or oth9r costs associat9d with installing your proposed 


Inwgrlt!on: [)Qscrlbe any labor, equipment, supplies, or oth9r costs 8S&ocialad with lnwgrating your 

software Into our CUlNnt architecture and back·end syst9ms. 

L8gacy DaHl L_lng: Describe any labor, equlpmllOt, or other costs associated v.'ith importing Jogacy data 

from current systems into your ERP software. 

Ma~nance: D9Scrib9 and cost out any o1her ongolllJ costs associated wi1h 1he operation and 

maintenance of your proposed software. 

Documentation" Training: If thllre am f99& associated with your US9r or ~chnical documlilntation, list !tum 

hElI'9. 

Project Manage""nt: If thW& are project managl!ment fClQS assodated v.'ith your proposed software, list and 

d9Saib9 1t\9m hore . 

MiaoDlantous: list and d95Cribe any other costs associalad with your proposed softtl'ar9 solu1l0n. 


SQFTWARE 

o Legistar L5 Installed Edition 

Includes: Base LS License 

Agenda Automation 





Public Web Portal (InSite Public Access) 

Remote Disaster Recovery Service (Legistar Matrix) 

First Year Managed Services and Support 

Legistar Base Configuration (up to 2 meeting bodies) 

MCCi Project Management Services 

Onsite Training (up to 5 days) 

PAYMENT & BILLING TERMS 

MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of signed contract, 30% upon 

completion and sign off ofthe configuration phase, and the remaining balance will be invoiced upon completion 

of training. Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice 

1 For budgetary purposes, the Client should include $11,150 in annual budgetfor renewal of Legistar SAP and managed 

services of the above quoted solution. 


MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized 

and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby offers the Legistar 

Solution & Services to HARRISON COUNTY, MS, duly organized and existing under state law, hereinafter 

referred to as the Client, according to the following terms and conditions. 

Legistar Software Sypport 

Legistar Software Assurance Plan (Legistar SAP) is offered by MCCi and is designed to provide your organization 

continued access to technical support as well as solution updates as they are released. Legistar SAP is designed 

to be renewed each year on the anniversary date of the initial installation or on the date access was first 

provided if the client is utilizing the hosted/subscription model. Adjustments in annual support rates may be 

made to coincide with current U.S. inflation rates. MCCi recommends the client designate a support contact to 

channel requests through, but clients can designate several individuals who are to be the technical support 

contacts if necessary. 

Legistar Software Assurance Plan (Legistar SAP) provides support and all software updates as released. Support 

is handled directly through MCCi and is provided via email or telephone during normal business hours of 8:00 

AM to 5:00 PM EST. Additionally, support is available from 5 PM to 8 PM when requests are submitted to 

PremiumSupport@mccinnovations.com. All support times are Monday through Friday excluding holidays. 

MCCi Software Customizations 

The customer may elect to contract with MCCi to customize the standard software. As the basic software is 

upgraded, any customizations performed will require support in the form of updating through our Integration 

Support Assurance Program (ISAP). ISAP must be current to receive updates to the integration at no additional 

charge. 

Other programs and Effects 

Upgrades to existing programs, or the acquisition of new programs from vendors other than MCCi, may have an 

effect on customizations made to the software by MCCi. MCCi will not be held responsible if upgrades or 

changes made by the customer or another vendor or application preclude the operation of MCCi's 

customizations. 

Client Software Customizations 

The client may also choose to customize their software internally, without MeCi's help. MCCi is not responsible 

for any damages caused by the user's customization of the software. MCCi will not be held responsible for 

correcting any problems that may occur from these customizations. Routine updates to the software may affect 

any customizations made by the user. If MCG's help is required to correct/update any customizations made by 

the client, appropriate charges will apply. Software controls may not be used independently from Legistar. 

Software Installation 

MCCi will install all software outlined herein. 

specifications, customer will be billed accordingly. 

If additional software is needed to bring the site up to 


Training 

System Training 

Training is delivered in a combination of formal training classes and free-form assistance or 'help-desk' sessions. 

The exact combination and schedule is based on the number of users, their skill and task level, determined 

during the Project Planning Phase. Typically, a general user course will include three to four morning hours of 

classroom training followed by several afternoon hours of general technical assistance as the students apply 

what they learned. 

Typically training groups consist of 6 to 8 individuals with similar responsibilities and training requirements. In 

addition, MCCi provides system administration training to 2 to 4 staff members who are assigned the overall 

administrative tasks ofthe system. 

Training is typically broken out in the following modular fashion: 

Group Type Participants Type of Training - Course Description 

View Only All Departments The View Only training shows the user how to 

search in Legislative Files. Agendas and Minutes 

and how to access and produce reports. 

Legislative File Entry Selected Department Users Gives the user all the detailed information to 

create a Legislative File, including drafting the 

text, adding sponsors, attachments, etc. 

Agenda Creation Individuals who maintain the Training on how to create and maintain an 

Calendar 

Agenda, by generation or by moving adding or 

deleting items. Also, how to produce an Agenda 

report and post to Internet. 

Minutes Processing Individuals who process the Minutes Module training on how to process 

Minutes or Journal 

minutes, taking action on files, voting, vote 

types, consent and reporting and post to 

Internet. 

Administration Primary user and/or System Training on maintaining system administration 

Administrators 

tables, data, security, will review all tables with 

the System Administrator. This training is 

completed before any user training. 


Project Timeline 

Milestone Team Members Involved Complete Days Description 

after PO receipt * 

Project Kickoff MCCi Project 15 days Discuss project, expectations, introduce 

Management and Client 

project teams, discuss/schedule next 

Implementation Team 

milestone, gather information 

System MCCi Project 45 days MCCi will begin configuring the system for 

Configuration Management and Client the Client's use. During this time, the 

and Testing Implementation Team Client will begin testing the system and will 

approve configurations as they are made. 

Once approved, training will be scheduled. 

Onsite Training MCCi Project 9S days MCCi will train the different user groups 

and Roll-Out Management and Client based on their role in the agenda process. 

Implementation Team 

Post MCCi Project 120 days Once the Client has been trained and 

Implementation Management and Client begins to use the system, they may find 

Management Implementation Team they want supplemental training or to 

modify functionality. All post 

implementation management falls under 

MCCi's description of "Managed Services" 

*Schedule is based on the client accepting each task/deliverable in a timely manner 

Documentation 

MCCi provides its documentation in digital form and permits the Client to reproduce the manual and material 

entirely or in sections as needed. 


MCCi Project Management services are overseen by certified MCCi professionals. MCCi administers these 

services and concentrates on defining business requirements and the deliverables that follow. Our project 

management services not only serve the consulting needs of a project, but can also mitigate many risks that are 

inherent in a new project. Risks such as scope creep, unforeseen needs (people, conversions, integrations, 

equipment), and unknown stakeholders, can be identified and cleared up in the very beginning of the project. 

Project management challenges: There are several challenges facing customers in deploying an enterprise 

solution. 

Project risk - a large percentage of failed projects are due to poor planning 

Competition for internal resources 

Project backlogs and timelines 

Excessive maintenance/costs - if proper planning is not done 

Ineffective communication between end users and technical lead 

Project management promise: The effective use ofthis time will directly address these challenges and will allow 

the client to: 

Make informed decisions on system implementation issues 

Avoid quick and dirty solutions 

Use MCCi as the internal resource required to lead the session 

Reduce project backlogs and time to implementation 

Actively address the communication between end users and technical lead 

Improve the probability of a successful project 


MCCi includes these services to insure project success. Proper planning requires a leader, dedicated time, 

feedback, and rapid execution by everyone involved. 

MCCi Managed Services 

MCCi Managed Services are included with every support renewal. Managed Services can be utilized for the 

following professional services: 

• Additional Training - additional training, via web conferencing, can be conducted to train new users on the 

use of Legistar or as refresher training for existing users. 

• Additional System Set Up Consultation - MCCi offers additional consultation that would include 

recommendations on best practices for adding additional departments, additional types of document etc. to 

your current Legistar System. 

Remote implementation of software updates - While the standard Legistar SAP plan covers free updates for 

Legistar software, implementation of those updates is sometimes overlooked. With the addition of our 

Managed Services, MCCi is at your service to directly assist in implementing software updates. 

• Annual System Review & Analysis - MCCi will access your system to review and analyze how your 

organization is using the Legistar System, identify any potential problem areas and make recommendations 

for better use of the system. This analysis is designed to be implemented 6 months after the initial Legistar 

Software installation, and would be performed annually after that date. This is an optional service that will 

be completed only if requested by the Client. 

• Remote Access Support - Remote Access Support allows our helpdesk staff to access your machines 

remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by 

reducing the delays in resolving software issues without costly on-site visits. 

• Expiration & Additional Services - MCCi's Managed Services is an annual package (not to exceed 15 hours) 

and will expire on the same date as your Legistar System SAP plan. 

Site Preparation 

The Client site should be ready for installation according to specifications outlined within the Hardware section 

listed below. If site is not prepared or any other Client action results in cancellation, delays, or rescheduling of 

an installation after MCCi has made travel arrangements, the client may incur expenses due to circumstances 

such as non-refundable airline tickets, training/install charges, hotel reservations, rental cars, etc. 

Client Information Technologv Assistance 

In order for MCCi to excel in customer service, the client must provide timely access to technical resources. The 

client must provide adequate technical support for all MCCi installation and support services. If the client does 

not have "in-house" technical support, it is the client's responsibility to make available the appropriate 

Information Technology resources/consultant when needed. 

Legistar Technical Architecture 

Legistar Security 

Apart from the standard security features that the .NET framework offers and the application login security, the 

communication between the server and the client application is also protected from hacking. By default the 

network packets are sent in binary format contrary to the normal text based format for plain liS based ASP.NET 

application. In addition to the binary format, each packet is compressed using a custom algorithm which makes 

it almost impossible to read the network packets going between the client and server. Legistar is extensible to 

accommodate any sort of encryption algorithm and this modification would be based upon the customer 

request. 

Scalability & Performance 

Enterprise applications often try to balance application scalability with concurrency considerations. An 

application can achieve scalability using many different techniques, including minimizing network traffic, client 


side caching etc. Legistar does exactly the same to improve the responsiveness of the application. The following 

sections describe the scalability considerations that are embedded into the application. 

Stateless Server Design 

Using a stateless object model for the middle-tier service objects where no (property) data object is saved 

between method calls, Legistar is more scalable. It is because the server application is not responsible for 

keeping track of where each user is in the application; its operation consists of merely fulfilling client requests as 

they arrive. By eliminating state caching, the server can service more requests. Each service objects that Legistar 

application instantiates consumes server resources. Because of this, an object model that does not depend on 

object state can be instantiated quicker. If the object model depends on cached state there would be less 

initialization overhead and the object state instantiation would be comparatively less. 

Recommended Minimum Hardware Requirements 

Legistar Technical Requirements 

Prerequisite Licensing - Installed Solution Only 

If the Client already owns the appropriate prerequisite Crystal and database licenses then there is no additional 

cost. If the Client does not have the appropriate licensing, then it is available directly from the appropriate 

vendor and can be contracted for separately with GSA pricing. If the Client desires MCCi to provide either or 

both of these third party licenses, then they may be contracted for additional cost at prevailing retail price. 

Smart Client Requirements 

The Legistar software is developed using .Net Framework, and combines the benefits of both Web and desktop 

application by adopting the Smart Client Architecture. The end user can run Legistar, in Windows 

98/XP/2000/2003 (any edition-Home, Professional, Media Center or Tablet PC), with the .NET Framework 

installed and functioning. 

Legistar Server Requirements 

Legistar requires the appropriate Microsoft SQL database license installed on the Commission hardware and, the 

report function requires a Crystal reports developer license from Business Objects Corporation. The cost section 

of this proposal does not include these licenses which would be in addition to the project cost proposed here. 

General Hardware Configuration 

The Server Configuration depends on the transaction load on the system. A single CPU Server is only 

recommended for applications with less than 10 simultaneous users. With the typical usage pattern a server 

with two CPUs can handle about 20 simultaneous users. 

Minimum Required Configuration 

• Single Server deployment 

• Processor: GOO-megahertz (MHz) Pentium III-compatible or faster 

• Processor count: 1 

• RAM: 512 megabytes (MB) of RAM or more 

• Disk Space: 60 GB (application only requires approximately 50 MB) 

• Operating System: Microsoft Windows server 2003 Standard Edition 

• Database: SQL Server 2005 Express, Workgroup or Standard Edition 

• Reporting: Crystal Reports 10 Developer Edition 

• Adobe Professional 

Recommended Configuration 

Single Server deployment 

Processor: 2.0-gigahertz (GHz) Pentium IV-compatible or faster 

Processor count: 2 


RAM: 1 gigabyte (GB) or more 

Disk Space: 60 GB (application only requires approximately 50 MB) 



Reporting: Crystal Reports 10 Developer Edition 

Legistar Software Upgrade 

Installed legistar license: All updates, new versions, new releases, patches, (within a specific legistar Product 

Model) fixes, etc. are free to the licensee as long as the licensee is on software support and has been continually 

since installation. In rare situations, local firewalls or security policies may require additional time on MCCi's 

part to perform a software update, in which case the update would still be free, but MCCi would charge for its 

professional services time. 

Legistar Subscription Service: Subscriber will always be using the current version of the software. Updates, new 

versions, new releases, patches, fixes; etc. are applied to the hosted version of the software as they become 

available. The subscribers never experience any installations, conversions, or major interruptions in the service 

for these updates. 

Moving from Subscription to Installed license: Subscriber pays for a license and any required local setup or 

migration costs for MCCi to move the data to the local server. Prepaid subscription fees that are unused may be 

applied to the license or set up costs, less a one month early termination fee. 

Moving from Installed license to Subscription Service: Subscriber begins paying the full subscription cost on the 

day that the service begins plus any required setup or migration costs for MCCi to move the data from the local 

server to the hosted server. There is no refund for the previously purchased legistar license. Prepaid software 

support fees that are unused may be applied to the subscription fees or set up costs, less a one month early 

termination fee. 

Conversion from one Legistar Product Model (a completely new product with a new technical architecture) to 

another: Installed licenses only - MCCi will apply a 100% credit for the previous license charge towards the new 

model license cost up to the full price of the new model license cost. Conversion, training and other 

professional service costs will be charged on a time and materials basis. 

Excess Data Storage Fees 

The maximum disk storage space provided to you at no additional charge for the hosted solution is an aggregate 

of 20 GB for the data base, the attachments to legislative files, and published agendas and minutes on the InSite 

Calendar. If the amount of disk storage required exceeds these limits, you will be charged the then-current 

storage fees. MCCi will use reasonable efforts to notify you when the average storage used per license reaches 

approximately 90% of the maximum; however, any failure by MCCi to so notify you shall not affect your 

responsibility for such additional storage charges. For reference, no MCCi customer, even among those that are 

the largest cities and/or have been using the software for more than 10 years, has ever used more 15 GB of 

storage, well below the maximums provided for free within the Service. MCCi reserves the right to establish or 

modify its general practices and limits relating to storage of Customer Data. 

Additional Services 

As an additional service/product under this contact MCC and MCCi can provide the following: 

• Document Imaging and Records Management Software (laserfiche & MuniDocs) 

MCCi offers laserfiche (LF) Software and related services which provides a records repository allowing 

storage, retrieval and imaging of all documents. Capabilities include an intuitive browse window, index 

cards, full-text indexing, keyword template search, fuzzy word search, and virtually unlimited folders, giving 

users access to any document instantly. 


Document Scanning Services (MuniScan) 

MCCi offers scanning, indexing and integration of hard copy documents with Laserfiche Software to provide 

the Client with the most powerful index retrieval search engine available with the following features: 

intuitive browse window, index cards, and fuzzy logic. 

• Contract Management Software (Contract Assistant) 

MCCi offers the Contract Assistant Software (developed by Blueridge Software) which is a web based 

solution designed to provide control and automation of the contract management process. 

• Code Supplementation and Codification Services (MuniCode) 

Municipal Code Corporation offers supplementation of existing Codes, Codification of Ordinances and 

Recodification of existing Codes. Our optional services include legal review, republishing, editorial and index 

work and electronic options (CD, Internet). 

• Utility Billing Services (MuniBills) 

MCCAdvantage offers billing, statement and remittance processing services as an additional benefit under 

this agreement. MCCAdvantage, a subsidiary of MCC, can provide the client with design, printing and 

mailing services for customer billing/statements of all types. These services also include remittance 

payment options, software and other bilfing solutions. 

Agreement Extended to Other Governmental Units 

MCCi agrees to allow any other Government agency to purchase items, at the same terms, conditions and 

pricing as this contract during the period of tjme that this contract is in effect. Minor changes in terms and 

conditions may be negotiated by MCCi and participating Government agencies. Any orders issued against this 

agreement shall be the sole responsibility of the Government agency placing the order. It is understood that the 

Client shall incur no financial responsibility in connection with any purchase by another Government agency. 

Travel Expenses 

If the client cancels or reschedules an installation after MCCi has made travel arrangements, travel expenses 

may be incurred due to circumstances such as non-refundable airline tickets, hotel reservations, rental cars, etc. 

limited Liabilitv 

In no event shall MCCi's total liability to the client exceed the project fees paid to MCCi by the client. 

Payment and Billing Terms 

MCCi will invoice fjfty percent (50%) of the total contract amount upon receipt of signed contract, 30% upon 

completion and sign off of the configuration phase, and the remaining balance will be invoiced upon completion 

of training. Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice. 

Termination 

The services provided in this agreement will be in full force and effect for a period of three (3) years from the 

date of shipment of the completed product to the organization. Thereafter, this agreement will be 

automatically renewed from year to year, provided that either party may alter or cancel the terms of this 

agreement upon sixty (60) days written notice. 




Requirements - Agenda Management 

1. Allow the submission of agenda items with links to supporting documents. 

Users may attach any number ofattachments or associated backup information to agenda items. This can be 

done by scanning the hard copy, inserting a hyperlink or importing directly from your network; in addition 

they may re-order and rename documents on the fly. 

2. Allow draft agendas to be created. 

Draft agendas are an includedfunction of the system, end users will have the rights to move on agenda from 

draft to final stages. 

3. Create links to, or associate, supporting material for meetings with Agenda Item document. 

Links are created to attachments, items, and you have the option ofassociating legislative items with several 

other closs/fications, such as the section ofcode the item relotes to, item sponsors, or even another 

legislative item within the system. 

4. Allow flexible reformatting of the document, such as font, indentation, numbering, order of items, etc. 

Legistar utilizes Microsoft Word as its preferred text editing application, the system also allows or 

configurable font and numbering conventions (i.e. Res09·9885 or Qrd09·54 for example) 

5. Allow pending items to be placed on the agenda. 

The system allows for this 

6. Ability to print entire Agenda and all attachments with configurable numbering. 

The system allows you the option ofprinting the Agenda with 0/1 attachments, along with options of what 

information is included such as file id numbers, item descriptions, attachment links and other pertinent 

information. 

7. As items are submitted for Agenda approval, electronic workflow should move documents from submitter 

to reviewer to approver, etc. with visibility of status of each item as it moves through the workflow. 

The system does this. In addition you hove the ability to add reviewers to the workflow on the f'Y choosing 

whether their approval is required or is just sent to them as an FYI. Approvers are also sent configured email 

notifications and deadlines can even be associated with the approval. 

8. Allow supporting materials to be attached to an Agenda item during the scanning process (directly scanned 

to item). 

The system provides this capability. 

9. System provides a post meeting capability for tracking, numbering and signing documents. Provides ability 

to use workflow in post meeting activities to manage post meeting activities. 

The system excels in post meeting workflow, whether it is from one meeting body to another or tracking an 

item through its adoption process. Numbering conventions can also be configured to meet your needs. 

10. System provides an Interface that allows a user to download the Agenda and all supporting materials. 

This interface is provided for internal use and also made available through the public portal. 

11. Support the concatenation of associated documents for display, website and print. 

The system meets this requirement 


12. Provide automatic notification when a document is revised 

The system allows for this through email notification 

13. Support electronic note-taking by meeting participants with the ability to tag the notes as public or private. 

Private notes should only be visible by those with appropriate security authorization. 

Meeting participants are able to take notes on their individual PDF packets using Adobe, these packets are 

not posted or made visible. 

14. The agenda automation package should provide capability to allow versioning of agendas and agenda items; 

allow process steps such as draft, revision, and final agenda. 


15. The agenda automation package must allow agenda items to be moved with all associated attachments 

from one agenda to another. 

The system supports this reqUirement in several ways. An item can be manually assigned to another meeting 

or meeting body, or can be passed through the workflow depending on the approval or suggestion ofthe 

voting body. 

16. The agenda automation package shall have the option to show where an agenda item is within the workflow 

process and it's status (approved, rejected), being drafted, final draft, etc. 

The system supports this within the internally and through the public portal so that items can be tracked 

through every step oftheir life cycle. 

17. The agenda automation package shall have the ability to accept different types of attachments to support 

and link to agenda items. These file types include text, graphics, word processing applications, spreadsheets, 

acrobat, HTML, XI\IIL, Java, photos, maps and other images. Digital media such as visual files shall also be 

supported. 

Legistar allows the operator to create a reference to associated files as 'attachments' that can be viewed 

concurrently with the original legislative file text or data. Attachments may be word processing files, 

spreadsheets, URL links, images or any otherfile type that is supported by the users operating system. 

18. The agenda automation package shall have the ability to automatically convert attachments used to support 

agenda items to PDF for printing and public distribution. 

The system meets this requirement. 

19. The agenda automation package shall allow an unlimited number of meetings to be added and managed by 

the system. 

Legistar allows for an unlimited number Of meetings, meeting bodies and users without ANY additional 

licensing. 

20. Support electronic signatures. 


21. Ability to select individual pages or sections of a document to be viewed, routed, included in packet, or 

printed. 

The system supports this requirement. 

Legistar provides the ability to run reports to multiple file types such as Word and PDF which allow a user to 

select individual pages to be deleted, printed or viewed. Legistar also provides the ability to select specific 

line items in agendas and/or minutes an only print or display those items in a report. 


22. Ability to support flexible, well-documented, user-friendly query capability and report writing tool for ad-hoc 

reporting based on user-defined criteria. 

The system allows for this in several ways. Users are able to run full text searches within the system and via 

the public portal based on many different search criteria. In addition users are able to run many useful 

reports based on user defined criteria such as, but not limited to: Voting Record, Attendance Record, 

Signature Copies, Certified Copies, Pending Item reports etc. 

23. The system proposed shall be of a non-proprietary nature. Describe any functions, features or components 

that are, or may be proprietary and why they do not restrict utilization of the system. 

Once items and agendas are created, they can be stored outside the system for future use and archival. 

24. The agenda automation package shall have the ability to publish a finalized HTML agenda to the Web with 

all associated attachments as lin,s to the appropriate agenda item. Items will be visible based upon security 

authorization. 

The system supports this requirement. In addition the final agenda and items can also be downloaded as PDF 

documents. 

25. The agenda automation package shall have the ability to create an agenda packet for printing. 

The system meets this requirement and also allows for emailing and immediate post to the web. 

26. The agenda automation package shall have redaction capability. 

The system meets this requirement. Through version control you may have a version of the documents 

viewable to the supervisors and the redacted copy only viewable through the public portal. 

Any agenda item that requires redacted editing can be stored in its original format as an attachment with 

the "Web Access" box unchecked. A copy can then be imported through the standardfile text editor function 

and redacted using replacement characters (55 e.g. 123-45-6789 is replaced with xxx-xx-xxxx) or replaced 

with "[redacted)" or "[confidential)". This would allow any internal authorized user with access permission 

(such as the couneilmember) to see the original, while the publicly published agenda would only display the 

redacted version. It would have to be done at the file level because the text is used in various reports 

27. The system shall be able to work with size D (22" x 34") and E(34" x 44") size documents. 


28. An agenda can be rolled up as draft agenda while items are not approved. 


29. Ability to copy items from one meeting agenda type to another meeting agenda type (e.g. Planning 

Commission meeting to Board of Supervisors meeting) 

Items are able to be copied and/or automatically routed between meetings depending on recommendations 

ofthat body. 

30. The agenda automation package shall maintain and make available the history of all agenda items that have 

been copied to other agendas. 

The history ofeach item is tracked from the moment it is entered into the system. The complete history of 

the item can be included in front ofeach item in the agenda and is easily accessible via the public portal 0150. 

31. The agenda automation package shall allow actions to be added for each agenda item. The actions can be 

added manually for each item or selected from a preconfigured list tied to each agenda type. 

Single or multiple actions can be added to each item, this is done from a preconfigured list that the client 

may choose to add to or subtroct from at any time necessary. 


32. Must have the ability to add "addendum" items to the agenda after the proposed agenda has been 

distributed to the Board and media. 


Requirements - Meeting Management, Minutes, & Voting 

33. Ability to create meeting minutes template with default text for minutes, motions, and voting. 

The system allows for configurable template text for minutes, motions and voting. 

34. Ability to create an attendee list (or each meeting type. The attendee list needs to track the attendee name 

and title. 

The system not only creates an attendee list but can track the attendance throughout the meeting tracking 

who was present for voting on particular items. This allows not only for detailed attendance reports to easily 

be run but also voting records. 

35. The agenda automation package shall allow sections to be added to an individual agenda without modifying 

the meeting type for all meetings. 

Any number ofsections con be added on thejly without any additional backend customization or without 

effecting other meetings, bodies or types. 

36. Ability to assign attendees from the attendee list who will be attending a meeting, voting in the meeting, or 

part of the roll call for the meeting 


37. Ability to Import Agenda into minutes application to use for minutes template 

The Agenda layout is used as the initial minutes template, however we understand that once the final 

agenda is posted and the meeting begins, users must have the ability to arrange the items in the order they 

are discussed, so you are not limited to the agenda template. 

38. Ability to configure and modify meeting minute templates. 


39. Ability to record motions and to log mover and seconder 

The system allows for motions, mover and seconders to be tracked along with the ability to add and 

configure any number ofassociated actions. 

40. Ability to take and record votes on individual items 

The system allows for the recording of votes individually, via consent, voice and the ability to toggle for 

unanimous votes with one click. 

41. Ability to track, add and time speakers. 

Legistar can add and track speakers, time can be tracked through the indexing ofthe audio or video from the 

meeting. 

42. Ability to do meetings within a meeting. 

County states this is no longer a requirement 

43. Must offer a spell checker within the entire solution. 


44. Allows the voting order to be changed for each meeting as may be needed 



45. Allows the voting order to be changed for each meeting as may be needed. 


46. Roll calls must be able to be performed at any time during a meeting. 

Roll calls and attendance can be token at anytime and is tracked throughout the meeting. 

47. Modification of minutes must be simple to perform and not require extensive cleanup. 


48. Must allow users to enter multiple motions for a single item, including substitute motions. 

The system meets this requirement with the ease ofa right click ofthe mouse. 

49. View Vote Result as members vote 

Legistar can display the results of the vote on a display via Legistar's AVM/AVD. Handheld voting can be 

handled through Granicus. 

50. Manual override of votes, roll call) motions, and amendments to agenda and minutes. 


51. Is your voting solution compatible with a touch-screen interface? 

This requirement is met using the optional Gronicus solution 

52. The minutes can be taken with the streaming video or in a standalone mode and imported back into the 

agenda solution 

The system meets this requirement and is flexible to handle carious video solutions. 

53. The end user may click on any item within the Minutes Doc to link to the audio/video. 


54. Clerk will be able to jump directly to any motion, vote, or note in meeting and listen to corresponding audio 

for easy editing. All ofthese items will be linked individually to audio/video. 

Items are directly linked the audio/video through time-stamping 

55. Ability to work on tasks after the meeting 


56. Ability to record how a vote is taken, by roll call or by voice, and calculate percentage of For vs. Against 

votes in real time 


57. Ability to view the activity status of an item after a meeting is complete to ensure they are processed 

The status ofthe items are easily reviewed and tracked internally or via the public portal 

58. Automatic history notation throughout the entire agenda process, as well as option to input manual history 

This is a standardfunction of Legistar workflow and approval tracking. 

Legistar tracks the poth of each ordinance, resolution, and other legislation through the process with a series 

of historical records marking the life of the issue along the way. Individual routing entries, version changes, 

referrals to departments, final approvals and otherfile events are automatically captured by the system and 

can be queried, displayed and included in appropriate reports. 


.. Approval Tracking is a fully Integrated module that facilitates and tracks the sequence of review and 

approval for an agenda item prior to introduction. For example, a purchase request may be made by a staff 

member, drafted by another person, approved by his immediate superior, and then sent to additional 

persons for their review and approval before being sent on to the agenda clerk for automatic introduction on 

the appropriate Board or committee agenda 

59. Out of office configuration within the workflow 

The system meets this requirement and aJlows for the delegation of approvals to available staff. 

60. Minutes application should have the ability to view meetings that have been entered into the system and 

also an individual account of items within a specific meeting. 


61. Must be able to upload newly created items and Agendas immediately 

The system allows for the addition or subtraction ofitems and their attachments on the fly. 

62. After a meeting has taken place, the system should have ability to automatically create an action summary 

of the meeting 

The system meets this requirement. Actions for items can be configured to read as the client wishes 

63. System must support more than one meeting type 

The system meets this requirement without any additional licensing or cost. 

64. Allows configurability of the agenda while a meeting is taking place, must be adaptable to changes 

The system aJlows for items to be dragged and dropped, removed, voted out oforder, amended, etc - all 

while the meeting is taking place 

65. Minutes application must allow for the distinction between the meeting chair and the minutes taker County 

Upon further research, this requirement can be disregarded 

66. Ability to use voting system without the minutes component 

Voting can be tracked without using the minute'sfunctionality 

67. Ability to customize voting options (i.e. NO instead NAY) 


68. Ability to populate predetermined text for motions 

The system allows for the configuration ofany number oflines of "canned text" to limit the time neededfor 

typing and recording monuaJly during the meeting 

69. Ability to use custom tags within the voting application 


70. Ability to customize individual voting members screen layout 

The system allows for each voting members view of the agenda to be dIfferent and organized in a fashion of 

their liking, whether in PDF, or directly from the public portal 

71. Each Agenda item should have its own status column 

Each item has its own status column listed internally and via the public portal 

72. Application should have the ability to sign documents 



73. Time settings should have options to not be enforced 


74. Allows for editing, revising or replacing scanned documents 


75. Allows for annotations on published documents that can be marked public or private and viewed only with 

the appropriate security profile 

The system meets this requirement through the use ofsimple check boxes. 

76. Allows for the adding of agenda items through the system or through a web based form 

The system allows for both scenarios 

77. System should send email notifications to users as deadlines occur 

The system meets this requirement. In addition those email notifications can be configured by the end user 

78. Ability to approve agenda items individually or as a group within a meeting 

The system meets this requirement and allows for a consent agenda 

79. Many times, backup for an agenda item will be provided at the meeting, rather than when the agenda is 

being prepared. Describe how this will be handled by your system. 

Legistar users have the ability to add attachments to meeting records. This is used by some ofour clients to 

attach signed/approved/scanned minutes ofthe previous meeting to the current meeting or additional 

backup information as noted in the requirement above. 

Requirements - Video Streaming 

Note: Video Streaming will not be included in the initial implementation, but will be 

incorporated at a later date. 

Legistar has the flexibility to integrate with several video streaming solutions depending on the needs of the 

client. In this case the responses below are cited using the Granicus media streaming solution. Granicus, Inc. 

provides comprehensive solutions for creating; managing and distributing live and on-demand streaming media 

content to support and enhance public meeting communications, internal training and public education 

programs for government. 

Legistar is partnered with Granicus to offer a complete, integrated package allowing for total legislative 

management and the Nation's premier media streaming provider ofpublic meetings. 

80. Video should be linked to Agenda Items, Minutes, and Supporting Material 


81. Minutes and Video systems must have ability to work in disconnected mode 

The system meets this requirement. The Granicus MobileEncoder allows you to bring the live meeting 

management component of MinutesMaker with you to remote locations that do not have access to the 

internet. It also allows you to capture an audio or video recording ofyour meeting proceeding and index it in 

real time against your agenda. 

82. Must have a Customizable Web Interface 



83. Stream meetings as they happen or record them and publish to the web together with the meeting minutes, 

supporting materials and the meeting agenda if desired. 


84. Video, minutes, meeting agenda and supporting material are all in a searchable format. 

The system meets this requirement. The Granicus View Page contains a keyword search ofaudia/video 

orchives and documents based on agenda item. 

85. Users must be able to control the stream of both video and audio at the time of Harrison County Board of 

Supervisors 11 recording. A fixed resolution at the time of recording is not acceptable 

The system meets this requirement. MediaManager and LiveManager provide users the f'exibility to 

manually or automatically start, stop, pause or archive their live events. 

86. If during a live meeting a connection problem ensues users must be able to continue to record the meeting, 

allowing the audia/video to be posted once the network is restored. 


87. Video/Audio file storage must be located within a secure firewall protected network. Information held on 

private networks must not be publicly accessible. 

The system meets this requirement. All data is stored at the Granicus data center. Content can be 

designated as private and not accessible by the public. 

88. Allows for a presentation monitor that will display supporting materials and documentation as well as voting 

results to the citizens attending the meeting 


89. Big Screen Capabilities are desired for item review and discussion of supporting materials. 


90. Ability to burn Video, Minutes, and Supporting materials to DVD - not just video only. 


91. Product offers the ability to modify the quality ofthe video or audio stream at the time of recording 

The system meets this requirement. Granicus uses intelligent streaming which is a set offeatures that 

automatically detects network conditions and adjusts the properties ofa stream to maximize the quality of 

the user experience. Today's Internet connections ore highly variable in terms ofactual throughput achieved 

for any specific connection and range ofpossible connection speeds. This is especially important for lowbandwidth 

modem connections, where the connection speed can vary by 50 percent or more ofthe 

maximum, depending on network and ISP congestion. 

92. What video editing tools will be provided? 

The system meets this requirement. Windows Media Encoder; there is a trim tool included with the 

MediaManager software that trims video off the beginning and end of a file and rearranges the index points 

accordingIy. 

93. What type of mobile encoder is used? What type of encoder is used? 

Granicus MobileEncoder is used for remote indexing and minutes creation; OutCast Encoder is used as the 

primary encoder installed onsite. 

94. What is your typical stream rate for your video broadcasts? 

320 Kbps 


9S. What type of cards do you typically use in your installations? 

Viewcost Osprey 230 or 240, a/50 Osprey 50for the MobileEncoder 

96. Is it hardware platform dependant or will it run on any server platform 

Microsoft Windows Server 2003 is recommended 

97. There must be an interface that manages the video streaming and must be integrated with the Minutes 

Application and Voting System 


98. The streaming audio/Video must be time stamped so the user can go directly to the point of the video for 

any given item in the agenda. 


99. Archives of all AudiojVideo Content available on demand 


100. Is your solution compatible with Windows Media Player 

Yes 

101. Vendor must be capable of providing podcasting as a service. 


102. Ability to control video output, must include ability to display the presentation material (supporting 

materials and documents of specific items) on the video output 



.. JO.' .• ' • ~. 

Hardware Requirements 

1) legistar Technical Architecture 

Legistar Security 

Apart from the standard security features that the .NET framework offers and the application login security, 

the communication between the server and the client application is also protected from hacking. By default 

the network packets are sent in binary format contrary to the normal text based format for plain liS based 

ASP.NET application. In addition to the binary format, each packet is compressed using a custom algorithm 

which makes it almost impossible to read the network packets going between the client and server. Legistar 

is extensible to accommodate any sort of encryption algorithm and this modification would be based upon 

the customer request. 

Scalability & Performance 

Enterprise applications often try to balance application scalability with concurrency considerations. An 

application can achieve scalability using many different techniques, including minimizing network traffic, 

client side caching etc. Legistar does exactly the same to improve the responsiveness of the application. The 

following sections describe the scalability considerations that are embedded into the application. 

Stateless Server Design 

Using a stateless object model for the middle-tier service objects where no (property) data object is saved 

between method calls, Legistar is more scalable. It is because the server application is not responsible for 

keeping track of where each user is in the application; its operation consists of merely fulfilling client 

requests as they arrive. By eliminating state caching, the server can service more requests. Each service 

objects that Legistar application instantiates consumes server resources. Because of this, an object model 

that does not depend on object state can be instantiated quicker. If the object model depends on cached 

state there would be less initialization overhead and the object state instantiation would be comparatively 

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Legistar Server Requirements 

Legistar requires the appropriate Microsoft SQL database license installed on the Commission hardware and, 

the report function requires a Crystal reports developer license from Business Objects Corporation. The cost 

section of this proposal does not include these licenses which would be in addition to the project cost 

proposed here. 

General Hardware Configuration 

The Server Configuration depends on the transaction load on the system. A single CPU Server is only 

recommended for applications with less than 10 simultaneous users. With the typical usage pattern a server 

with two CPUs can handle about 20 simultaneous users. 

Minimum Required Configuration 


• Processor: GOO-megahertz (MHz) Pentium III-compatible or faster 


• RAM: 512 megabytes (MB) of RAM or more 

• Disk Space: GO GB (application only requires approximately 50 MB) 



• Reporting: Crystal Reports 10 Developer Edition 

Recommended Configuration 


Processor: 2.0-gigahertz (GHz) Pentium IV-compatible or faster 


• RAM: 1 gigabyte (GB) or more 

• Disk Space: GO GB (application only requires approximately 50 MB) 



Reporting: Crystal Reports 10 Developer Edition 


t, '. 

Attachment A - Optional Hosted Solution Pricing 

The pricing reflected in this section provides the option of the full featured Legistar Legislative Agenda, Minutes 

and Voting system as a hosted solution. This is an option if the client wishes to have the software managed as a 

service with limited internal resources. 

SOFTWARE SUBSCRIPTION 

0' Legistar LS Hosted Edition 

Includes: Base LS Subscription 

Agenda Automation 





Public Web Portal (InSite Public Access) 

On-Line Submittal 

Remote Disaster Recovery Service (Legistar Matrix) 

First Year Managed Services and Support 

Legistar Base Configuration (up to 2 meeting bodies) 


Onsite Training (up to 5 days) 

$44,078 1 

PAYMENT &BILLING TERMS 

MCCi will invoice fifty percent (SO%) of the total contract amount upon receipt of signed contract, 30% upon 

completion and sign off of the configuration phase, and the remaining balance will be invoiced upon completion 

of installation and training. Sales Tax will be included where applicable. Payment will be due upon receipt of an 

invoice 

I For budgetary purposes, the Client should include $19,236 in annual budgetfor renewal of Legistar SAP and managed 

services af the above quoted solution. 


• 

INTELLIGENT MEETING 

MANAGEMENT 

• 

Proposal 

Harrison County, MS 

MinuteTraq & MediaTraq 

Updated 

March 23, 2009 

By 

IQM2, Inc & Medir, Inc. 

•

IQ 2 

I NF r L L J C; FN T M L IT I N G 

MANAG[M[NT 

March 23, 2009 

To: 

Melissa Pope 


Purchasing Department 

Dear Ms. Pope: 

I hope all is well. 

We are delighted we have had the opportunity to collaborate with you, Medir, Inc. 

and the County of Harrison to craft a meeting management information system 

solution that will result in improved process efficiency and time and cost savings for 

your organization. 

We have included in our RFP response an Executive Summary that details your needs 

and requirements as we understand them from the RFP document and discovery 

process. Please advise if there are topics we are not currently aware of and we will 

address. 

Please understand we will do everything in our power to justify your decision and 

earn your trust. We look forward to the prospect of beginning a long term 

partnership with Harrison County. Thank you for your time and consideration. 

• 

Best Regards, 

~~~~ 

COO as Ed~ 

•

I N TEL L J G EN T .\1 EI: T [ N G 

MANAGI;M.£NT 

March 23, 2009 

To: 

Melissa Pope 


Purchasing Department 

Dear Ms. Pope: 

I hope all is well. 

We are delighted we have had the opportunity to collaborate with you, Medir, Inc. 

and the County of Harrison to craft a meeting management information system 

solution that will result in improved process efficiency and time and cost savings for 

your organization. 

We have included in our RFP response an Executive Summary that details your needs 

and requirements as we understand them from the RFP document and discovery 

process. Please advise if there are topics we are not currently aware of and we will 

address. 

Please understand we will do everything in our power to justify your decision and 

earn your trust. We look forward to the prospect of beginning a long term 

partnership with Harrison County. Thank you for your time and consideration. 

Best Regards, 

~~~~ 

COO as Ed~

e 

INTf.LL1GENT 

2 

MErTINe 

MANAGfM.I:NT 

Executive Summary for Harrison County, MS 

IQM2 Overview 

IQM2 is a short way of saying "Intelligent Meeting Management" which is the 

company's primary focus. We are a market leader in furnishing "Total Meeting 

Management" solutions to the public sector. Our end to end software solutions 

ensure business process efficiencies, time/cost savings and decision compliance 

accuracy while simultaneously creating value for their stakeholders by publishing all 

the documents, legislation, discussions, hearings and video/audio associated with 

public meetings on their intranet or the internet live or with on-demand access. 

IQM2 clients have documented that they have realized up to 90% time and cost 

saving by deploying our software tools 

Harrison County Landscape 

e 

From our collaborative discovery sessions with both Harrison County stakeholders 

and Medir, Inc. we have ascertained that Harrison County is in need of a software 

solution that automates the agenda process and includes the following process 

improvement utilities: 

L Automated Agenda Item Submission 

b Customized Document Templates 

J.,. Automated Agenda Complication (Agenda Wizard) 

1:..:. Customized Workflow and Approval Process 

~ Citizen Self Service Web Portal 

§.... PDF Printer to eliminate scanning and paper 

L Video Streaming with Linked Agenda utility 

The RFP also highlights additional underlying software specifications in the 

SOFTWARE REQUIREMENTS SECTION. IQM2 fully supports all 102 software 

requirements. In fact these requirements are all staples of the IQM2, Inc. Meeting 

Management System "MMS TM". 

Furthermore IQM2, Inc. is uniquely qualified to furnish the end-to-end meeting 

management solutions necessary for this engagement. We are the only company in 

the industry who is able to satisfy these requirements without partnering with 

another software company. 

Additionally our sole focus is furnishing MMS software application solutions to the 

public sector which enables us to satisfy your Vendor Criteria as denoted on page 3 

of the RFP. 

e 

1. IQM2 meets all functional and technical system requirements without 

development. 

2. This is the third proposal we have furnished to Harrison County and as such 

we have furnished all deliverables and documentation as requested previously 

as well as in this RFP.

IQ 

J N T F l l I G FN r ...., I: [ F l N (J 

MANAGEMENT 

3. We are a growing profitable organization with healthy financial reserves. 

4. We have serviced the meeting management automation needs of public 

sector entities for over 6 years. 

5. IQM2, Inc has a 100% client retention rate. This speaks in great detail to our 

ability to implement and support engagements exactly like this one. 

6. Denoted below are two references for your review: 

a. Hernando County, FL 

b. VTA, Santa Clara, CA 

7. Our Price quote reflects all costs and license fees. 

IQM2 Solution 

After reviewing and analyzing your needs and requirements we are delighted to 

convey that IQM2's Advanced Version is ideally suited to enable Harrison County to 

realize the efficiency, improvement and fiscal returns desired while meeting all if the 

functionality requirements 

Additionally, the version contains all of the utilities and tools mentioned above to 

fully automate your meeting management processes in the fashion that works the 

best for your structure. 

One of the key questions posed during our long discovery period spoke to IQM2's 

bandwidth capabilities. We are pleased to share with you that the IQM2 streaming 

network is second to none, boasting 75 data centers and bandwidth equivalent to 

one-million T-1's. 

We also drilled down on your Implementation Requirements and are quite pleased to 

realize that in conjunction with Medir, Inc. we possess the resources to utilize our 

Basic Implementation Option. We have a furnished a sample implementation process 

document for your review. This is will result in cost savings and prOVide an excellent 

foundation for you to build on. IQM2 will also do the folloWing as specified in the 

RFP: 

• 

Documentation: 

IQM2, Inc. in conjunction with Medir, Inc. will furnish all Harrison County users with 

software documentation and help documentation to ensure all parties have updates 

and with functionality. Harrison County can reproduce materials as needed. 

Maintenance 

IQM2, Inc. fully maintains their software and clients are not charged for quarterly 

and annual new releases with functionality upgrades. We want our clients to take 

advantage of the continually improving innovation we bring to the marketplace. 

All software bugs will be fixed upon notification without involvement from Harrison 

County. We are planning some very innovative public collaboration product releases 

for 2009 and will be delighted to share this information with Harrison County should 

we be awarded the contract. 

•

Support: 

IQM2, Inc. has developed a sophisticated and robust implementation protocol with 

technical practice experts that ensures deployment success. Additionally we offer 

24/7 client support and FAQ documentation. We also maintain an automated 

issue/case tracking tool for all client interaction. 

Warranty: 

IQM2, Inc. will maintain and warranty our software for the length of the agreement 

with no charge to Harrison County. 

Training: 

Training is a key element of IQM2's success and we agree that training is an 

essential element of these types of software projects. On-site training and remote 

training will be scheduled. Additionally we offer bi-weekly free webinar training 

sessions that enable your users to sign up when both the topic and the time is 

convenient for them. Our software is intuitive and based on Microsoft tools which 

replicate the look and feel of activities they are accustomed to performing. 

• 

•

lQ 

I N T L L L j LJ EN 1 

.\1 r I TIN C 

MANAGI':Mf.NT 


IQM2 is a short way of saying "Intelligent Meeting Management", which is our sole 

focus. We are the makers of the most innovative meeting management system 

available. 

Originally founded in 1998, we are a privately held, fully funded corporation based 

on Long Island, New York. Our corporate headquarters are located at 90-0 Raynor 

Ave, Ronkonkoma, NY 11779. 

With the dedicated purpose to providing superior software solutions to municipalities, 

our flagship products MinuteTraq and MediaTraq make up the most comprehensive 

meeting management suite available today from a single vendor. 

"From Document Creation through Video Presentation" 

Our combined software suite covers everything from agenda item submission, 

workflow, agenda creation, minutes generating, video streaming, light document 

management and web publishing. With such a wide range of prOducts and services, 

IQM2 is the only single vendor to provide a suite of products covering the entire 

meeting process from document creation through video presentation without 

pa rtneri ng . 

Expertise 

Our company has a history of expertise in the municipal marketplace and a 

commitment to meeting the ever changing demands of customers, which allows us 

to be uniquely adept at developing, maintaining and enhancing products and services 

that meet the present and future needs of our counties, cities, towns and villages 

throughout the country, 

• 

Our Philosophy 

Our philosophy is to treat each prospect as though they were a customer, and treat 

each customer as though they were a prospect. To have every customer believe 

that they are our BEST customer, and make sure we always treat them that way. 

_._ -- _.--._----_._---_.---_ .. _- .. -- ."" _"."._•...-------------._- --_ _..,,_._----_._--------_._-------.--._._..__._-_._--- 

Company Registrations 

Company: IQM2, Inc. 

FEIN: 26-3807522 

Contact: Daryl Blowes, CEO 

DBA(s): TownClerk.com 

Address: 90-D Raynor Avenue 

CompuSolve 

Ronkorlkoma, NY 11779 

Phone: 

Fax: 

(631) 563-5005 

(631) 207-8387 

3/23/2009 90-D Raynor Ave, Ronkonkoma, NY 11779 Page 5 

•

lQ2 

• 

INTELLICENT MErTINe 

MANAGEMlNT 

Customer References 

As requested we have provided names, contact information and brief product 

descriptions for some of our Meeting Management customers. 

Hernando County, Florida 

Hernando County began using IQM2's MediaTraq and MinuteTraq products in 2008. 

They have a population of approximately 143,000. 

Doug Chorvat, IT Manager 

(352) 540-6689 

dchorvat@hernandocQunty.us 

• 

Santa Clara Valley Transportation Authority, California 

Santa Clara VTA has been an IQM2 customer using both MediaTraq and MinuteTraq 

solution since 2007. Santa Clara VTA has a population of approximately 1.7 million. 

They have approximately 100 employees using MinuteTraq managing several work 

plans for their division, standing committees, policy advisory boards, and board of 

directors. IQM2 has worked with the VTA adding best practice tools for managing 

dynamic work plans of very large and efficient organizations. 

Robert Victor, VTA 

(408) 321-5655 

robert.victor@vta.org 

• 

3/23/2009 90-D Raynor Ave, Ronkonkoma, NY 11779 Page 6

lQM2 

] N T r L L J C FN I' ,\1. r [ TIN C 

MANAGf:Mf:NT 

MinuteTraq - Total Meeting Management 

The MinuteTraq system is our meeting management solution that will allow everyone 

within your organization to easily and more efficiently participate in the meeting 

process. This system will allow all of your departments to submit agenda items for a 

meeting along with documents and attachments. Meeting organizers will quickly be 

able to create agenda packets, minutes, send out letters and legal notices and 

publish to a public web portal. Combined with the search capabilities this system will 

prove to be a valuable resource and save you time and money while providing a 

better service to your constituents. 

Pricing 

MinuteTraq is sold with a base price for 

your agency plus a fee for individual 

meeting groups i.e County Board Meeting 

with unlimited users in a meeting group. 

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• • 

Agendas 

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Meeting organizers can easily outline 

agendas for the meetings by using 

submitted documents and attachments. 

Then by using templates the agenda is 

easily generated in Word or PDF format. 

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Our Minutes Maker tool can be used during and after the meeting to record the 

actions and discussions of the meetings. The tool can easily generate the minutes of 

the meeting in Word or PDF format and publish them to the web portal. With the 

combination of our MediaTraq solution, the meeting notes can be easily transcribed 

through from the video or audio recording. 

Letters & Notices 

The Letter Factory can easily send out copies of your resolutions or other documents 

including legal notices to any number of distribution lists or recipients. This allows 

the actual results and decisions of your meetings to reach the people that need to 

know or are affected. In addition to sending legal notices to newspapers they can 

also be published on the website without any extra effort. 

Search 

The extensive search capability that MinuteTraq will add to your organization is 

paramount. The amount of time spent locating and retrieving information within any 

organization is very significant, but usually unmeasured. Just by using MinuteTraq, 

your organization will create a searchable document database simply by leveraging 

the work that they are already doing. 


•

.....2 

elNTFLLlCENT 

MEETING 

M.ANAGE.ME.NT 

"'linutes Mok~r - Frir:li"1V,. rlecenllH:lr 1, 200G 1'2;00 A!\'l 

,-I {.: I.l:

1QM2 

I N T L L L l C f N r 

,\, I: [ r INC 

MANAG£M£NT 

MediaTraq - Video Webcasting 

The MediaTraq solution will work with any A/V equipment to record the video and 

audio in a suitable format for live webcasting and on-demand streaming. The 

MediaTraq system includes software to manage the entire process and will work with 

our other meeting management products. 

Pricing 

The MediaTraq system has a base price for software, but also 

requires storage and bandwidth services for streaming. This 

is provided by IQM2 through our Continued Service Plans. 

MediaTrag Encoder 

Our MediaTraq Encoder © software is installed at your location and connected to 

your audio and video equipment. The encoder will record and encode your meeting 

into a suitable format for webcasting and streaming. After the meeting has ended 

the encoder can upload the entire compressed file securely up to our 11IJ2 Servers 

where they are instantly available for streaming on the internet and automatically 

publishes the video on our real-time web portal. 

• 

MediaTrag Webcast Portal 

Our Citizen Web portal within our M2 

Suite © will allow viewers to visit your 

site and watch the live or on-demand 

Webcasts of your meetings. Our 

unique Webcast solution not only can 

display the agenda and minutes of the 

meetings but can also synchronize the 

video with the individual agenda items. 

This will allow viewers to search, 

browse & click on a Resolution, 

Ordinance, Public Hearing or any 

agenda item and instantly jump to that 

part of the meeting while displaying 

the document and the actions taken at 

the meeting on the right. 

. 

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For customers that have our 

MinuteTraq solution this is all an 

automatic feature that requires no 

additional work. 

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3/23/2009 90-0 Raynor Ave, Ronkonkoma, NY 11779 Page 9 

•

e 

lNTFLL.ICFNT 

,t,,1FETfNG 

MANAGEMENT 

Minutes Transcriber 

Our MediaTraq solution also comes with a transcription tool that allows your meeting 

organizers to easily create the minutes of the meeting while watching and listening 

to the meeting. 

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Streaming Services 

The IQM2 service is a turn-key solution that includes a state of the art streaming 

service. Our content delivery network is one of the largest and fastest growing media 

networks in the country. With over 17 logical datacenters spread over 75 physical 

locations it has a total EGRES of 1.3 Terabits per second which is equivalent to one 

million T-1's. Your meetings will be a part of the same streaming network used by 

some of the hottest media sites today like FOX, ABC, MSN, CNN and YouTube.com 

which ensure 100% streaming availability. 

Reporting 

Reporting is vital if you want to 

know what kind of value your 

investment in webcasting holds 

with your constituents. Our 

streaming services include 

numerous reporting tools that 

can be setup to automatically 

email you dozens of reports. 

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INTELLICFNI.\1EITINC 

MANAGf.M.f.NT 

Continued Services 

Continued service plans include software upgrades and bug fixes for all of the IQM2 

software components. In addition, we can provide hosting for your meeting 

management system as well as storage and streaming services for video webcasting. 

Technical and User Support 

IQM2 offers ongoing customer support and is committed to keeping our customers 

completely satisfied with our products and services. We are available via the contact 

information below: 

Direct: 

Email: 

Web: 

(800) 995-8696 (24 hours x 7 days) 

Support@IQM2.com 

www.lQM2.com 

As a member of our continued services program, all technical support calls will be 

logged and tracked from beginning to resolution by our support team. 

Software Upgrades 

IQM2 provides continual improvements, fixes and enhancements as part of our 

Continued Service program. As a member, your organization will receive all fixes 

and enhancements to our software products as they are released. If there are any 

capabilities that our solution does not have you may request an improvement which 

is then tracked by our product development team. 

• 

Hosted Solutions 

Some of our customers may elect to have us host and manage their system on our 

servers within a Tier-l datacenter. All hosting is free and includes 2 GB of 

document storage, nightly backup of all your data and documents for disaster 

recovery as well as we manage upgrades to your system as they are released. 

Streaming Storage and Bandwidth 

The IQM2 Continued Services plan for MediaTraq includes on-demand storage of 

your media content. Our storage system is suitable to hold any quantity of content 

and is stored in a Tier-l datacenter with redundant drives and offsite storage for 

disaster recovery. Additional storage can be added to your plan at very competitive 

prices. 

Through our hosted Content Delivery Network (CDN) we will provide all of the 

bandwidth and storage necessary to webcast your meetings. Our continued service 

plan includes enough bandwidth for streaming your live and on-demand content over 

the Internet through our MediaTraq solution. 


•

IQM2 

·,~· ,._~.~."..u ""."_,..." _, •., ,,,.,,,,,,,,,,,."l,.,",••.•...,,_•.. 

INTELLIGENT MEETING 

• MANAG£M£NT 

Software License & Continued Service Agreement 

IMPORTANT NOTICE TO USER: IQM2, LLC. owns all intellectual property in the MinuteTraq Software. 

IQM2 permits you to use the software only in accordance with the terms of this agreement. Use of some 

third party materials included in the software may be subject to other terms and conditions typically found 

in a separate license agreement or "Read Me" file located near such materials. 

1. Definitions. "Software" means (a) all of the contents of the files, disk(s), CD·ROM(s) or other media 

with which this Agreement is provided, including but not limited to (i) MinuteTraq or third party computer 

information or software; (ii) related explanatory written materials or files ("Documentation"); and (iii) 

fonts; and (b) upgrades, modified versions, updates, additions, and copies of the Software, if any, 

licensed to you by IQM2 (collectively, "Updates"). "Use" or "Using" means to access, install, download, 

copy or otherwise benefit from using the functionality of the Software in accordance with the 

Documentation. "Permitted Number" means one (1) unless otherwise indicated under a valid license (e.g. 

volume license) granted by IQM2. "Computer" means an electronic device that accepts information in 

digital or similar form and manipulates it for a specific result based on a sequence of instructions, "IQM2" 

or "TownClerk,com" means IQM2, LLC., a New York limited liability company, 90-D Raynor Avenue, 

Ronkonkoma, New York 11779, if subsection 9(a) of this Agreement applies. "You, Your, Consumer, 

Customer, Client, Company" shall mean the Subscriber indicated on the MinuteTraq Subscription Order 

Form. "Continued Services" means any recurring service that is provided to the Customer by IQM2 

including software maintenance updates, upgrades, technical support, hosting, streaming, backups, 

escrow or any other services designated under the Continued Services section of a proposal. 

• 

2. Software License. This software program (the "Program") and the accompanying files, lists and 

documentation (the "Documentation") are licensed, not sold, to you. The term "Program" shall also 

include any updates of the Program licensed to you by IQM2, Subject to the terms of this agreement, you 

have a non-exclusive and non-transferable right to use the Program and Documentation. IQM2 reserves 

all rights not expressly granted to you. 

2.1 General Use. You may install and Use a copy of the Software on your compatible computer for the 

purpose of connecting to the hosted service provided by IQM2 as long as you are a current SUbscriber and 

maintain your monthly or annua I continued services. 

2.2 Meeting Groups. The software license is valid for a number of meeting groups with unlimited users per 

agency/board. The number of meeting groups is determined by the original purchase and is maintained 

by the monthly or annual subscription fee. Additional meeting groups are available based on the current 

pricing. Price is subject to change upon renewal. 

2.3 License Code. The software modules, features and other limitations are controlled by a license code 

which is proVided by IQM2 to the customer. The license code is tied to each customer database and may 

need to be reissued in the event of database restores. Also, the license code may have a fixed expiration 

period in which the customer may need to renew from IQM2 support. 

2.4 Warranty Disclaimer. Service Providers offer Services solely in accordance with the applicable Issuer 

Statement. Access to the services through the use of the software is made available on an "as is" basis 

only and without any warranty or indemnity of any kind (except as supplied by a service provider in its 

issuer statement). IQM2 and each service proVider (except as expressly provided in its issuer statement) 

make no warranties, conditions, indemnities, representations or terms, express or implied, whether by 

statute, common law, custom, usage or otherwise as to any other matters, including but not limited to 

non-infringement of third party rights, title, integration, accuracy, security, availability, satisfactory 

quality, merchantability or fitness for any particular purpose with respect to the services, 

• 

2.5 Indemnity. You agree to hold IQM2 and any applicable Service Provider (except as expressly provided 

in its Issuer Statement) harmless from any and all liabilities, losses, actions. damages, or claims 

(including all reasonable expenses, costs, and attorneys fees) arising out of or relating to any use of, or 

reliance on, any Service Provider, including, without limitation (a) reliance on an expired or revoked 

certificate; (b) improper verification of a certificate; (c) use of a certificate other than as permitted by any 

applicable Issuer Statement, this Agreement or applicable law; (d) failure to exercise reasonable judgment 

under the circumstances in relying on the Service Provider; or (e) failure to perform any of the obligations 

as required in an applicable Issuer Statement. 


IQM 

INTHLlGFNT 

MEETINCi 

MANAGf.MI:NT 

2.6 Limit of Liability. Under no circumstances will IQM2 or any service provider (except as expressly set 

forth in its issuer statement) be liable to you, or any other person or entity, for any loss of use, revenue or 

profit, lost or damaged data, or other commercial or economic loss or for any direct, indirect, incidental, 

special, statutory, punitive, exemplary or consequential damages whatsoever related to your use or 

reliance upon services, even if advised of the possibility of such damages or if such damages are 

foreseeable. This limitation shall apply even in the event of a fundamental or material breach or a breach 

of the fundamental or material terms of this agreement. 

2.7 Third Party Beneficiaries. You agree that any Service Provider you utilize shall include IQM2 as a third 

party beneficiary with respect to the applicable Sections of this Agreement. 

3. Intellectual Property Ownership, Copyright Protection. The Software and any authorized copies 

that you make are the intellectual property of and are owned by IQM2, LLC. The structure, organization 

and code of the Software are the valuable trade secrets and confidential information of IQM2, LLC. The 

Software is protected by law, including without limitation the copyright laws of the United States and other 

countries, and by international treaty provisions. Except as expressly stated herein, this Agreement does 

not grant you any intellectual property rights in the Software and all rights not expressly granted are 

reserved by IQM2. 

4. Restrictions 

4.1 No Modifications. You shall not modify, adapt or translate the Software. You shall not reverse 

engineer, decompile, disassemble or otherwise attempt to discover the source code of the Software except 

to the extent you may be expressly permitted to decompile under applicable law, it is essential to do so in 

order to achieve operability of the Software with another software program, and you have first requested 

IQM2 to provide the information necessary to achieve such operability and IQM2 has not made such 

information available. IQM2 has the right to impose reasonable conditions and to request a reasonable fee 

before providing such information. Any such information supplied by IQM2 and any information obtained 

by you by such permitted decompilation may only be used by you for the purpose described herein and 

may not be disclosed to any third party or used to create any software which is substantially similar to the 

expression of the Software. Requests for information should be directed to the IQM2 Customer Support 

Department. Any program or database alterations in anyway by outside support will void all warranties 

contained in this document. 

• 

4.2 Features. The Software may contain features and functionality that appear disabled or "grayed out" 

(the "Features"). The Features will only activate when opening certain data that have been created using 

corresponding enabling technology available only from IQM2 ("Keys"). You agree not to access, or attempt 

to access, disabled Features or otherwise circumvent the permissions that control activation of such 

Features. You may only use the Features with data that has been enabled using Keys obtained under a 

valid license from IQM2. No other use is permitted. 

4.3 Transfer. You may not, rent, lease, sublicense, assign or transfer your rights in the Software, or 

authorize all or any portion of the Software to be copied onto another user's computer except as may be 

expressly permitted herein. 

5. continued SerVices (Maintenance) 

5.1 Updates and Renewals. If the Software is an Update to a previous version of the Software, you must 

possess a valid license to such previous version in order to use such Update. All Updates are provided to 

you on a license exchange basis. 

5.2 Defects. Corrections of substantial defects in the Software so that the Software will operate as 

described in the user manuals listed above. 

5.3 Updates. Periodic updates of the Software that may incorporate (A) corrections of any substantial 

defects; (B) fixes of any bugs; (C) enhancements to the Software; and (D) upgrades to user manuals as 

sets out above. 

5.4 Support Hours. Telephone support, inclUding dial-up support is available between the hours of 8:30 

a.m. to 7:00 p.m. Eastern Time, Monday through Friday, exclUding regular holidays, to assist customers in 

using the software. 


•

IQM2 

• 

INTELL.IGENI" MEETING 

MANAGI:MINT 

5.5 After Hours Support. In the event of emergencies, or systems failures which occur outside of the 

regular support hours established by Section 5.4, after hours telephone support is available twenty-four 

(24) hours per day, seven (7) days per week for the term of the Agreement. 

5.6 Single Support Contact. The customer must provide a single support contact or IT Staff for 

coordinating support calls and incidents. 

5.7 Minimum Requirements. The customer must provide minimum PC requirements for the software. 

While the software may function on PC's that do not meet the minimum, IQM2 reserves the right to not 

support such PC's. 

5.8 Malicious Software. IQM2 will not support PC's running any sort of malware, spyware, viruses or 

malicious software. The customer is responsible for providing a properly functioning PC to receive support 

and IQM2 reserves the right to withhold support on PC's running such malicious software. 

6. Continued Services (Hosted Services) 

6.1 Hosting. For customers that have elected to use our hosting services, IQM2 agrees to maintain 

customer data in a Tier-l datacenter and is committed to providing 99% uptime and availability. In the 

event of a service outage IQM2 will work until the service is returned to normal. 

• 

6.2 Scheduled Updates. IQM2 will release service announcements of scheduled upgrades being performed 

on the hosted platform. During these scheduled updates, the server and web portal may be down for 

several hours or users will receive a notice about the agency being offline. IQM2 will attempt to keep 

these updates during weekend hours (Friday evening to Sunday night). Scheduled Updates will not be 

counted against the 99% uptime and availability commitment. 

6.3 Ownership of Data. All hosted data belongs to the customer. At the request of the customer IQM2 

will provide a backup of all database information and files through a downloadable backup or DVD. IQM2 

agrees to provide this service without charge at least once per year or in the event the service agreement 

is being terminated. A separate charge of $250 may apply if the customer exceeds this limit. 

6.4 Backup. IQM2 will perform nightly backups of your hosted data to an alternate physical location. 

7. Terms & Fees 

7.1. Billing Procedures. All software and hardware charges are due at signing. All training and services 

are invoiced as they are provided. All continued services are invoiced monthly or annually and start at 

beginning of implementation. IQM2 reserves the right to charge a 5% cost of living per year. 

7.2 Travel Expenses. Travel expenses are not included and will be invoiced separately. 

7.3 Hardware. IQM2 does not warranty any hardware. Hardware warranty is through manufacturer repair 

or replacement only. 

7.4 Maintenance Period. The maintenance period shall begin at the start of the initial implementation 

project or installation and continue for a period of 1 year. 

7.5 Renewal. This maintenance agreement will automatically renew for subsequent period of 1 year. 

7.6 Amount of Fee. Customer agrees to pay Company an annual Maintenance Fee, the amount set forth in 

Pricing Quotation for Continued Services provided by Company pursuant to this Agreement. The amount 

charged for these services shall not increase by more than five (5) percent from one year to the next, in 

the event of renewal. 

• 

7.7 Payment Terms. Customer agrees to pay IQM2 within thirty (30) days after receipt of invoices for 

agreed upon fees. Implementation dates and turnover meetings shall NOT be scheduled until receipt of 

initial payment for software, hardware or other items marked "due at signing". 


lQM2 

INTELL1CfNI 

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MANAGEMENT 

8. Obligations of Customer 

8.1 Customer Contact. Customer shall notify Company of Customer's designated Contact. To the 

maximum extent practicable, Customer's communications with Company will be through the Customer 

Contact. 

8.2 Installation. Customer agrees to install all corrections of substantial defects, minor bug fixes and 

updates, including any enhancements, for the Software in accordance with the instructions and in order of 

receipt from Company. 

8.3 Facility and Personnel Access. Customer agrees to grant Company reasonable access to Customer's 

facilities and personnel concerned with the operation of the Software to enable Company to provide 

services. 

8.4 No Modification of Software, Customer agrees not to modify, enhance or otherwise alter the Software, 

unless and only to the extent such modification, enhancement or other alteration is specifically authorized 

in the user manuals identified in this Agreement or through the consent of Company. 

8.5 Error Documentation. Upon detection of any error in the Software, Customer, as requested by 

Company, agrees to provide Company a listing of output and any other data, including databases and 

backup systems, that Company reasonably may request in order to reproduce operating conditions similar 

to those present when the error occurred. 

9. No Warranty. The Software is being delivered to you "AS IS" and IQM2 makes no warranty as to its 

use or performance. IQM2 does not and cannot warrant the performance or results you may obtain by 

using the software. Except for any warranty, condition, representation or term to the extent to which the 

same cannot or may not be excluded or limited by law applicable to you in your jurisdiction, IQM2 makes 

no warranties conditions, representations, or terms (express or implied whether by statute, common law, 

custom, usage or otherwise) as to any matter including without limitation non~infringementof third party 

rights, merchantability, integration, satisfactory quality, or fitness for any particular purpose. The 

provisions of Section 6 and Section 7 shall survive the termination of this Agreement, howsoever caused, 

but this shall not imply or create any continued right to Use the Software after termination of this 

Agreement. 

• 

10. LIMITATION OF LIABILITY. In no event will IQM2 be liable to you for any damages, claims or costs 

whatsoever or any consequential, indirect, incidental damages, or any lost profits or lost savings, even jf 

an IQM2 representative has been advised of the possibility of such loss, damages, claims or costs or for 

any claim by any third party. The foregoing limitations and exclusions apply to the extent permitted by 

applicable law in your jurisdiction. IQM2's aggregate liability and that of its suppliers under or in 

connection with this agreement shall be limited to the amount paid for the software, if any. Nothing 

contained in this Agreement limits IQM2's liability to you in the event of death or personal injury resulting 

from IQM2's negligence or for the tort of deceit (fraud). IQM2 is acting on behalf of its suppliers and 

contractors for the purpose of disclaiming, excluding and/or limiting obligations, warranties and liability as 

provided in this Agreement, but in no other respects and for no other purpose. For further information, 

please see the jurisdiction specific information at the end of this Agreement, if any, or contact IQM2's 

Customer Support Department. 

11. Governing Law. This Agreement will be governed by and construed in accordance with the 

substantive laws in force: (a) in the State of New York, if a license to the Software is obtained when you 

are in the United States. The respective courts of Suffolk County, New York, when New York law applies, 

shall each have non-exclusive jurisdiction over all disputes relating to this Agreement. ThiS Agreement will 

not be governed by the conflict of law rules of any jurisdiction. 

12. Escrow. At the request of the customer for an additional fee, IQM2 shall deposit (and update such 

deposit with every new release and at a minimum every six months), with Escrow Associates, LLC, a 

complete copy of the Application Software and source code. If Customer is current with respect to 

payment of all fees to Developer, a copy of the Application Software and source code shall be released 

within ten (10) business days at IQM2's discretion by the escrow agent to Customer upon the occurrence 

of a Bankruptcy Event (as defined below) upon the terms and conditions set forth in this Section. For 

purposes of this Section, "Bankruptcy Event" shall mean Developer (a) voluntarily ceases the active 

conduct of its business, (b) becomes subject to any involuntary bankruptcy or insolvency proceeding 

under federal or state statute which is not resolved within 30 days, (c) voluntarily files for bankruptcy 

3/23/2009 90-D Raynor Ave, Ronkonkoma, NY 11779 

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Page 15 

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INTELLIGENT" MErTINe 

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under Chapter 7 of the U.S. Bankruptcy Code, or (d) winds up or liquidates its business, voluntarily or 

otherwise. Upon the occurrence of a Bankruptcy Event, Customer shall notify Developer of Customer's 

intent to gain access to the source code and shall provide an affidavit that Customer reasonably believes 

that a Bankruptcy Event has occurred. Subject to the terms and conditions of this Agreement, and 

assuming Customer is current with respect to payment of all fees specified herein, if a Bankruptcy Event 

occurs, at IQM2's discretion a license can be granted to use the source code for the purpose of 

maintaining and updating the Application Software and any customizations thereof solely for the uses 

expressly licensed under this Agreement, and for the fees specified herein, for so long as an Event of 

Bankruptcy is continuing. 

10.1 Explicit Exclusions. A "Bankruptcy Event" shall not include, but not be limited to, the transfer or sale 

of products, services or the entire company included within the escrow agreement. 

13. General Provisions. If any part of this Agreement is found void and unenforceable, it will not affect 

the validity of the balance of this Agreement, which shall remain valid and enforceable according to its 

terms. This Agreement shall not prejudice the statutory rights of any party dealing as a consumer. This 

Agreement may only be modified by a writing signed by an authorized officer of IQM2. Updates may be 

licensed to you by IQM2 with additiona I or different terms. This is the entire agreement between IQM2 and 

you relating to the Software and it supersedes any prior representations, discussions, undertakings, 

communications or advertising relating to the Software. 

14. Compliance with Licenses. If you are a business, organization or municipality, you agree that upon 

request from IQM2 or IQM2's authorized representative, you will within thirty (30) days fully document 

and certify that use of any and all Software at the time of the request is in conformity with your valid 

licenses from IQM2. 

• 

15. Specific Exceptions 

13.1 You are required to take all reasonable measures to avoid and reduce damages, in particular to make 

back-up copies of the Software and your computer data subject to the proviSions of this Agreement. 


IQM2, INC. 

Signature 

Printed Name, Title 

Signature 

Daryl Blowes. CEO 

Printed Name, Title 

Date: 

Date: 

• 


IQ.... "':,1:: 

. I'. .' 

INTLLLICENI MEETINCl 

MANAGfM[NT 

Sample Implementation Plan 

I. Laying the Groundwork 

• Charter 

• Vision 

• Objectives 

• Scope 

• Deliverables 

• Roles and Responsibilities of IQM2 and Agency 

II. 

III. 

IV. 

Appoint Project Team 

• Executive Sponsorship 

• Project Champion 

• Project Team 

oRale! 

o Role 2 

o Role 3, etc. 

Physical Environment 

• Where 

() Facilities 

• Communications 

o Go To Meeting 

o Connect 

o Phone Numbers 

o Email Addresses 

• Documentation 

o Methodology 

o Processes 

• Tools 

o MS Project 

o Measurements 

Quality Plan 

• Calendar and Timing 

o Commmit to Timeline 

o Assign Project Team Members to Tasks 

o Develop MS Project Plan and Calendar 

• 

V. Risk Plan 

• Potential Risks 

1. No Matching Feature 

.:. Prevention 

• Development 

• Accept Change 

.:. Potential Outcome 

• Perception of Ineffectiveness 


•

IQM2 

--~.._~----~-_.~. 

-~--.------.-., ...-., ...--..-..-..----.-...,.,.,-.,... ,.._.,. 

INTl.LL/CENT MErT[Ne 

• MANAGEMENT 

• Can't Use 

• Not for Us 

2. Limited (or no) Support 


• Customer Management 

• Executive Sponsor 

.:. Potential outcome 

• No Agreement on Use 

• No User Buy In 

• Resistance in Training 

3. Deviation from Project Plan (Calendar) 


• Plan around conflicts and obstacles 

• Stay Focused 

• Stay on Track 

.:. Potential Outcome 

• Loss of Focus 

• No Continuity of Training and Use 

• Endless Implementation Calendar 

• Nebulus Go Live 

• 

VI. 

Pign Acceptance 

• Sign Off for Each Phase of Implementation 

o List Judgment Criteria 

o Set Dates for Review (Status Calls) 

II. 

III. 

IV. 

Phase II: Onsite (Core Group) - System Testing and Configuration 

... .,- ... - .. 

- 

• Set Up Agency 

• Review and Accept Appendix Information 

• Input Appendix Information and Configure Agency 

Review Deliverables 

• Demo Current Configuration to Team 

• Make Corrections as Necessary 

• Eventual Sign-Off 

Quality IYJanagement 

• Constant, Continuous Review by Project Champion 

Change Review 

• Required? 

o Change Suggestions 

o Alternatives 

o Approval 

• 

V. Risks Assessment 

• Change is Made 

o Upside Effects 

o Downside Effects 

3/23/2009 90-0 Raynor Ave, Ronkonkoma, NY 11779 Page 18

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• Change is not Made 

o Upside Effects 

o Downside Effects 

VI. 

VII. 

Issue Management 

• Process Change 

• Application Change and Development 

• Compromise or Alternative 

Acceptance Management 

• Sign Off on Configuration 

o Agree with Agency Configuration 

o Accept Design and Processes as Those that Staff will be Trained on 

• List any Stipulations that Must be Completed Prior to Training 

Phase HI: Remote - Final Refinements 

I. Resolve any Stipulations 

• Make Sure Aforementioned Stipulations are Completed and Resolved 

• 

II. Complete any Final Changes 

a. Make Sure no Additional Changes are Required 

III. 

Review Plan and Schedules for Phase IV. 

Phase IV: Onsite - User Training and Go Parallel 

I. ~ 

• End to End Demo for Everyone involved in Phase IV (2 Hours) 

• Submitter Training (3 Hours) 

II. Day 2 

• Submitter Training (3 Hours) 

• Agenda Training (4 Hours) 

III. Day 3 

• Minutes Training (4 Hours) 

• Parallel Data Entry 

• 


IQ 2 

e 

lNTELLIGEN r MJ:ETINC; 

MANAGfMINT 

IV. Day 4 

• Open Session 

• Visit Key Departments 

V. Training Completion Acceptance 

• Review and Make Sure All Expectations were Met 

• Sign Off on Training Acceptance 

Phase V: Remote - Parallel Meeting and Go Live Preparation 

I. Parallel Meeting 

• Agenda Prep 

0 Verify Data Entry 

0 Generate Agenda 

0 Publish Agenda 

0 Distribute Agenda 

e 

0 

• Minutes Prep 

0 Data Entry 

Generate Minutes 

0 Publish Minutes 

0 Distribute Minutes 

II. 

Status Meeting 

• Establish Go Live Needs 

III. 

Start Go Live 

• Agenda Prep 

0 Verify Data Entry 

0 Generate Agenda 

0 Publish Agenda 

0 Distribute Agenda 

• Minutes Prep 

0 Data Entry 

0 Generate Minutes 

0 Publish Minutes 

0 Distribute Minutes 

IV. 

Web Portal Link 

• Review Published Data 

• Review Search 

e 

-_..._._._---,---_._._---_._._-_.-._...._----_.._---- 


IQ.. ··'.I:'iVl"· ! '\ .. :t. ,;'f 2·.·".·.··· 

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1N TEL Lie FN T ....1 F r TIN C 

MANAG[MFNT 

Completion Review - Live Status 

I. 

• 

• 

• 

Status Call With Project Team 

Agreement on Success of Project 

Sign Off on Live Status 

Discuss Next Steps (If Any) 

Phase VI: (Optional) - Onsite - Advanced Functions 

I. 

Suggested Advanced Function Training Topics 

• Day 1 

o End User Reports (advanced), Searching 

o Letter Factory 

(J Legal Notices 

• Day 2 

o Work Planner 

o Work Flow and Routing 

• Day 3 

• 

o Other Documents 

o Templates Concept and Methodology (Admin Users) 

• Day 4 

o Tasks/Follow Actions (All Users) 

• 

Phase I: Remote - Preparation and Testing 

Laying the Groundwork 

In the beginning of the implementation process a number of essential 

steps must take place. We will first conduct a Turnover Meeting to 

introduce the Implementation Team and to begin the process. Our 

discussions will start to define a Charter for the upcoming project. It is 

important to establish what the customer's vision is regarding the 

outcome of the project. Once we have a defined vision we can layout our 

objectives and develop an agreed upon timeline. The customer vision will 

also help to confirm the deliverables so that expectations can be met. We 

will discuss in detail the roles of both sides of the project; how IQM2 staff 

will lead the project and transition this lead to the customer project team 

over the course of the project. 

Appoint Project Team 

Establishing a Project Team is a very important step, without the proper 

people in place it will be difficult to be successful. 

-------------------- - _.__.__.._----- 


•

.__~_.~ ._.. 

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IQM2 

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INTELLIGENT MFl:llNC 

• MANAGf:MI:NT 

Executive Sponsor: The most important member of the team is the 

Executive Sponsor; this will be someone from the executive staff that will 

oversee the project and provide firm gUidance (when necessary). 

Project Champion: Having the right Project Champion is key as this is 

the owner of the project on a day to day basis. The Project Champion will 

be the go to person throughout the project. 

Project Team: The Project Team should be assembled to support the 

Scope and Objectives of the project. The number of members and their 

origin will be determined by the project goals. 

• 

Physical Environment 

What type of environment will we be working with; a hosted agency or an 

in-house agency. The answer to this will determine many factors, such as: 

1) How do we access for configuration and maintenance 

2) How do we install the agency on the server 

3) Etc. 

We also need to address the workspace environment. 

1) Will we have a training room? 

2) Will we have hardware for each participant to use in training? 

3) Will we have access to necessary staff throughout training periods? 

4) Will we have the use of a presenter PC (laptop) and a projector? 

We will need to set up a communications plan so all methods of 

communication are known by all. 

1) What is our preferred method of communication; email, phone, 

etc.? 

2) How will we work together remotely; gotomeeting, Connect, etc.? 

We need to share all of our contact information to eliminate disconnects. 

The implementation methodology will be documented later in this gUide 

as well as in the Implementation Schedule Outline. The project timeline 

will be defined in Microsoft Project and displayed in a number of formats. 

Quality Plan 

The best way to ensure a successful implementation is to plan the 

necessary time and stick to the plan. After identifying the team we will 

assess availability and create a project calendar. When we assign 

resources to the calendar we will put it all together in MS Project to create 

the end to end implementation timeline. Adherence to this timeline is 

essential for a successful project. 

A high level demo of the MinuteTraq system is done utilizing our sales 

demo system. The purpose of this is to engage all members of the Project 

Team by allowing them to see where they fit in the process. All too often 

the Project Team members are not part of the buying decision and will not 

have seen the system prior to now. 

• 

3/23/2009 

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90-0 Raynor Ave, Ronkonkoma, NY 11779 Page 22

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MANAGEMENT 

Risk Plan 

Even with the best of plans, every undertaking has an element of risk. 

Our goal is to minimize the risk factors to maximize success. There are 

some known risk factors and of course there are those that come up along 

the way. We will identify the common ones so we can work towards 

avoiding them; any of the others we will deal with as they arise. 

1) No Matching Feature: If there is no obvious solution to a need we 

can look to satisfy the need with something close. We are in the 

midst of a project to create positive change for the purpose of 

efficiency and/or cost savings; we need to be open to potential 

changes to accomplish our goals. If change is not a suitable 

solution we can investigate the feasibility of application 

enhancements. 

Dealing with solutions to needs will have various outcomes. 

• MinuteTraq is not as effective as it could be 

because it doesn't do ... 

• We can't use this because it doesn't do ... 

• It isn't exactly what we used to do but it 

improved the process with very little change. 

• If we can change this slightly it will be perfect 

The list goes on and on, but the key is that our expectations are to 

be very successful and the more rigid and resilient we are to 

change the more difficult it will be to be successful. 

• 

3/23/2009 

2) Limited (or no) Support: When undertaking a project designed to 

create efficiencies and/or cost savings it is important to have 

support at all levels. The users, in most cases, don't benefit from 

the efficiencies and/or cost savings so why will they want to 

undertake change when they are content with their current 

practices. Support at all levels will ensure user interest and 

facilitate the necessary change, especially when coming from an 

Executive Sponsor. If the users see interest from the top down they 

are more prone to positive participation. Positive interest and 

support at all levels creates the best atmosphere. 

3) Deviation from the Project Plan: If we can't keep the project on 

the agreed upon timeline it makes it progressively more difficult for 

the users to take it seriously. If we keep postponing or cancelling 

sessions, how important can this be. The loss of continuity 

necessitates retraining and refocusing utilizing an inordinate 

......._ _----_._ _ _ _ ------------- 

90-D Raynor Ave, Ronkonkoma, NY 11779 Page 23 

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lNfl.LL1GENT ,\1[I.TINC 

• MANAGEMINT 

amount of time. We generally start with a limited amount of time at 

best and we shouldn't be spending all of that time doing the same 

few things over and over. Our clearly defined schedule ends up as 

an ,endless calendar with a nebulous Go Live date. Staying on track, 

on time, will get us to the desired results in the planned timeframe. 

Plan Acceptance 

At the completion of each phase of the implementation process we need 

to go through the judgment criteria specific to that section and determine 

if we are ready to move on to the next phase. When that is accomplished 

we will complete an acceptance form stating our agreement and listing 

any remaining stipulations. This is also a good time to review the 

upcoming phase and make sure the expectations are realistic and adjust 

proactively if necessa ry. 

• 

Phase ll: Onsite (Core Group) - System Testing and Configuration 

BUl1d Deliverables 

Prior to arrival information is sent to IQM2 based on what was requested 

in the Implementation Schedule Appendix. The agency will be created 

with some configuring and information input into the system. The rest will 

be done as part of the training process. 

Review Deliverables 

Upon arrival a Kick-Off meeting will be held so all project members have 

the opportunity to meet. A demo of the system is done to show the 

Project Team the status of the agency and for the first time they see their 

agency specific data in action. All necessary changes are made to make 

sure all requirements are met. 

Quality Management 

To ensure that the project stays on track and that any new or unresolved 

issues are taken care of, the Project Champion will constantly monitor 

progress and compliance. 

• 

Change Review 

If and when any new issues or concerns arise, they will be documented by 

the Project Champion and reviewed with the team for possible solutions. 

First we will pursue the easiest, most logical solution; which often is to 

make slight changes to the process to make current application features 

----------_.._--_.__.._--._--..__.._---_.__._---... ----_.._------ 


IQ: 

INTl.LLICFNI 

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fit. This the fastest, most cost effective solution. When current features 

cannot satisfy the need or change is not an acceptable solution we will 

investigate the possibility of enhancements. Enhancements, when 

available, are time consuming and can negatively impact progress. 

Whatever method is used to satisfy the issue, it must be approved by all 

those necessary. 

Risks Assessment 

Whenever a deviation to our plan takes place, whether a timing issue 

being rescheduled or a process issue being resolved, we must assess 

what overall effects it will have on the project. If we accept the proposed 

change, what are the negative effects it will have on the project versus 

the positive effects it will have on the issue. Upon weighing this out we 

will make out decision to accept or deny the risk. 

Issue Management 

To minimize problems when issues arise we need to have a plan in place 

for resolution. First we need to investigate process change and then 

consider application changes. Being open to compromise and/or 

alternatives is the most sound way to go forward as it allows resolution 

with little or no negative impact to the project plan. Of course, first and 

foremost, the resolution must satisfy all parties. 

• 

Acceptance Management 

Once the agency has been built and configured, tried and tested, we will 

sign off that all conditions have been met. The sign off will show 

agreement with the agency configuration as well as accepting the design 

and processes as those that the staff will be trained on. Any stipulations 

to the above will be listed and resolved in an agreed upon manner. 

Phase llI: Remote - Final Refinements 

Stipulations 

--------------------------------._-------------------------------~~-------------- -"------------"---~--- 


•

lQM__ 

INTELl 'CENT 

MEETING 

• MANAGEMENT 

When the configuration process is complete and signed off, there are 

times when stipulations are part of the process. These are corrections or 

updates that we agree to complete prior to the onsite training in Phase IV. 

Final Changes 

All final changes to the process need to be aired and instituted. Once we 

move on from this point we shouldn't be changing anything, so we can be 

consistent with our material in training. When the users are presented 

with the MinuteTraq system for training, the configuration and process 

should be locked down. 

Review Plans 

A last review will be done on all plans to make sure they still fit. Although 

we don't want to change anything from this point on; it's best to take one 

last look and weigh any possible changes versus the risk. 

• 

• 

-_._-------------_.__...._-----_._----_.•.._..•....._-._.__._------ 

Phase IV: Onsite - User Training and Go Parallel 

Day 1 

On day one we will be showing everyone involved in the upcoming 

training a demo of the system as configured so they will understand what 

our goals are and where they fit in. Following the demo we will do a qUick 

session with the system administrators and managers to make sure they 

are prepared to support the system. The second half of the day will begin 

the first submitter training. The key focus of the submitter training will be 

creating legislative files. We will cover from selecting the proper template 

all the way to submitting the file. We begin with a simple, basic file and 

end with a complex entry including all available features. 

Day 2 , 

We begin this day by repeating the submitter training in the morning. The 

second half of the day focuses on creating agendas. We utilize the 

legislative files created by the submitters to create our first agenda. The 

feature in MinuteTraq for creating agendas is called the Agenda Wizard. 

The Agenda Wizard allows for the creation of default outlines that are 

specific to a meeting group or type. We will learn how to create these 

default outlines which ultimately will prOVide for the automation of the 

agenda process. Once the agenda outlines are created they are generated 

toa finished agenda printout. To complete the process we will learn how 

to publish to the web portal and distribute copies to predetermined 

distribution lists. 

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INTELLICFNT MEErlNC 

MANAGfM£NT 

Day 3 

The next step in the process is to record all of the happenings of the 

meeting, which include; the roll call, meeting comments and the vote 

results. The Minutes Maker is the tool in MinuteTraq that manages this 

part of the process. We will learn all of its features through to the point of 

publishing and distributing; which is basically the same as in the Agenda 

Wizard. The second part of day three will be used to enter parallel data 

for an upcoming meeting. This will allow us to use the MinuteTraq 

meeting process with real data and compare it to an actual meeting. 

Based on the success of this we will be able to begin to focus on a live 

meeting. 

Day 4 

On our last day of onsite training we will check in with all people and 

departments that were trained to make sure that everyone is comfortable 

with the system and that no questions remain unanswered. 

Training Completion Acceptance 

As we conclude the onsite training and have confirmed with all parties 

that we have achieved our training goals we will do a sign off that 

demonstrates Training Completion Acceptance. 

• 

Phase V: Remote - Parallel Meeting and Go Live Preparation 

Parallel Meeting 

The Parallel Meeting involves dual entry of data for an upcoming meeting. 

The meeting documents are created both in MinuteTraq and by the 

current process. If the MinuteTraq documents have successfully 

succeeded the current process we go to the meeting with those. If we still 

need further refinement, we go to the meeting with the legacy documents 

and make sure any issues are corrected prior to the next meeting. 

Status Meeting 

Following the Parallel Meeting a Status Meeting (conference call) is held to 

discuss the meeting outcome. If necessary we do another Parallel 

Meeting, but in most cases we move on to going live with the system. At 

this point we agree on the Go Live Meeting date. 


•

INTELLICENI'MEETI.NG 

• MANAGf.MENT 

Start Go Live 

Starting the Go Live process basically puts the agency 100% in 

MinuteTraq mode; there is no reason to go back and produce any 

documents using the legacy method. If any issues come up they will be 

addressed immediately so there voids in the system. 

Web Portal Link 

Once live documents are created and are part of the system, the next 

step is to make them available to the public via the IQI'v12 Web Portal. The 

Web Portal is a place where they can; view meeting documents by the 

calendar, search for resolutions, ordinances, and any other type of 

meeting document and if media is available, search and view that as well. 

There are a number of ways that the Web Portal can be seamlessly 

integrated with any current web site. 

Completion Review - Live Status 

• 

Status Call with Project Team 

As Live Meetings are produced, questions and possible issues may arise. 

For that reason, we will plan a follow up Status Meeting to make sure if 

any of these things do eXist, that they are answered or resolved in a 

satisfactory manner and timeframe. We also like to get feedback and hear 

the success stories from anew, live customer. 

Phase VI: (Optional] - Onsite - Advanced Functions 

Suggested Advanced Function Training Topics 

The M2 Suite has many options and functions available, and many of 

these may not have been originally purchased and/or addressed as they 

are advanced features of the system. Once MinuteTraq has been 

successfully deployed it's a good idea to investigate what other features 

will fit our agency and how do we go about using them. A conversation 

with our staff will help determine what will best fit with you r future plans 

as well as what else can be done to add additional efficiencies. Some of 

the Advanced Functions are listed below. 

• 

1) End User Reports (advanced), Searching 

2) Letter Factory 

3) Legal Notices 

4) Work Planner 

5) Work Flow and Routing 


'IQ" " ".",\ K," r 

I N T r l lIe r N r 

1v12 

...., r rTI N G 

MANAGEMENT 

6) Other Documents 

7) Templates Concept and Methodology (Admin Users) 

8) Tasks/Follow Actions (All Users) 

• 

3/23/2009 

90-D Raynor Ave, Ronkonkoma, NY 11779 Page 29 

•

__~_..,~._ .. 

• 

lQM2 

_ ...._. ....•..•..•.._., """""U",",,,,·,,.,,,.,,,.,,..,.,.,,,,.,,.,,.. _.,_.~. 

INTElLIGENT" MUTING 

MANAGEMENT 

~, 

..... 

Acceptance of Proposal 

To accept this proposal, please have the order form below completed and signed by 

an authorized signer of the organization. 

Terms 

The agreement shall be executed over a 1 Year term and shall automatically renew 

for subsequent years. 

All software and hardware is due at signing. All training and services are invoiced as 

they are provided. All continued services are invoiced monthly and start at 

beginning of implementation. Travel expenses are not included and will be invoiced 

separately. IQM2 does not warranty any hardware. Hardware warranty is through 

manufacturer repair or replacement only. IQM2 reserves the right to charge a 5% 

cost of living per year. 

• 

DUE AT SIGNING: Implementation turnover meetings shall NOT be scheduled until 

receipt of initial payment for software, hardware or other items marked "due at 

signing". 

Order 

Please indicate which proposed products you will be purchasing and which billing 

terms you will be choosing for the Continued Services by checking the appropriate 

boxes. 

Products Ordered: o MinuteTraq o MediaTraq De-Boardroom 

Unless otherwise stated, this proposal must be signed and received by 5/15/2009. 

To accept this proposal, please sign and return to your IQM2 representative. 


IQM2, INC. 

Signature 

Date: 

Signature 

Date: 

• 

----------_.__.__ ..._---~- ~~~~- 



-------'-----.......;".-------------,--------------,-,------- 


Your cost table should include complete cost breakdowns for software. hardware, 

maintenance, training and implementation, and any additional services required. 

• 

Five Year Total Cost Summa." 

Costs Total Year 1 Year 2 Year 3 

---'--"'-'-""'''-'''"'''-==:--H-a-rd-w-a-r-e-_..... I Il 00 /"-"oo'+--":'-='=-=---=-+-":'-=';;;:';;""; 

Software UcenSlna 4q ClOn 4" 000 

Year 4 Year 5 

._,------------'=:;.:====-:..:.+---, 

Installation -------+_._----- --_..,---+-----+--------j 

f-_...._. .;I:..:.nt:.:::e::.:lgl.::ra~t~io~n..:....I-- .__--+- -+ + +- -+ _ 

Legacy Data Loading+- ..... ,_.__, . . -+__.__~__I'-------.--'- ...,, _ 

Project ManaQement 

Hardware: Lisl, describe, and record the COSI of each piece of hardware thaI is required 10 optimally run the 


Software licensing: Lisl, describe, and record the licensing, implementation, maintenance, support, and 

training fees associated with your proposed software. 

• 

Third-Party Software (Mlddleware): List, describe, and record the cost 01 each piece of software (including 

operating systems) that is required to optimally run the software. 

Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed 


Integration: Describe any labor, equipment, supplies, or other costs associated with integrating your 

software into our current architecture and back end systems. 

Legacy Data Loading: Describe any labor, equipment. or other costs associated with importing legacy dala 

from currenl systems into your ERP software, 

Maintenance: Describe and cost out any other ongoing costs associated With the operatIOn and 

maintenance of your proposed software. 

Documentation & Training: II there are fees associated wilh your user or technical documentation, lisl them 

here. 

Project Management: If there are project management lees associated with your proposed software, list and 

describe them here. 

Miscellaneous: List and describe any olher costs associated with your proposed software solution, 

•

lQ 

I N TEL L I GENT 

• 

Proposed 

.,"1 ErT [ N C 

MANAGEMENT 

Solution Pricing 

This system was designed to meet the need for meeting management and video 

webcasting. Our pricing reflects our commitment to supply our customers with the 

highest value and utmost quality. 

M'inuteTraq - Meeting Management 

20-021 MinuteTraq - Advanced - First Meeting Group - Perpetual License 

20-022 MinuteTraq - Advanced - First Meeting Group - Annual Support 

Subscription & Hosting 

(All

Minute r q 

Total Meeting Management 

Client Software 

Technology 

Leading Edge 

The MinuteTraq client is built on the newest Microsoft. NET technology. The 

program requires that the Microsoft .NET Framework 1.1 be installed on the 

Pc. This framework is installed by default on Windows XP or if you are installing 

the automatic Microsoft Windows Updates. 

Installation 

Simple Download 

Simply download the latest installation file from the www.IOM2.com website 

and run the install program. If the installer tells you that the .NET Framework 

needs to be installed first then download and install the framework from the 

www.IQM2.com or Microsoft.com websites. 

Requirements 

Hardware 

Recommended 

1 GHz Pentium or Better 

512 MB of RAM or Better 

1 GB Storage Space 

Minimum 

600 MHZ Pentium 

256 MB of RAM 

500 MB Storage Space 

Minimum for Clerk 

2 GHz Pentium or Better 

512 MB of RAM 

Requirements 

Some Clerk functions can use more 

memory and take longer to run than 

other standard functions. 


Recommended 

Windows 2000 w/SP4 or Higher 

.NET Framework 1.1 

Word 2000 or higher 

Minimum 

Windows 98 or NT4 wi SP6a 


Word 2000 or higher 

Recommended for Clerk 

Windows XP 


Word XP/2003 or higher 

Requirements 

Some features are not available unless 

using Windows XP or higher and Word 

XP or higher. 

90-D Raynor Avenue 

Ronkonkoma, New York 11779 

(800) 995-TOWN (8696) 

www.IOM2.com 

IQM2 

INTELLIGFNT 

MEETfNG 

MANAGEMENT

Total Meeting Management 

• 

Network 

Communication 

Access Anywhere 

You can connect from anywhere using any standard internet connection. Our 

software communicates with the server by using .I\JET Datasets through a 

Microsoft .NET Web Service using XML over standard HTTPS. 

Compression 

Efficient 

MinuteTraq can achieve over 90% compression all data transmitted over the 

internet which ensures efficient use of your network bandwidth and usability 

over slow connections. 

Encryption 

Secure 

The MinuteTt"aq software uses 12S-bit SSL encryption on all communications 

which is the same security used with your online banking. 

Server 

• 

Technology 

No Work' Necessary 

Because MinuteTraq is offered as a hosted service you do not need to concern 

yourself or your IT staff with server side setup or costs. If you choose to install 

the system locally inside your network, our server engines are built on solid 

Microsoft technology including: 

» Windows 2003 

» Microsoft SQL Server 2000 

» GeoTrust SSL Certificates 

» Microsoft IIS 6.0 

» .NET Web Services 

» Windows Content Indexing 

Minimum hardware configuration should include at least: a 2.6 GHz processor, 

1 GB of RAM and 120 GB of storage. 

90-D Raynor Avenue 

Ronkonkoma, New York 11779 

(800) 995-TOWN (8696) 

www.IOM2.com 

IQ 2 

.................................. . ,,: 

INTELLJCENr MEETING 

MANAG£M£NT 

•

• • 

Tuesday, June, 13,2006 

Town of Clarkstown 

Town Board Meeting 

- Minutes- 

8;00 PM 

10 Maple Avenue 

New City, NY 10956 

www.c1arkstownclerk.com 

David Carlucci 

(845) 639-2010 

Town Hall Auditorium 

I. Call to Order 

8:00 PM Meeting called to ordcr on June 13,2006 at Town Hall Auditorium, 10 Maple Avenue, 

New City, NY. 

Attendee Name 

Shirley Lasker 

John Maloney 

Ralph Mandia 

Catherine Nowicki 

Alexander Gromack 

Amy Mele 


Organization 








Title 

Councilwoman 

Councilman 

Councilman 

: Councilwoman 

Supervisor 

Town Attorney 

. Town Clerk 

Status 

Present 

. Present 

Present 

Present 

Present 

Present 

Present 

Arrived 

• 

II. 

Special Presentation: Clarkstown Police PBA Scholarship 

Winners were honored. 

Presentation was given by: 

Police Officer Joseph Knarieh, the President of the Clarkstown PBA, and Detective Eileen Malloy. 

The following students were scholarship recipients: 

Laura Annstrong Dana Roscoe 

Danielle Romano Daniel Rausa 

Seth Mosner Timothy Woolley 

Michael Cerrato Jeannine Robinson 

Mary Curran Nicole Caselli 

Kaitlin Dietrich Brian Quinn 

Elizabeth Mahoney 

III. Youth Court Graduation 

Presentation given by Detective Eileen Malloy, Captain Robert Mahon, and Pat Barad to honor the 

following students ofthe 36th Graduating Class of the Youth Court: 

Michael Barnett Milan Lipstcin 

M,itthew Bcibcr Lori Neuberger 

Chad Bernstein Jennifer Papo 

Michael Bonner Seth Rosenstein 

Lindsay Cohen Mich,icl Sanchez 

Alex Condoluci Jason Segall 

Gianearlo Cullaro hm Solomon 

Christopher Iseman Molly Spellman 

Leena .rube Jonathan Wolper 

• 

Town ofClarkstown Page 1 Printed 8/4/2006


IV. Public Hearings 

Minutes June 13, 2006 

1. RE: PROPOSED LOCAL LAW AMENDING LOCAL LAW No. 8-1979 (CHAPTER 47 

PURCHASING,DEPARTMENT OF), ON MOTION OF CO. MANDIA, SECONDED BY CO. LASKER, 

OPENED 8:22. ON MOTION OF CO. 

• 

RESULT: 

MOVER: 

SECONDER: 

AYES: 

CLOSED [UNANIMOUS] 

Catherine Nowicki, Councilwoman 

Shirley Lasker, Councilwoma n 

Gromack, Maloney, Mandia, Lasker, Nowicki 

2. PETITION FOR EXTENSION OF CLARKSTOWN CONSOLIDATED WATER SUPPLY DISTRICT No.1 

TO INCLUDE PHILLIPS HILL FARM SUBDIVISION. ON MOTION OF CO. NOWICKI, SECONDED BY 

CO. LASKER, OPENED 8:23. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 

CLOSED [UNANIMOUS] 


John Maloney, Councilman 


v. Opening Public Comments 

Supervisor opened the meeting to public comments regarding agenda items. 

Steve Levine- Congers 

Regarding agenda item #5, he inquired what costs were incurred thus far for the Congers 

Station 

Restoration. He also wanted to know how much of the fee goes towards the architects. 

• 

Town Attorney Amy Mele replied that the amount was about $180,000.00. 

Regarding agenda item#8, the waiver of the 30-day notice for a liquor license for Cafe Tu 

Tu 

Tango, he asked what are we waiving and if this were typical? Amy Mele explained that this 

is simply 

waiving a notice that Clarkstown requires, because the establishment made a request to do 

so, having 

missed the deadline. The actual permit; however, is granted by the state; Clarkstown 

merely waived the 30-day notice. 

Supervisor Gromack said that it is typical, in that the Alcohol & Beverage Commission of 

New York State regulates the liquor licenses. They do the background checks and provide 

final approval. 

Regarding agenda item # 15, he asserted that commercial equipment should not be allowed 

to be 

stored in residential areas and feels there should be a public hearing about this. 

Amy Mele responded that local landscapers have requested a location to store commercial 

vehicles, but under the current law, they can't be stored in residential areas. This resolution 

is to establish a temporary exploratory committee to discuss the situation. Co. Lasker 

assured that we are trying to get the commercial trucks out of residential areas. 

• 

Town of Clarkstown Page 2 Printed 8/4/2006

Town Board Meeting Minutes June 13, 2006 

• Martin Bernstein- New City 

He inquired about agenda item #5 and the total cost of the Congers Train Station. Co. 

Mandia 

stated it was three million dollars to build and one million to buy. About agenda item #15, 

he asked if 

this is being enforced. Have you got them out? 

Supervisor Gromack responded that we have not gotten them out and that enforcement 

alone is not the answer. Town Planner Joe Simoes stated any type of truck or equipment 

needs to be stored on a site with a building on it, even in M districts. Mr. Bernstein inquired 

about the potential of using the garbage dump as a site. The Supervisor informed him there 

is no land available at the dump. For agenda item #21a, he wanted to know why we are not 

looking to help people who really need it, because people 55 and older are not elderly. 

Joe Schlimer- West Nyack 

He had questions about agenda item #15. 

VI. Resolutions 

• 

•Town of Clarkstown Page 3 PrintedB/4/2006


Minutes 

RESOLUTION 2006-378 

ADOPTED 

June 13, 2006 

Item#6.1· • 

DOC ID: 1000 

Resolution of the Town Board Adopting Local Law No.10 

2006 

WHEREAS, a proposed local law entitled, 

"A LOCAL LAW TO AMEND LOCAL LAW NO. 8-1979 (CHAPTER 47-PURCHASING, 

DEPARTMENT OF) OF THE TOWN CODE OF THE TOWN OF CLARKSTOWN" 

was introduced by Councilperson Maloney, at a Town Board meeting held on May 9, 2006, 

and 

WHEREAS, the Town Board of the Town of Clarkstown by resolution adopted on May 9, 

2006, directed that a public hearing be held on June 13, 2006, at 8:00 p.m., or as soon 

thereafter as possible, relative to such proposed local law, and 

WHEREAS, a notice of said hearing was duly prepared and published in the Journal News on 

June 1, 2006, and 

WHEREAS, a copy of the proposed local law in final form was placed on the desks of the 

Supervisor and the Councilpersons at their office at the Clarkstown Town Hall, 10 Maple 

Avenue, New City, New York, on May 1, 2006, and 

WHEREAS, a public hearing was held by the Town Board of the Town of Clarkstown on June 

13, 2006; 

Every agenda item can have comments that may be added in the Agenda Wizard or a 

History can be displayed which summarizes all past actions and meetings with 

comments. Every agenda item can have comments that may be added in the Agenda 

Wizard or a History can be displayed which summarizes all past actions and meetings 

with comments. 

• 

RESULT: 

MOVER: 

SECONDER: 

AYES: 

ADOPTED [UNANIMOUS] 


Shirley Lasker, Councilwoman 



Page 4 Printed 8/4/2006•


Minutes 


ADOPTED 

June 13, 2006 

Item # 6.2 

DOC 10: 1001 

THE CLARKSTOWN CONSOLIDATED ORDER WATER 

SUPPLY DISTRICT #1 to Include: EXTENDI NG DISTRICT 

PHILLIPS I-IILL FARM SUBDIVISION In the Town of 

Clarkstown Rockland County, New York 

BEFORE THE TOWN BOARD OF THE 

TOWN OF CLARKSTOWN, ROCKLAND 

COUNTY OF ROCKLAND 

In the Matter of the Petition for Extension of 

THE CLARKSTOWN CONSOLIDATED ORDER 

WATER SUPPLY DISTRICT #1 to Include: EXTENDI NG 

DISTRICT 

PHILLIPS HILL FARM SUBDIVISION 

In the Town of Clarkstown 

Rockland County, New York 

• 

A Petition in this matter for the EXTENSION OF THE CLARKSTOWN CONSOLIDATED WATER 

SUPPLY DISTRICT #1 of the Town of Clarkstown excluding any portion already in an existing 

district, having been duly adopted by the Town Board on the 23rd day of May 2006, for the 

hearing of all persons interested in the matter on the 13th day of June, 2006, at 8:00 PM 

EST, at the Board Room of the Town Hall of the Town of Clarkstown, 10 Maple Avenue, New 

City, New York and a Public Hearing by the said Town Board having been dUly held at such 

time and place, and it having been duly resolved and determined, folloWing such hearing, 

that the Petition herein was signed and acknowledged or proved as required by law and 

otherwise sufficient, that all property and property owners within the proposed extension 

were benefited thereby, that all property and property owners benefited were included 

within the limits of the proposed district, and that it was in the public interest to grant in 

whole the relief sought, that there has been and will be no cost to the Town of Clarkstown 

pursuant to such extension, that no state owned lands are part of the extended district, or if 

state owned lands are part of the extension, they consist of less than ten percent of such 

extended district, and it having been then and there further duly resolved that the creation 

of such extension as proposed be approved, it is hereby ORDERED, that the CLARKSTOWN 

CONSOLIDATED WATER SUPPLY DISTRICT #1 of the Town of Clarkstown be extended in the 

said Town of Clarkstown, Rockland County, New York, to include lands in the 

said Town of Clarkstown: (Description Attached) 

• 

Every agenda item can have comments that may be added in the Agenda Wizard or a 

History can be displayed which summarizes all past actions and meetings with 

comments. Every agenda item can have comments that may be added in the Agenda 

Wizard or a History can be displayed which summarizes all past actions and meetings 

with com ments. 

Attachments: 

SampleAttachment 

Town of Clarkstown PageS Printed 8/4/2006


RESULT: 

MOVER: 

SECONDER: 

AYES: 

Minutes 





June 13. 2006 

• 

• 


Page 6 

Printed 8/4/2006 

•


Minutes 


ADOPTED 

Town Board Minutes of May 23, 2006 

June 13, 2006 

Item # 6.3 

DOC 10: 1002 

RESOLVED, that the Town Board Minutes of May 23, 2006 are hereby accepted as submitted 

by the Town Clerk. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 

• 


Page 7 Printed 8/4/2006


Minutes 


ADOPTED 

June 13, 2006 

Item # 6.4 

DOC 10: 1003• 

Resolution of the Town Board of the Town of Clarkstown 

Endorsing The application of Camp Venture, Inc., for a Grant 

Under the Hudson River Estuary management Act, for a 

Project Known As "Camp Venture Hudson River Estuary 

interpretive Center" 

WHEREAS, CAMP VENTURE, INC. is applying to the Hudson River Estuary Management 

Program of the New York State Department of Environmental Conservation for a grant 

under the Environmental Protection Fund or Hudson River Estuary Management Act (EeL 

11-0306) for a project to be located at the Camp Venture Academy, Rockland Lake, New 

York, a site located Within the territorial jurisdiction of this Town Board, and WHEREAS, as a 

requirement under the rules of these programs, said not-far-profit corporation must obtain 

the approval/endorsement of the governing body of the municipality in which the project 

will be located; 

NOW, THEREFORE, be it 

RESOLVED, that the Town Board of the Town of Clarkstown hereby does approve and 

endorse the application of CAMP VENTURE, INC. for a grant under the Hudson River Estuary 

Management Act, for a project known as "CAMP VENTURE HUDSON RIVER ESTUARY 

INTERPRETIVE CENTER," which is located within the Town of Clarkstown. 

• 

RESULT: 

MOVER: 

SECONDER: 

AYES: 

................._._ . 





._-_._------------_.__.._-_._---_._-------._-----' 

• 



Minutes 


ADOPTED 

June 13, 2006 

Item # 6.5 

DOC 10: 1004 

Resolution Establishing Schedule for Administering Room 

Reservations 

WHEREAS, The Clarkstown Town Hall parking spaces are limited in number and all available 

spaces are needed during business hours for employees and others doing business at Town 

Hall, and 

WHEREAS, it is in the best interests of Clarkstown residents to have priority over nonresidents 

with regard to the use of Town Hall; 


RESOLVED, that the Town Clerk is hereby authorized to use the following schedule for 

administering meeting room reservations: During the hours between 9:00 a.m. and 5:00 

p.m., only in-house meetings may be held in Town Hall. The Supervisor may, in his 

discretion, waive this prohibition upon request. On the evenings of Monday through 

Thursday, during the hours between 5:30 p.m. and 11 :00 p.m., the following rules apply: 

• 

1. Civic or non-profit organizations with a total membership roll comprised of at least 60% 

Clarkstown residents may use the Auditorium and any other available meeting room as 

designated by the Town Clerk, at no charge. 

2. Civic or non-profit organizations with a total membership roll comprised of less than 60% 

Clarkstown residents may use the Auditorium for a fee of $100.00 and any other meeting 

room designated by the Town Clerk, for a fee of $50.00, payable at least 24 hours in 

advance. 

3. Departments, committees, or agencies of the County of Rockland, the State of New York, 

or the Federal Government may use the Auditorium and any other meeting room designated 

by the Town Clerk, free of charge. 

4. On Friday evenings and on weekends, custodial charges will be charged in addition tothe 

above- mentioned rates. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 




Minutes 

June 13. 2006 


Item # 6.6 

ADOPTED 

DOC 10: 1005• 

Resolution Authorizing the Supervisor to Enter Into a 

Renewal Agreement concerning Town of Clarkstown "Adopt 

A-Road" Program 

WHEREAS, Chapter 626 of the Laws of 1991 (General Municipal Law, Article 138B), 

authorizes and empowers towns to enter into "Adopt a Municipal Park, Shoreline or 

Roadway Programs" with volunteers or groups in an effort to reduce and remove litter from 

parks, shoreline, roadways and other public lands; and 

WHEREAS, the following group wishes to continue to adopt the following segments of 

various town roads for an additional period of two (2) years, beginning May 14, 2006 to May 

14, 2008, as follows: 

Sponsor: Hiep Sanitation 

P. O. Box 90 

West Nyack, NY 10994 

Road: .13 mile segment of Snake Hill Road from 

22 Snake Hill Road to intersection of 

Crusher Road, West Nyack, NY 10994 

and, 

WHEREAS, it is anticipated that Town money will be saved through the implementation of 

the volunteer program, in that Hiep Sanitation, will perform a public service in removing 

trash from above roadways that would otherwise require Town employees to perform such 

work; 

• 


RESOLVED, that the Town Board of the Town of Clarkstown authorizes the Supervisor to 

enter into a renewal agreement, for a period of two (2) years beginning May 14, 2006 to 

May 14, 2008, in a form approved by the Town Attorney, and Wayne T. Ballard, P.E., 

C.S.P., Superintendent of Highways, to adopt above segments, and to provide and 

coordinate services by Hiep Sanitation, to remove trash from the roadways. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 






Page 10 Printed 8/4/2006 

•


Minutes 

RESOLUTION 2006·384 

ADOPTED 

June 13, 2006 

Item # 6.7 

DOC 10: 1006 

Resolution Authorizing the Supervisor to Enter Into an 

Agreement Concerning The town of Clarkstown "Adopt..A.. 

Spot" Program 

WHEREAS, Chapter 626 of the Laws of 1991 (General Municipal Law, Article 13BB), 



parks, shoreline, roadways and other public lands, and 

WHEREAS, the following group wishes to adopt specified Town locations for a period of two 

(2) years, beginning June 13, 2006 to June 12, 2008, as follows: 

Sponsor: Carter's Insurance Agency, LLC 

22 S. Madison Avenue 

P. O. Box 88 

Spring Valley, NY 10977 

Location: Forest Glen Court and N. Pascack Road 

Nanuet, NY 10954 

• 

and 


the volunteer program, in that said group will perform a public service in landscaping and 

beautifying these locations, and by removing trash from these locations, which would 

otherwise require Town employees to perform such work; 


RESOLVED, that the Town Board of the Town of Clarkstown authorizes the Supervisor to 

enter into an agreement with the entity referred to herein, for a period of two (2) years 

beginning June 13, 2006 to June 12, 2008, in a form approved by the Town Attorney, and 

Wayne T. Ballard, P.E., es.p." Superintendent of Highways, to adopt above location, and to 

provide and coordinate services by the above named group, to remove litter and 

debris and provide planting and maintenance of the location. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 




Minutes 


ADOPTED 

June 13, 2006 

Item # 6.8 

DOC 10: 1008• 

Resolution Adjusting and Approving Additional Payment to 

Alberto & Associates for the Congers Railroad Station 

Restoration a.nd Congers Hamlet Green Project 

WHEREAS, by Resolution Nos. 909-2002 and 141-2004, Alberto & Associates, Inc. were 

retained to provide architectural services for the design of the Congers Railroad Station 

Restoration and Hamlet Green Project/in Congers, New York; and 

WHEREAS, Alberto & Associates, Inc. has provided additional services outside the scope of 

their agreement with the Town, and submitted a bill for $900.12 for their services and 

reimbursable expenses; 


RESOLVED, that the Town Board hereby authorizes the sum of $900.12, as set forth on 

invoice dated March 31, 2006, be paid to Alberto & Associates, which sum shall be charged 

to Account No. H 8751-409-0-75-16. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 




Gromack, Maloney, Mandla, Lasker, Nowicki 

• 



•


Minutes 


ADOPTED 

June 13, 2006 

Item # 6.9 

DOC 10: 1009 

Bid #14-2006 - 2006 Roadway Resurfacing Program 

RESOLVED, that based upon the recommendation of the Superintendent of Highways and 

the Deputy Town Attorney - Purchasing Department that 

BID #14-2006 - 2006 ROADWAY RESURFACING PROGRAM 

is hereby awarded to: TILCON NEW YORK INC. 

162 OLD MILL ROAD 

WEST NYACK, NY 10994 

PRINCIPALS: A PUBUC CORPORATION 

as per their proposed total project cost of $1,368,611.00 and be it 

FURTHER RESOLVED, that said award is subject to the receipt by the Purchasing 

Department of the following: 

• 

a) Signed Contract Documents - four sets 

b) Performance Bond - 100% of project cost 

c) labor and Materials Payment Bond - 100% of proposed project cost 

d) Certificate of Contractor's Liability and Property Damage Coverage, including a Save 

Harmless Agreement 

e) Certificate of Automobile Liability Coverage 

f) Certificate of Worker's Compensation insurance coverage 

g) Certificate of Worker's Disability Insurance coverage 

and be it 

FURTHER RESOLVED, that the Town of Clarkstown must be named as co-insured party on 

all liability policies, as they pertain to the project awarded. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 




Minutes 


ADOPTED 

June 13, 2006 

Item # 6.10 

DOC 10: 1010• 

Bid #15·2006 oM 2006 Concrete Curb and Sidewalk 

Replacement Program 

RESOLVED, that based upon the recommendation of the Superintendent of Highways and 

the Deputy Town Attorney - Purchasing Department that 

BID #15-2006 - 2006 CONCRETE CURB AND SIDEWALK 

REPLACEMENT PROGRAM 

is hereby awarded to: BELLVISTA CONSTRUCTION CORP. 

P.O. BOX 753 

ARDSLEY, NY 10502 

PRINCIPALS: YOLANDA DE SANTIS 

JOSEPH DE SANTIS 

as per their proposed total project cost of $382,610.00 and be it 

FURTHER RESOLVED, that said award is subject to the receipt by the Purchasing 

Department of the folloWing: 

a) Signed Contract Documents - four sets 

b) Performance Bond - 100% of project cost 

c) Labor and Materials Payment Bond - 100% of proposed project cost 

d) Certificate of Contractor's Liability and Property Damage Coverage, including a Save 

Harmless Agreement 

e) Certificate of Automobile Liability Coverage 

f) Certificate of Worker's Compensation insurance coverage 

g) Certificate of Worker's Disability Insurance coverage 

• 

The Town of Clarkstown must be named as co-insured party on all liability policies, as they 

pertain to the project 

awarded. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 





--_.__..._--- 

• 


.- 


Minutes 


ADOPTED 

June 13, 2006 

Item # 6.11 

DOC 10: 1015 

Resolution Waiving the Notice Requirement In Section 64 of 

the New York State Abc law with Respect to a Liquor License 

for "Cafe Tu Tu Tango" 

WHEREAS, Gerard Daly, General Manager of "Cafe Tu Tu Tango," 4532 Palisades Center 

Drive, Space G-401, West Nyack, New York, has advised that he intends to apply for an onpremises 

liquor license for which thirty days advance notice of such application must be sent 

to the muniCipality, and 

WHEREAS, the notice required by Section 64-2(a) ABC Law may be waived by the Town 

Board, and 

WHEREAS, the Clarkstown Town Board does not intend to comment upon the application 

referred to herein; 


• 

RESULT: 

MOVER: 

SECONDER: 

AYES: 




Gromack, Maloney, Mandla, Lasker, Nowicki 

RESOLVED, that the Town Board hereby waives the thirty day notice requirement contained 

in Section 64 of the Alcoholic and Beverage Control Law, and states that it does not intend 

to offer any comments regarding the application of Gerard Daly, General Manager of "Cafe 

Tu Tu Tango," for a liquor license at the premises referred to herein . 

VII. Amendments 

• 



Minutes 


ADOPTED 

June 13, 2006 

Item # 7.1 

DOC 10: 1007• 

Amending Resolution No. 373..2006 Authorizing the 

Supervisor to Enter Into An agreement Concerning the Town 

of Clarkstown "Adopt..A..Spot" Program 

AMENDING RESOLUTION NO. 373-2006 AUTHORIZING THE SUPERVISOR TO ENTER INTO 

AN 

AGREEMENT CONCERNING THE TOWN OF CLARKSTOWN "ADOPT-A-SPOT" PROGRAM 

WHEREAS, Resolution No. 373-2006 adopted May 23, 2006, naming Aldan Press as a 

Sponsor, is hereby amended as follows, and 

WHEREAS, Chapter 626 of the Laws of 1991 (General Municipal Law, Article 136B), 



parks, shoreline, roadways and other public lands, and 

WHEREAS, the following groups wishes to adopt specified Town locations for a period of two 

(2) years, beginning May 10, 2006 to May 9, 2008, as follows: 

Sponsor: Clarkstown Sunrise Rotarv 

P. O. 9292 

Bardonia, NY 10954 

Location: West Nyack Road and corner of West Nyack Way 

West Nyack, NY 10994 

• 

and 


the volunteer program, in that said group will perform a public service in landscaping and 

beautifying these locations, and by removing trash from these locations, which would 

otherwise require Town employees to perform such work; 


RESOLVED, that the Town Board ofthe Town of Clarkstown authorizes the Supervisor to 

enter into 

an agreement with the entity referred to herein, for a period of two (2) years beginning May 

10, 2006 to May 9, 

2008, in a form approved by the Town Attorney, and Wayne T. Ballard, P.E., es.p., 

Superintendent of Highways, 

to adopt above location, and to provide and coordinate services by the above named group, 

to remove litter and 

debris and provide planting and maintenance of the location. 

RESULT: 

MOVER: 

SECONDER: 

AYES: 






Page 16 Printed 8/4/2006•


Minutes 


ADOPTED 

June 13, 2006 

Item # 7.2 

DOC 10: 1011 

Amendment to Resolution No. 210·2006 Resolution 

Authorizing the Cost Of reconstruction of Zukor Road, New 

City to be Treated As a Capital Project 

WHEREAS, Wayne T. Ballard, P.E., C.S.P., Superintendent of Highways is requesting that 

the cost of a drainage project on Zukor Road, New City of Town Board Resolution No. 210 

2006 be increased from $184,721.25 to $241,297.25, to reflect the increase in the bid price 

of asphalt 

NOW THEREFORE, be it 

RESOLVED, that Wayne T. Ballard, P.E., C.S.P., Superintendent of Highways is hereby 

authorized to charge these costs to a capital account, and be it 

FURTHER RESOLVED, that the increased cost of $56,576.00 for asphalt is hereby 

determined to be a proper charge to Capital Account No. H-8757-409-81-8, and it is the 

intent of the Board that this is to be funded by serial bonds. 

._------~-_._---~------ 

• 

RESULT: 

MOVER: 

SECONDER: 

AYES: 



Ralph Mandia, Councilman 


• 



Minutes 


ADOPTED 

June 13, 2006 

Item # 7.3 

DOC 10: 1012• 

Amendment to Resolution No. 211-2006 Resolution 

Authorizing the Cost of Reconstruction Of burnside Avenue, 

Congers to be Treated As a Capital Project 


the cost of a drainage project on Burnside Avenue, Congers of Town Board Resolution No. 

211-2006 be increased from $95,852.50 to $106,868.50, to reflect the increase in the bid 

price of asphalt 


RESOLVED, that Wayne T. Ballard, P.E., C.s.P., Superintendent of Highways is hereby 



determined to be a proper charge to Capital Account No. H-8757-409-81-S, and it is the 


RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 

• 



Minutes 


ADOPTED 

June 13, 2006 

Item # 7.4 

DOC 10: 1013 


Authorizing the Cost of Reconstruction Of cottage Lane, 

Valley Cottage to be Treated As a Capital Project 

WHEREAS, Wayne T. Ballard, P.E., es.p., Superintendent of Highways is requesting that 

the cost of a drainage project on Cottage Lane, Valley Cottage of Town Board Resolution No. 

212-2006 be increased from $39,812.50 to $52,052.50, to reflect the increase in the bid 

price of asphalt 


RESOLVED, that Wayne T. Ballard, P.E., es.p., Superintendent of Highways is hereby 





• 

RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 




Minutes 

RESOLurlON 2006-392 

ADOPTED 

June 13, 2006 

Item # 7.5 

DOC 10: 1014• 


Authorizing the Cost of Reconstruction of Boxberger Lane, 



the cost of a drainage project on Boxberger Lane, Valley Cottage of Town Board Resolution 

No. 213-2006 be increased from $38,487.50 to $50,727.50, to reflect the increase in the 

bid price of asphalt 


RESOLVED, that Wayne T. Ballard, P.E., C.S.P., Superintendent of Highways is hereby 





RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 



•


Minutes 


ADOPTED 

Amending Resolution No. 163·2006 

June 13, 2006 

Item # 7.6 

DOC 10: 1016 

WHEREAS, Resolution No. 163-2006 adopted on March 21, 2006 authorized the installation 

of "No Parking" signs on Strawtown Road between Wendover Lane and Oxford Court, New 

City, and 

WHEREAS, this parking restriction is only needed during school hours, 

Now Therefore Be It 

RESOLVED, that Resolution No. 163-2006 is hereby amended to read: 

RESOLVED, that based upon the recommendation of the Traffic and Traffic Fire Safety 

Advisory Board, the Superintendent of Highways is hereby authorized to install: 

"No Parking From 8:00 a.m. to 4:00 p.m. Monday - Friday" signs with directional arrows on 

Strawtown Road between Wendover Lane and Oxford Court, New City, New York (see 

§221.5 Pl-4 signs as per the NYS DOT Manual of Uniform Devices), and be it 

• 

FURTHER RESOLVED, that the Town Clerk is hereby authorized to forward copies of this 

resolution to Wayne T. Ballard, PE, CSP, Superintendent of Highways and to Clarkstown 

Police Chief Peter Noonan for enforcement purposes. 

--_._---------- 

RESULT: 

MOVER: 

SECONDER: 

AYES: 





• 




Minutes 


ADOPTED 

June 13, 2006 

Item # 7.1 

DOC 10: 1017• 

Resolution Amending Resolution No. 93, Authorizing 

Amendment to Solid Waste Disposal Services Agreement 

and Site Lease Agreement Between the Town of Clarkstown 

and Clarkstown Recycling Center, Inc. 

WHEREAS, Resolution No. 93 adopted by the Town Board on January 24, 2006, is hereby 

amended as follows: 

"RESOLVED, that the Town Attorney is hereby authorized and directed to prepare an 

amendment to the Agreement which shall take effect on May 1, 2006 and shall terminate on 

December 31, 2006 (the "Extension Period"), and which shall further provide that the 

Contractor shall be paid the current service fee of $67.00 per ton of municipal solid waste 

for the month of May, $68.00 per ton for the months of June, July, August, September and 

October, and $68.50 per ton for the months of November and December 2006, and be it 

FURTHER RESOLVED, that all other provisions of the Agreement shall remain in full force 

and effect:' 

RESULT: 

MOVER: 

SECONDER: 

AYES: 


Alexander Gromack, John Maloney 

Shirley Lasker, Councilwoma n 


• 

VIII. 

Closing Public Comments 

The Supervisor opened the meeting for general public comments. 

Martin Bernstein- New City 

Spoke in opposition to real estate signs being removed, in regards to Operation Clean 

Sweep. 

Every place in the country uses the signs to sell properties. This started with political signs. 

He gave the 

Board a warning, recalling that realtors were responsible for former Governor Cuomo's loss. 

SuperVisor Gromack reiterated that this had nothing to do with political signs. All signs are 

treated equally that are left in the public right of way. This started because the community 

wanted us toclean up the town. 

Mr. Schmidt- Valley Cottage 

Hurricane season is upon us, so where are we with Kill Von Beaste? I have sandbags on the 

back 

of my property, but the water is on my side. Are they going to leave it? 

The Supervisor advised that in about 10 days, we should have a recommendation from the 

DEC. He also inquired about digging going on on Birchwood Court. Superintendent of 

Highways said he would look into it. 

• 


•Town Board Meeting Minutes June 13, 2006 

George Hoehmann- Nanuet He thanked the Board for the grant for the estuary program and 

for the adopt-a-spot. 

Steven Levine- Congers I want to create a 35 foot hill on my back yard. Do I need any 

permits for fill operations? 

Amy Mele- There is an application for fill permits. 

Steven Levine-What kind of enforcement action could be taken without a permit? 

Amy Mele - $250 a day, $750 for a second offense. 

Steven Levine-There should be an independent testing lab test for the materials dumped. 

There being no one wishing to be heard further, the meeting for general public comments 

was closed, on 

motion of Co. Lasker, seconded by Co. Maloney, 9:07PM. 

The Supervisor asked those present to partake in a moment of silence in the memory of 

Zippy Fleisher. 

• 

• 


l~~!#~rrt.nt: SampleAttachment I 

Pollution Analysis - May 2006 

6.2.11 

• 

Pollution Levels 

350 

300 

250 

200 

150 

100 

50 

0 

ONoise 

OGround 

.Water 

.Air 

~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ 

~

• • 

Tuesday, June, 13, 2006 



... Agenda- 

8:00 PM 

10 Maple Avenue 

New City, NY 10956 

www.clarkstownclerk.com 


(845) 639-2010 

Town Hall Auditorium 

I. Call to Order 

8:00 PM Meeting called to order on June 13, 2006 at Town Hall Auditorium, 10 Maple Avenue, 

New City, NY. 

II. 

Public Hearings 

1. RE: PROPOSED lOCAL LAW AMENDING LOCAL LAW No. 8-1979 (CHAPTER 47 

PURCHASING,DEPARTMENT OF), ON MOTION OF CO. MANDIA, SECONDED BY CO. LASKER, 

OPENED 8:22. ON MOTION OF CO. 

• 

• 

2. PETITION FOR EXTENSION OF CLARKSTOWN CONSOLIDATED WATER SUPPLY DISTRICT No.1 

TO INCLUDE PHILLIPS HILL FARM SUBDIVISION. ON MOTION OF CO. NOWICKI, SECONDED BY 

CO. LASKER, OPENED 8:23• 

III. Resolutions 

1. 

2. 

3. 

4. 

s. 

6. 

7. 

8. 

2006-378: 

2006-379: 

2006-380: 

2006-381: 

2006-382: 

2006-383: 

2006-384: 

2006-386: 

Resolution of the Town Board Adopting Local Law No. 10 

2006 

THE CLARKSTOWN CONSOLIDATED ORDER WATER SUPPLY 

DISTRICT #1 to Include: EXTENDI NG DISTRICT PHILLIPS HILL 

FARM SUBDIVISION In the Town of Clarkstown Rockland 

County, New York 

Town Board Minutes of May 23, 2006 

Resolution of the Town Board of the Town of Clarkstown 

Endorsing The application of Camp Venture, Inc., for a Grant 

Under the Hudson River Estuary management Act, for a Project 

Known As "Camp Venture Hudson River Estuary interpretive 

Center" 

Resolution Establishing Schedule for Administering Room 

Reservations 

Resolution Authorizing the Supervisor to Enter Into a Renewal 

Agreement concerning Town of Clarkstown "Adopt-A-Road" 

Program 

Resolution Authorizing the Supervisor to Enter Into an 

Agreement Concerning The town of Clarkstown "Adopt-A-Spot" 

Program 

Resolution Adjusting and Approving Additional Payment to 

Alberto &. Associates for the Congers Railroad Station 

Restoration and Congers Hamlet Green Project 



9. 2006-387: 

10. 2006-388: 

11. 2006-393: 

IV. Amendments 

Agenda June 13, 2006 

Bid #14-2006 - 2006 Roadway Resurfacing Program 

Bid #15-2006 - 2006 Concrete Curb and Sidewalk Replacement 

Program 

Resolution Waiving the Notice Requirement In Section 64 of 

the New York State Abc law with Respect to a Liquor License 

for "Cafe Tu Tu Tango" 

.' 

1. 

2. 

2006-385: 

2006-389: 

Amending Resolution No. 373-2006 Authorizing the Supervisor 

to Enter Into An agreement Concerning the Town of Clarkstown 

"Adopt-A-Spot" Program 

Amendment to Resolution No. 210-2006 Resolution Authorizing 

the Cost Of reconstruction of Zukor Road, New City to be 

Treated As a Capital Project 

3. 

2006-390: 


the Cost of Reconstruction Of burnside Avenue, Congers to be 

Treated As a Capital Project 

4. 

2006-391: 


the Cost of Reconstruction Of cottage Lane, Valley Cottage to 

be Treated As a Capital Project 

5. 

6. 

7. 

2006-392: 

2006-394: 

2006-395: 


Authorizing the Cost of Reconstruction of Boxberger Lane, 


Amending Resolution No. 163-2006 

Resolution Amending Resolution No. 93, Authorizing 

Amendment to Solid Waste Disposal Services Agreement and 

Site Lease Agreement Between the Town of Clarkstown and 

Clarkstown Recycling Center, Inc. 

• 

• 


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~~civox 

Systems 

A.....", 

GOl.D CERTIFIED 

eortncr 

Project 

ELECTRONIC PUBLIC AGENDA 

MANAGEMENT SOFTWARE 

3/10/2009 

Prepared for: 

Prepared by: 

ISV/Softwant Solutions 

Melissa Pope 

Purchasing Clerk 

Markus Vogt 

President 

Description 

PROVOX Systems Inc. 

P.O. Box 795064 

Dallas, TX 75379-5064 

(PH) 469-288-2591 

(FX) 417-851-1306 

www.provox-systems.com 

Harrison County seeks a secure public facing automated agenda preparation and management 

system, designed to create all kinds of agendas, agenda items, agenda packages, actions and 

minutes utilizing a pre and post meeting workflow process including agenda item submissions 

and approvals and archival of packet materials. 

With our Agenda.NET solution you have found well established software, with project 

knowledge from more than 650 installations (including many County Administrations).

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It is developed in Microsoft.NET (C#) and certified from Microsoft and VeriSign as a secure and 

flexible sotution. 

It is also part ofthe eSP-Project (Citizen Service Platform) from Microsoft 

(b1illJL~w~D.}lqQ§pfL~QmIinc;!!:l-§.1.r::ililQv eX.nf!l~ !J.tL?.oiU.t1Q 1lsl9.§Q/detauIL~.spx1#i nd pa rtn§I). 

PROVOX supports the Microsoft SQl server databases (2000, 2005 and 2(08), MySQl and 

Microsoft Express Edition. 

The flexible structure makes it easy to fit customers' expectations and wishes. 

PROVOX Systems is the market leader in modem Agenda Management applications worldwide 

and has developed this kind of product for over 15 years very successfully. 

Agenda.NET contains: powerful meeting management, a flexible workflow facility for pre and 

post signing for agenda items, a database based Internet and Intranet module, an automated 

update service for the Internet information and many more helpful features. 

We license the product as a "Municipality License" with unlimited users. The license model 

helps you to expand our software to other departments and users without additional cost. 

With Agenda.NETyou are only one mouse click from paperless Agenda Management. 

www.provox~systems.com 

2

I. 

Table of Contents 

Executive Summary 5 

Scope of Work 6 

Goals 6 

Software Requirements 12 

Requirements - Agenda Management 12 

Requirements - Meeting Management, Minutes & Voting 18 

Requirements - Video Steaming 24 

Integrations and other features 32 

.. 

.. 

Product Development Standards 34 

Service to performed 34 

Understanding of the system requested and differentiating highlights of our proposaL 3S 

Pricing Requirements...............................................................................................................•..... 36 

Vendor's Proposed Solution 37 

" 

Company Information 40 

Implementation Team Background 42 

Partnerships 44 

Technical Architecture I System Architecture Specifications 46 

Pricing 47 

Project Implementation I TIme line 49 

References 51 

Training Plan 52 

Maintenance Plan 53 

Warranty 54 

Payment Schedule 56 

Opportunities 57 

Innovativeness 

S8 

www.provox-systems.com 3

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• Provide search capabilities for agenda items and supporting materials 

Agenda.NET provides a database search and a full text retrieval search. Authorized users 

can search via phrases in all existing documents. They can combine the search with a 

timeframe and/or a selected committee. 

The results will be published into a few seconds. 

PROVOX can integrate existing (old) documents (e.g. Agenda Items, Agendas, Minutes, 

Invitations and Frontsheets) into the Agenda.NET archive. We have experience with 

huge data (e.g. NTIA- 5,000 documents, City of Dusseldorf 150,000 documents) in 

similar projects. PROVOX needs normally only a few hours to integrate this kind of 

information and convert it to a searchable format. 

The search functionality is available in the Internet/Intranet module as well. 

------.-~-- 

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The average optimization rate is by round about 65%, with a Return of 

Investment (ROI) in less than 7 months. 

Users will find a very flexible workflow, and the ability to add and manage legislative 

histories. Inexpertlv users will be helped with different assistants for the agenda item 

and agenda/minutes preparations. 

• Provide necessary intra-department and user security controls 

I r,\ " 

User rights and permissions only need to define and managed in Agenda.NET. All 

information will be stored in the database, so customers don't need to add user rights 

for databases, folders and/or directories. 

Agenda.NET administrators can define numerous users and/or groups, based on a treestructure 

in the application. The Agenda.NET user rights will be uploaded in the internet 

as well. 

With an integration ofthe existing Active Directory, PROVOX can provide a single signon 

in Agenda.NET. 

Users can define individual user rights for selected agenda items, meetings, etc. 

Notn- 

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• Provide the ability to create and store images of documents using non·proprietary 

image formats 

Agenda.NET can integrate and manage all kinds of windows based formats. 

www.provox-systems.com10

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• Have no proprietary components 

Documentation 

Maintenance 

Support 

Warranty 

A standard Warranty Agreement is part of this proposal. 

Training 

Agenda.NET will use different data bases, versions of Office and Operation Systems. 

The proposed solution shall be of an expandable, modular design to readily incorporate 

additional enhancements in the future. It should be developed, tested, and maintained using 

a high-quality software development methodology for long-term reliability and technical 

efficiency. 

Agenda.NET is developed and certified for Microsoft.NET. Harrison County will get an unlimited 

users license, so it is cost-free to add new users in the application. We have no restrictions on 

the number of committees, persons, meetings or agenda items, etc. 

Agenda.NET will be continuously tested und new Microsoft Versions and in the Mono Project (a 

project for using Microsoft.NET based solutions under lINUX). 

Harrison County will pay a one-time license fee and have the rights to use the application for an 

unlimited time. 

PROVOX provides with Agenda.NET a complete handbook in a PDF-Format. Agenda.NET has 

been integrated an Online-Help as well. 

Harrison County can print out the handbook for their users for free. 

PROVOX provides a well established and praxis proven Maintenance Concept. Agenda.NET will 

be continuously developed from our well experienced development team. Updates will send 

automatically to our customers. Customers only need to install the update on the server. 

The Maintenance Agreement has been integrated unlimited free hotline calls, free updates and 

the opportunity to get a remote support on the existing installation. 

The support requirements from Harrison County can be guaranteed. 

Harrison County will find a training plan as part of this proposal. 


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1. Allow the submission of agenda items with links to supporting documents 

Agenda.NET has the ability to manage numerous attachments of any windows based 

format to an Agenda Item. Users can attach URL's and other important information as 

well. The attachments will be stored with the agenda item in the database and are 

available via a link in the Internet/Intranet module. 

2. Allow draft agendas to be created 

Authorized users can create draft agendas whenever they want. Agendas can be 

created, modified, deleted and printed as many times as the users wants before they 

had sealed the agendas. 

3. Create links to, or associate, supporting material for meetings with Agenda Item 

documents. 

Supporting materials can be added to the Agenda Items and Agendas and can be 

presented live in the meeting. 

4. Allow flexible reformatting ofthe document, such as font, indentation, numbering, 

order of items, etc. 

Agenda.NET will give the users the most flexibility. They can re-sort, add or remove 

agenda items. They can add numerous enumerations as well. The formatting of the 

Word documents based on the customized Word templates and can be changed in the 

application. 

S. Allow pending items to be placed onthe agenda. 

Pending items can be placed on the agenda with a simple mouse click. Users can 

remove items from the agenda as well. They will place automatically on the next agenda 

for the selected committee. 

6. Ability to print entire Agenda and all attachments with conficurable numbering. 

A complete Agenda Package (based on the order of the items on the agenda) can be 

created and printed from Agenda.NET. The attachments will be included in the Agenda 

Package. 

www.pro\lox-systems.com 

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7. As items are submitted for Agenda approval, electronic workflow should move 

documents from submitter to reviewer to approver, etc. with visibility ofstatus of 

each item as it moves through the workflow. 

Agenda.NET has been integrated a very flexible, customizable and electronic workflow. 

Users can create an individual or a prepared workflow. They can use time-out dates and 

ad-hoc workflows. 

Agenda.NET supports "Priority", "Broadcasting" and/or "Sequential" Workflows. 

The initiator and the invited users can see the status of a workflow process. 

{iii i-19m k;"""=tboI.,md ancf eastbquMd tnJKiC Q(l \WSf lifth ZlJ Weo.:st $iJrth St,~h a~ ~( in~ 5/20(19 - 1 

I_4.'_ 1~IBo;""T,\ii>.-_."""" '10

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9. System provides a post meetina capability for tracking, numbering and signing 

documents. Provides ability to use workflow in post meeting activities to manage post 

meeting activities. 

Agenda.NET has integrated a very flexible and user-friendly post-signing workflow. This 

workflow is similar to the pre-signing workflow. Users can create individual workflows 

and/or use pre defined workflow templates. Time-Out dates and ad-hoc workflow 

abilities can be added to each post-meeting workflow. 

Agenda items excerpts can be printed and mailed via Microsoft Outlook as well. 

10. System provides an Interface that allows a user to download the Agenda and all 

supporting materials. 

Users can create an Agenda Package in Agenda.NET and in the Internet/Intranet 

module. 

The Agenda Packages has been integrated the Agenda Items and all supporting 

materials. 

Authorized Internet users can create an individual Agenda Package by selecting all or 

selected Agenda Items. 

11. Support the concatenation ofassociated documents for display, website and print. 

Yes. Please see 10) 

12. Provide automatic notification when a document is revised 

The notification will be managed by the internal messaging system. Initiators of a 

workflow for the reviewing or other processes can add a notification option to the 

workflow. 

13. Support electronic note-taking by meeting participants with the ability to tag the 

notes as public or private. Private notes should only be visible by those with 

appropriate security authorization. 

Notes can be added and managed in Agenda.NET. An optional Internet Forum with 

additional user rights is available as well. 


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14. The agenda automation package should provide capability to allow versioning of 

agendas and agenda items; allow process steps such as draft, revision, and final 

agenda. 

Agenda.NET has the ability to manage numerous versions of agenda items. Users can 

add a new version by using the "clone" function in the application. This function will 

duplicate a selected version of an agenda item and add a new item with a link to the 

original item. All versions are reviewable in Agenda.NET. 

Authorized users can merge the agenda document numerous times (unless it is already 

locked). Manually added items will be displayed with a red boarder in the 

Internet/Intranet module, so councilors will directly see the changes. 

15. The agenda automation package must allow agenda items to be moved with all 

associated attachments from one agenda to another. 

Agenda items will be placed automatically on an agenda, based on their defined 

workflow. Users can remove an agenda item from an agenda with a mouse click. This 

agenda item will be placed automatically on the next agenda for this committee. 

Is an agenda item is not finally resolved in a meeting; it will be placed automatically on 

the next or later meeting for this committee. 

16. The agenda automation package shall have the option to show where an agenda item 

is within the workflow process and its status (approved, rejected), being drafted, final 

draft, etc. 

Users will have different ways to see the status of an agenda item. Each agenda item will 

have a general status; shown in the agenda item Jist. 

The Resolution Management form is for searching for agenda items/workflows for a 

specific user/group or the search by status, committee, time·out, etc. 

A reviewing history for each agenda item is available as well. 

17. The agenda automation package shall have the ability to accept different types of 

attachments to support and link to agenda items. These file types include text, 

graphics, word processing applications, spreadsheets, acrobat, HTMl, XML, Java, 

photos, maps and other imag8$. Digital media such as visual files shall also be 

supported. 

Agenda.NET has the ability to add all Windows based formats as attachments to agenda 

items and agendas. The attachments will be automated added to the agenda packages. 

Agenda.NET has integrations to GIS systems (Geographical Information Systems) and 

the opportunity to add URl-Addresses. 


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18. The agenda automation package shall have the ability to automatically convert 

Agenda.NET converts automatically the prepared documents in a PDF~Format on the 

server. PROVOX uses Ghostscript & Redmon for this process on the server (its license 

and cost free). A PDF-(reator on the client is not necessary! 

Agenda.NET guarantees unlimited meetings, agenda items, persons, rooms and 

committees with the offered Municipal license. Authorized users can add new 

committees, boards, templates, etc. without the help of PROVOX. 

[1;-] Ib 

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attachments used to support agenda items to PDF for printing and public distribution 

19. The agenda automation package shall allow an unlimited number of meetings to be 

added and managed bythe system 

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20. Support electronic signatures 

Electronic signatures will be supported. 

21. Ability to select individual pages or sections of a document to be viewed, routed, 

Included in packet, or printing. 

Agenda.NET supports the Windows and Word-Functions for this process. 


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22. Ability to support flexible, well-documented, user-friendly query capability and report 

writing tool for ad-hoc reporting based on user-defined criteria 

Agenda.NET has been integrated search functionalities in each form. Results can be 

printed via the integrated reports. PROVOX will deliver a database model. Customers 

can create their own reports by using tools like Crystal Reports, etc. 

23. The system proposed shall be of a non-proprietary nature. Describe any functions, 

features or components that are, or may be proprietary and why they do not restrict 

utilization of the system 

Agenda.NET is based and developed under Microsoft.NET (C#). It is flexible and allows 

our customers to adapt their existing organizational structures in a few steps. The 

Microsoft-NET development platform is to be the Microsoft's product choice for the 

foreseeable future. It will continue to be the driVing force of software development for 

many years. More and more huge software development companies will develop their 

solutions in Microsoft.NET. The Mono Project is a project, to run .NET applications under 

UNUX. With the choice ofAgenda.NET, you will save money and your investment. 

Agenda.NET has integrated standard webservices, to communicate with other 

applications. 

24. The agenda automation package shall have the ability to publish a finalized HTML 

agenda to the Web with all associated attachments as links to the appropriate agenda 

item. Items will be visible based upon security authorization. 

Agenda.NET will publish Agendas with all associated attachments and links to the 

agenda items automatically in the Agenda.NET Internet/Intranet module. Users will 

have the opportunity to get detail information to meetings, agendas, agenda items and 

attachments. The Agenda.NET Internet/Intranet module will be integrated in the 

existing websites from Harrison County. 

25. The agenda automation package shall have the abiltty to create an asenda packet for 

printing. 

Agenda.NET has the ability to create private or complete Agenda Packages. Authorized 

users can publish and/or print the packages. 

26. The agenda automation package shall have redaction capability. 

Yes 

27. The system shall be able to work with size 0 (22"x34 n ) and E (34/x44") size 

documents. 

Agenda.NET has no restrictions on the size of documents. 


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28. The agenda can be rolled up as draft agenda wile items are notapproved. 

Yes. 

29. Ability to copy items from one meeting agenda type to another meeting agenda type 

(e.g. Planning Commission meeting to Board ofSupervisors meeting). 

Users don't need to copy agenda items from one meeting to another. Agenda.NET will 

place the agenda items automatically on the agendas from the different committees. 

This functionality based on the workflow definition in Agenda.NET. If an agenda item 

will be advised in another committee, it is sufficient to change the workflow. 

30. The agenda automation package shall maintain and make available the history of all 

agenda items that have been copied to other agendas. 

A review history is available to each agenda item. 

31. The agenda automation package shall allow actions to be added for each agenda item. 

The actions can be added manually for each item or selected from a per..c;onflgured list 

tied to each agenda type. 

The agenda package is an open zip- and/or folder format. Authorized users can add 

additional information in the agenda packages. 

32. Must have the ability to add "addendum" items to the agenda afterthe proposed 

agenda has been distributed to the Board and media. 

Yes. See 31) as well. 

33. Ability to create meeting minutes template with default text for minutes, motions, 

and voting 

Agenda.NET will give Harrison County the ability to create own templates. It has 

standard templates for the requested items. 

34. Ability to create an attendee list for each meeting type. The attendee list needs to 

trackthe attendee name and title 

A customizable attendee list is part ofAgenda.NET. 

35. The agenda automation package shall allow sections to be added to an individual 

agenda without modifying the meeting type for all meetings 

Yes. Authorized users can add additional information to the agenda package. 


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36. Ability to assign attendees from the attendee list who will be attendinga meeting, 

voting in the meeting or part ofthe roll call for the meeting 

Agenda.NET will give the users the ability to handle all above processes within the 

application. The attendee list can be integrated in the minute's documents as well. 

37. Ability to import Agenda into minutes application to use for minutes templates 

Agenda.NET will be automatically copy the agenda into the minutes form. The minutes 

form is in the same application, so users can jump back and for. 

38. Ability to configure and modify meeting minutes templates 

Harrison County will have the ability to change the meeting minutes templates. 

39. Ability to record motions and to log moverand seconder 

Agenda.NET has the ability to record and log these issues. 

40. Ability to take and record votes on indMdualltems 

Users can add voting results (private and global voting) to each agenda item. The results 

can be published in the Internet/Intranet module. 

41. Ability to track, add and time speakers 

Yes. 

42. Abilityto do meetings within a meeting 

Agenda.NET has the ability to prepare combined meetings of different committees, 

handle private and public sessions and to add individual items and breaks in the meeting 

minutes form. 

43. Must offer a spell checker within the entire solution. 

The Windows spell checker is available in the Word documents. 


Yes. 


Yes. 

46. Roll calls must be able to be performed at any time during a meeting. 

Yes. 


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47. Modifications of minutes must be simple to perform and not require extensive 

cleanup. 

Agenda.NET is easy-to-use. Changes can be made directly in the forms. Users don't need 

to change forms or/and areas to change necessary data. 

48. Must allow users to enter multiple motions for a sinale item, includins substitute 

motions 

Agenda.NET can handle numerous motions, items and sub-items in the agenda and 

meeting minutes form. Users can add the items or move an item to a sub-item via 

mouse click. 

49. View Vote Result as members vote 

Yes. We call it private voting in our application. 

SO. Manual override ofvotes, roll call, motions, and amendments to agenda and minutes. 

Yes. 

51. Is your voting solution compatible with a touch-screen interface? 

Integrations can be realized in the project. 

52. The minutes can be taken with the streaming video or In a standalone mode and 

Imported back Into the acenda solution. 

Both solutions will be available. 

53. The end user may click on any item within the Minutes Doc to link to the audio/video 

Agenda.NET will support this functionality 

application. 

The audio-/video-files will be added directly to an agenda item or an agenda item in the 

meeting minutes. Users can open and/or edit the stored information directly in the 

background solution. 

Yes. 


based on the Video-/Audio-Streaming 

54. Clerk will be able to jump directly to any motion, vote, or note in meeting and listen to 

corresponding audio for easy editing. All of these items will be linked individually to 

audio/video. 

55. Ability to work on tasks after the meeting. 

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56. Ability to record how a vote is taken, by roll tailor by voice, and calculate percentage 

offor vs. against votes in real time. 

No, but this function can be integrated in Agenda.NET. 

57. Ability to view the activity status ofan item after a meetin, is complete to ensure they 

are processed. 

Yes. 

58. Automatic history notation throughout the entire alenda process, as well as option to 

input manually processed. 

An automatic history will be stored and viewed in the review history of an agenda item. 

59. Out of Office configuration within the workflow 

Users will get access to the application via VPN outside the County network. External 

users can be integrated into the electronic workflow with our Microsoft SharePoint 

integration. The result of an external workflow will be stored in the Agenda.NET 

database. A prototype of this module was presented at a trading fair in February 2009. 

60. Minutes application should have the ability to view meetings that have been entered 

into the system and also an individual account of items within a specific meeting. 

Yes. 

61. Must be able to upload newly created Items and Agendas immediately 

Modified and/or new records will be automatically uploaded in the internet via the 

Migration & Replication too's form Agenda.NET. These tools runs as a service in the 

existing environment. 

Users can add/modified agendas, agenda items and/or minutes in Agenda.NET and mark 

them as published in the app'ication. These items will be uploaded on the website 

immediately. 

62. After a meeting has taken place, the system should have ability to automatically 

create an action summary ofthe meeting 

Users can create an action item list directly after the meeting in the application. 

Agenda.NET will integrate all important information automatically in the list. Minutes 

excerpts can be sent via E-Mail to the different departments. 

63. System must support more than one meeting type 

Agenda.NET can handle numerous meeting types. 


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64. Allows configurability of the agenda while a meeting is taking place, must be 

adaptable to changes 

Users can add changes directly in the meeting or after the meeting. 

65. Minutes application must allow for the distinction between the meeting chair and the 

minutes taker 

Yes. 

66. Ability to use voting system without the minutes component 

No, the voting module is integrated into the meeting minutes form. 

67. Ability to customize voting options (i.e. NO instead NAY) 

Voting options can be added in the foundation data. 

68. Ability to populate predetermined text for motions. 

Yes. 

69, Ability to use custom tags within the voting application 

The voting form based on the participant list for the meeting. 

70. Abilityto customized individual voting members screen layouts 

See 69) 

71. Each Agenda item should have its own status column 

Yes. 

72. Application should have the ability to sten documents 

Status fields for signed documents and or information in the pre· and post-signing 

workflows are available and only can be checked by authorized users. Digital signature 

application can be integrated in Agenda.NET. 

73. Time setting should have options to not be enforced 

Yes. 

74. Allows to editing, revising or replacing scanned documents 

Scanned Documents will be stored with the agenda items and/or meeting records in the 

database. Users can open and edit the documents in their stored format with the 

involved application. 


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75. Allows for annotations on published documents that can be marked public or private 

and viewed only with the appropriate security profile 

Elected representatives will get secure access to their information via the 

Internet/Intranet module. Thev can create their own agenda packages, search in existing 

documents and will have an access to a discussion forum as well. Documents will be 

integrated in the agenda packages in a PDF-Format. Users will have the ability to add 

notes, comments and other annotations in their private documents. They can share this 

information with other users via E~Mail, Forum and/or in a printed format. 

L09:9td In: 

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79. Many times, backup for an agenda item will be provided at the meeting, rather than 

when the agenda is being prepared. Describe how this wilt be handled by your system. 

Agenda.NET has the ability to add and manage numerous versions of an agenda item. 

Users can choose which version will discuss in a meeting or posted on an agenda. User 

will have the opportunity to post one or more versions on the agenda. The old versions 

are available in the system for later revisions or other needs. 

Agenda. NET will work with the market leader in Video- and Streaming Technologie. We have 

decribe the integration with one of our partners to present the Harrison County one kind of 

integration. Other products will similar integration or with some minimum changes. 

Built upon years of industry experience, EASE is a software framework comprised offoundation 

and extension modules that work together to automate many otherwise manuallv intensive 

tasks. Swagit EASE is a 'hands-free' solution, meaning it requires NO client staffto maintain it. 

You may find it helpful to refer to the below figure for an overview ofthe folloWing concepts. 

Key Components of Swaglt'. 'Hand.off' 

Live a. On-Demand Streaming for Local Government 

r--------- 

Client Premises Video Feed Metadlda 

~ n- 

Swag•• Premises 

'Big 3' 

SlrMmlng SenIws 

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Co",-nt Archiving Of on ,ne or y con el'l agendas and mil'luleS 

!!!Jt'E Broadcast . ftiC'" l\~ 

--- QUality -~:;'glt'~ ---- Meebng Docs -~ 

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Streaming Engine (EASE) 

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bandwidth requirements 

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streaming allows l,me and 

loCat,on sh,tteo yiewing 

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connections scale to 

thOusands of simUltaneous 

Ylewers 

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EndU.... 

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BO. Video should be linked to Agenda Items, Minutes, and Supporti... Material 

Once the audia/video content tagged for indexing reaches the Swagit Content Network, 

our video editors are alerted so they may begin the indexing process. Using your 

published meeting agendas, or other directions, as a gUide, they annotate your content 

by adding jump-to points with specific item headings which give users the greatest 

possible flexibility to find the specific content they need. With the help ofthese jump-to 

points, users can step through video by searching for or clicking specific items. 

We provide agenda integration in two forms. First, a client's agenda is cross-linked 

within the player in .pdf, .doc, •rtfor html format. secondly, we also display all individual 

agenda items and their corresponding text with the each individual video clip or topic. 

81. Minutes and Video Systems must have ability to work In disconnected mode 

The Swagit EASE Video solution is a complete separate module from any other 

operation. Therefore it works independently with or without respect to any other 

functions contained within document management aspect. 

82. Must have a Customlzable Web Interfaces 

Once integrated into the linking structure of the city website, the customized video 

library becomes the portal through which users access your audio/video content. As 

new content is added, it automatically becomes available in the city's library without 

any work by the city webmaster. 

By navigating through the video library, user can view a list of meetings chronologically 

or unleash the power ofthe jump-to markers to search for specific points within 

individual audio/video clips. When it comes time to view these clips they are presented 

in a similarly customized player, presenting a consistent look to all aspects of the city 

website. 

www.provox-systems..com 

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At the conclusion of each recording session Swagit's EASE Encoder transfers the 

recorded audio/video to the Swagit Content Network via a secure Virtual Private 

Network (VPN) connection, making it available for on-demand streaming. 

84. Video, minutes, meeting agenda and supporting material are all in a searchable 

format 

By navigating through the video library, user can view a fist of meetings chronologically 

or unleash the power ofthe jump-to markers to search for specific points within 

individual audio/video clips. When it comes time to view these clips they are presented 

in a similarly customized player, presenting a consistent look to all aspects ofthe city 

website. 

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85. Users must be able to control the stream of both video and audio at the time of 

recording. A fixed resolution at the time of recording is not acceptable. 

End-Users have the ability to adjust the video to their liking. When a video is streamed, 

the Swagit EASE solution will detect the end-users available bandwidth and stream the 

content that is targeted to his/her optimal connection. Additionally, an end-user can 

choose to make the video go full screen, adjust the volume, pause, stop, skip along the 

timeline and adjust bandwidth quality. 

The EASE encoder is a completely 'hands-free' operation, however if the client wants to 

change any of the master recording parameters, they are free to do so at any time. 


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86. If during a live meeting a connection problem ensues users must be able to continue 

to record the meeting, allowing the audio/video to be posted once the network is 

restored. 

The Swagit EASE encoder will continue to record during any network outage. EASE is 

only dependant on network connectivity to stream over the internet. Ifthat 

connectivity is broken then the EASE encoder will continue to record and then 

automatically transfer the files for on-demand processing once network connectivity 

returns. 

87. Video/Audio file storage must be located within a secure firewall protected network. 

Information held on private network must not be publicly accessible. 

All Video/Audio files are stored on a firewall-protected network. Additionally, all 

encoders and/or servers contain RAID disc arrays. So, ifa drive should fail or faultier, a 

back up is in place for all media. Additionally, we back-up all Video/Audio files onto DVD 

discs for secure storing. This insures three levels of redundancy. 

88. Allows for a presentation monitorthat will display supporting materials and 

documentation as well as voting results to the citizens attending the meeting 

Users will have the opportunity to present this kind of information directly into the 

meeting with the meeting minute form. This practice will be used by several of our 

customers. 

89. Big Screen capabilities are desired for item review and discussion ofsupporting 

materials 

Agenda. NET will be support every kind of screens and screen resolution. 

90. Ability to bum Video, Minutes, and Supporting materials to DVD - notjust video only. 

Has the ability to burn Video. 

91. Product offers the ability to modify the quality ofthe video or audio stream at the 

time of recording. 

This function is based on the existing or selected Video-!Audio-Streaming solution. 

92. What video editing tools will be provided? 

ThiS will be dependent ofthe Video-/Audio-Streaming solution. 

The SwaglT streaming solution is completely 'hands-free'. In the event that video needs 

editing, then our editing staff will make the adjustments, 

93. What type of mobile encoder is used? What type ofencoder Is used? 

www.provox~systems.com 

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This depends on the mobile environment and the choice ofthe client. Generally clients 

prefer to use a ViewCast GoStream or Surf. Some are waiting until the new Digital 

Rapids TouchStream appliance becomes widely available. 

94. What Is your typical stream rate for your video broadcasts? 

They vary from 56kbps (dial-up speeds) up to 9S0kbps (high bandwidth end~users). It all 

depends on the end-user and their available bandwidth. Swagit EASE can detect what 

speed a user is connecting at and than send the stream specifically target for optimized 

performance at that rate. 

95. What type of cards do you typically use in your installations? 

We use Viewcast Osprey-230 Video Capture card 

96. Is It hardware platform dependant or will it run on any server platform? 

We certify all our solutions on Dell Servers. However, clients may choose to purchase 

the hardware themselves or use another server platform. This is acceptable, as we only 

then need to install and provision our software on the server. The downside to a client 

not using our suggested certified servers is that ifthe server should fail, Swagit will not 

overnight a replacement server nor guarantee server uptime. 

97. There must be an interface that manages the video streaml.,. and must be intelrated 

with the Minutes Application and Vatl.,. System. 

Agenda.NET will give the opportunity to integrate both systems. 

Swagit EASE is a 'hands-free' solution, meaning it requires NO client staffto maintain it. 

However, there are interfaces ifthe client wants to adjust or manage the system. 

98. The streaming audio/video must be time stamped so the user can go directly to the 

pointof the video for any liven Item In the agenda. 

Once the audio/video content tagged for indexing reaches the Swagit Content Network, 

our video editors are alerted so they may begin the indexing (time-stamping) your 

published meeting agendas, or other directions, as a gUide, they annotate your content 

by adding jump-to points with specific item headings which give users the greatest 

possible flexibility to find the specific content they need. With the help of these jump40 

points, users can step through video by searching for or clicking specific items. 

99. Archives ofall Audio/Video Content available on demand 

At the conclusion of each recording session Swagit's EASE Encoder transfers the 

recorded audio/video to the Swagit Content Network via a secure Virtual Private 

Network (VPN) connection, making it available for on-demand streaming. 


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100. Is your solution compatible with Windows Media Player? 

In order to deliver on·demand content to end users in a format that is native to their 

computer's operating system, Swagit delivers content in all four ofthe major streaming 

video formats: Flash, Windows Media, QuickTime and Real. Swagit is proud to support 

Flash as its default format, which has proven itself as the format of choice from such 

vendors as YouTube, Google Video, Myspace, ABC and NBC/Universal. 

Our support of Adobe Flash based delivery allows for innovative inclusion of no click 

audio/video players directly on the city website, optionally allowing end~users to take 

that content and embed it in their own websites or blogs. 

Currently, Flash has a 99% ubiquity rate amongst all the platforms. Swagit can provide 

Windows Media format (75.0% ubiquity) should the city prefer to exclude Apple users"'. 

Please see figures below, which demonstrate the ubiquity rate for Flash versus other 

formats. 

Micrn"'-i)ft 

Windo'lPr.'>o 

Me~ft.n 

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Appl" Adobe R.MlO,,~ 

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* On January 12, 2006 Microsoft announced it had ceased development of Windows Media Player for Mac. 

By delivering content in a range of frame sizes and streaming bandwidth combinations 

Swagit ensures your content is accessible on the widest possible range of platforms and 

Internet connection types, offering superior quality to those on high speed DSL, cable or 

fiber connections and accessibility to those with low bandwidth mobile devices. 


svo 

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101. Vendor must be capable of providing podcasting as a service 

Swagit provides podcasting. Client can also upload their own content. 

102. Ability to control video output, must include ability to display the presentation 

material (supporting materia's and documents ofspecific items) on the video output. 

We have the ability to display any presentation material on the video output. 

WWW.provox-systems.com 31

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Integrations and other features 

Forum 

Agenda.NET and the Internet module has an integrated a customizable forum. 

This forum will be used by our customers to discuss selected agenda items and/or meetings with 

the elected representatives and/or citizen, etc. 

Agenda.NET can automatically add a new room for each meeting and/or agenda item. 

User rights anticipate that unauthorized users can discuss things or see the decision to the 

agenda items and/or meetings. 

The forum can also be published for authorized users only. 

GIS Integration 

Agenda.NET has been integrated with some of the market leader products in the field of 

"Graphical Information Systems". URL's and other "live links" can be added to agenda items and 

agendas/meetings/minutes. 

With this information, users can add additional information directly from the GIS application. 

MS..outlook Intelration 

PROVOX has the opportunity to integrate with Microsoft-Outlook. Users can add selected 

and/or all meetings in their private Outlook calendar. 

Agenda.NET has also the ability to send selected/all meeting members/guest a complete 

paperless agenda package and/or send additional information via Email and/orText Messages. 

SharePoint Integration 

PROVOX and some great partners have realized a complete SharePoint Integration in a huge 

Microsoft Project in Europe. 

Customers will have the opportunity to integrate users outside of Agenda.NET into an electronic 

workflow process for pre- and post-signing. 

We have also the ability to handle "Motion Items" via Internet or Mail in our application. 


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Document Management Integration 

PROVOX supports integrations to our own Document Management Software powered by 

PaperWise and other applications. 

Users can store items with one mouse click directly in the existing or new Document 

Management application. 

Microsoft OffIce Integration 

PROVQX has integrated the existing Microsoft Office applications into Agenda.NET. Users will 

use for example the existing Microsoft-Word to prepare the agenda items, agendas and minutes 

documents. The handling will be controlled by Agenda.NET. 

PROVQX can guarantee a mixed environment of the different Microsoft Office Versions (from 97 

to 2007). 


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Product Deve]opnlent Standards 

Agenda.NET is developed in Microsoft.NET (e#). The development is managed and done by our 

own Development Team. The development is complete in English and translated to German for 

the European market. 

PROVOX has developed Agenda.NET continuously over the last 15 years. 

We have available an Internet and Intranet module in ASP.NET and JAVA. 

The software will only need to be installed on one server. The clients get the software 

automatically when you store an Agenda.NET icon on the desktop. The clients only need a 

Microsoft.NET Framework 2.0 or higher and an existing Microsoft Office installation. The 

Agenda.NET engine is running under liS or Apache Tomcat. 

Agenda.NET supports a mixed environment ofthe various Microsoft Word versions! 

Service to performed 

PROVOX supports you from the first project definition to the successful deployment of 

Agenda.NET with the following Activities: 

• Detailed project plan with time frame 

• Installation and configuration 

• Training and support 

• Workshops 

• Online-Help, Screen Cam Demos, etc. 


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Understanding of the systeln requested and differentiating 

highlights ofour proposal 

Agenda.NET supports the defined requirements for the Harrion County Agenda Management 

System. 

In numerous projects we were able to prove that our software has more than grown to the high 

demands of Harrion County. 

Agenda.NET is developed for cities and counties of every size. An example of our huge project 

potential is the City of Duesseldorf, with more than 1,600 Clients using our Agenda.NET 


In similar projects, we were able to bring the customers in a productive environment in a very 

short time (1-2 months). 

We have installed, trained and finish the project with the NITA (North Texas Tollway 

Authority) in less than 7 weeks! 

Agenda.NET is the most flexible and easy to use product on the market. 

Being based on the Microsoft.NET strategy allows it to be integrated into the existing 

infrastructure within a day. 

The modular design supports inexperienced users in their daily work, because they only receive 

the menu items which are required for daily work. 

The 

The Praxis proven paperless agenda management helps you to save a lot of money and personal 

resources. 

Microsoft.NET background supports expansion of the software to other clients or 

departments. 

www.provox·systems.com 

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Pricing Requireluents 

Standard Disclaimer: The numbers represented above are to be used as an estimate for the 

projects discussed. The above Cost Summary does in no way constitute a warranty of final price. 

Estimates are subject to change if project specifications are changed or costs for outsourced 

services change before being locked in by a binding contract. 

0 0 0 0 0 0 

0 0 0 0 0 0 

4,550.00 4,550.00 0 0 0 0 

25,100.00 5020.00 5020.00 5020.00 5020.00 5,020.00 

1,950.00 1,950.00 0 0 0 0 

0 0 0 0 0 0 

3,000.00 

2,600.00 

o 

1,400.00 

www.provox·sysrems.com 

o ooo 

o ooo 

o ooo 

o ooo 

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Vendor's Proposed Solution 

Agenda.NET has integrated the following modules and features: 

.:. Municipal Data 

.. County Data (Address, Telecommunication, Description, etc.) 

.. Committees (unlimited Committees, Boards, Commissions) 

.. Name, regular meeting room, regular meeting day, cut-off days, 

chairperson 

.. Logo or picture, description about the committee 

.. Additional Information 

.. Default Topics and Sub-Titles 

.. Members 

.. Substitutes 

.:. Rooms (Address, Telecommunication Data, Inventory) 

.:. Press-Details (Address, Communication Data, etc.) 

.:. Agenda Items (Preparation, editing, managing of Agenda Items) 

.. Agenda item details (Type, Status, Description, Initiator, Department, 

public/private status, status fields) 

.. Agenda item workflow (Routed the Agenda Item to the different agendas) 

.. Budget information 

.. Attachments 

.. Other involved Departments 

.. Pre~ and Post-signing workflow 

.. Issue/Resolution document 

.. Background document 

.. Agenda item document 

.. Reviewing list 

.. Clone function 

.:. Motion Items (same screen as in Agenda Items) 

.. Additional function to convert a Motion Item into a Agenda Item 

.:. Meetings/Agendas 

.. Adding, editing and managing of meetings and meeting calendars 

.. Creating of Agendas (Agenda.NET will automatically add the signed Agenda 

Items and standard topics on the agenda) 

.. Remove, move, re-sort and/or add agenda items on the agenda 

.. Participant lists (with labels, printed list, guests, email and text messages 

notifications) 

.. Agenda I Frontsheet documents 

.. Agenda package creation 


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• Meeting minutes form (with personalized or global voting, access to 

attachments and agenda item documents, change functions for the background 

and/or issue/resolution text, comments, header and footer documents, minutes 

excerpts, email functionality, and much more) 

• Minutes document creation (based on a customizable Word Template) 

Resolution Management (Pre- and Post-signing workflows) 

Search 

• Fulltext retrieval in Agendas, Agenda Items, Minutes, Invitations, Frontsheets, 

etc. 

• Fulltext retrieval in the Agenda.NET Archive (PROVOX can integrate existing 

Documents from previous years with a minimum effort in the application) 

• Combined queries with word phrases, time frame and/or committee 

• Search in ordinances/regulations 

Ordinances/Regulations 

EGSK (optional) Microsoft's E-Government Starter Kit 

System Management 

Foundation Data (Customizing of Harrison County's basic data) 

Security (Users, Groups, User rights, etc.) 

Settings (customizable settings) 

Document Templates (Harrison County can create/integrate their own Word 

Templates) 

• Unlimited Templates for: 

• Frontsheets 

• Minutes Excerpts 

• Public/Private Agendas 

• Public/Private Minutes 

• Participant lists 

• Agenda / Motion Items 

• Address Labels 

• Meeting Compensation Notifications 

• Allowance Notifications 

• Loss of Earnings Notifications 

• Totals/Tax Office Notifications 

• Templates for Issues/Resolutions and/or Backgrounds 

Accounting module (optional) 

Database based Internet/Intranet module, with 

• Secure login and workspace for elected representatives 

• Personal welcome page with past and future meetings, new information and 

documents, etc. 

• Committees information 

• County Data 


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• Integration of meeting dates into MS~Outlook 

• Agenda Packages 

• Private/individual Agenda Packages 

• Forum 

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• Ordinances/Regulations 

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• Ordinances 

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• And much more 

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• Agendas, Agenda Items and Minutes (with the Attachments) 

• Meeting Search 

• Agenda Item Search 

• Fulltext retrieval 

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PROVOX Systems Inc. is a Delaware Company with headquarters in Dallas, Texas and offices in 

Springfield, Missouri. 

The parent company is PROVOX Systemplanung GmbH, founded by Markus VOg! in February 

1995 in Germany. 

Our flagship product is Agenda.NET, with more than 650 installations worldwide. 

We are the market leader in the area of Agenda Management Software in Europe for over 10 

years. Our goal ;s to support our customer perfectly with easy to use and modern software. 

Our flexibility, the simple and dynamic user interface and the fast integration in the existing softand 

hardware-architecture of our customers, makes our software unique in the huge market. 

Agenda.NET, based and certified on Microsoft.NET, prOVides you secure and tested software. 

It is very easy to expand our software to other clients or departments, because we have an 

unlimited license concept. The installation is only on the server, so updates must only install on 

one computer. 

We have realized the paperless Agenda Management Systems in many municipalities and 

Organizations. We support Cities from 5,000 to over a million Residents. The largest installation 

of our Agenda Management software worldwide is the City of Dusseldorf, with more the 1,600 

clients using Agenda.NET. This City Management creates more than 10,000 agenda items and 

over 900 agendas, for over 120 committees and commissions every year. 

PROVOX Systems is a Microsoft Gold Certified Partner. We have integrated our Agenda 

Management in the Microsoft CSP-Project (Citizen Service Portal) and the Project 

"UnsereVerwaltung". 

PROVOX Systems Inc. was founded in 1995 in Germany and July 2007 in Delaware and employs 

20 people. 

PROVOX Systems Inc. is headquartered in Dallas, Texas and Bad fUsen, Germany and also has 

offices in Springfield, Missouri. 

Products: 

Services: 

- Agenda.NET (Agenda Management Software) 

- DMS.NET (Document Management Software) 

- Cemetery Administration 

- Kindergarten.NET (Kindergarten Administration Software) 

- Migration & Replication (Automatic Internet Updating) 

- Software Development 


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- Training and Workshops 

- Implementation and Consulting 

How to Contact PROVOX Systems Inc. 

- Ifyou need to contact us for any reason you can reach us at: 

PROVOX Systems Inc. 

P.O. Box 795064 

Dallas, Texas 75319·5064 

USA 

Phone: (469) 288 - 2591 

Fax: (417)851-1306 

E-Mail: ;;al~~@~J?fOv()X-5-.i!~Dl~&Onl 

URL: http://www.provox-systems.com 


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Implementation Temn Background 

PROVOX has formed a highly motivated and competent project team from a mix of developer, 

supporter, trainer and administrative employees. 

Project Manager: Markus Vogt, President 

Markus Vogt worked as a City Clerk for a midsized City in Germany. He 

prepared more than 100 agenda items and 30 agendas every year. 

In 1991 he left the City of Rinteln and worked as a Support Leader by 

the American/Canadian Company QUADRATRON Systems in Cologne, 

Germany. 

In 1992 he presented his first Agenda Management Software on the 

CeBIT in Hannover, Germany. 

In 1994 he foundet his Company MVsoft and in 1995 PROVOX 

Systemplanung GmbH 

He founded the PROVOX Systems Inc. in 2007 in Delaware. 

Support and 

Implementation: William Yost; Support & $DIes 

He is one ofour Product Representatives for the US. 

He was involved in several Agenda.NET projects and provides product 

trainings for Agenda.NET. 

He worked as a City Manager in several Cities in the US. 

Developer: 

AndrewGumbrecht, PROVOX$eniorDeveloper 

Andrew Gumbrecht is one ofthe Senior Developers ofPROVOX. 

He has been with PROVOX since 1997 and has managed numerous 

projects worldWide. 

He developed the class libraries for Agenda.NET and the Internet and 

Intranet module. 


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Michael Wehklng, PROVOX Senior Developer 

Michael wehking is one ofthe Senior Developers of PROVOX 

He has been with PROVQX since 1998 and has managed numerous 

projects worldwide. 

He developed the Microsoft Word interface and other interfaces to 

OMS-Systems, GIS software and different Accounting applications. 


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Partnerships 

PROVOX Systems has formed strategic partnerships with the following companies and 

organizations. leveraging our relationships with these leading resources will ensure that the end 

result of the project is more successful. 

• Microsoft 

As a Microsoft Gold Certified Partner we have contractually committed to our 

customers using our products in conjunction with existing Microsoft products for 

optimal support. Furthermore, we are working in a technical development with them in 

various projects (for example the CSP project (Citizen Service Platform) and the 

European "UnsereVerwaltung" project). 

httRJj~V1W.:rD icro~Qft corn; b.1!.Q~!Z\l'!Ww.JJJ}~erg:.veIwaItldQg· de; 

http://www.microsoft.com/industry/government/solutions/csp/default.aspx#find_part 

ner 

• PaperWise Inc., Springfield, Missouri 

PaperWise has been for almost 20 years, a document management system based on 

Microsoft.NET. We distribute this product in the field of local government in the United 

States and have exclusive distribution rights for Europe. 

• IBTCorp. 

IBT specializes in support for various Microsoft products and Agenda.NET for the US 

market. 


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• IBM, Intel, Infoma, Disserto , PC-Ware, Healy Hudson, ekom21 and Fritz & Macziol 

These great companies are all in the "UnsereVerwaltung" Project in Europe. PROVOX 

had presented this project on the WPC 2008 in Houston (Microsoft World Partner 

Conference) and it is one project of the Best Network Projects for Microsoft Worldwide. 

http://www.unsereverwaltung.de 

• SwaclT, Texas 

SwaglT is expert in Video- and Streaming-Technologies. 


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TechnicaJ Architecture / System Architecture Specifications 

Agenda.NET is based and developed in Microsoft.NET (C#). 

The software will only need to be installed on one server. You only need to run the automatic 

installation script. 

All necessary information will be stored in a Microsoft SQL Server Database. 

The existing Active Directory can be used for the security system in Agenda.NET and a "Single 

Sign On". 

The "Agenda Server" is running under the existing liS or Apache Tomcat and will deliver the 

modules to the clients. 

The following systems requirements will be met to the satisfaction of Harrion County. The 

system requirements will cover all technical aspects ofthe project. 

server: 

Processor: at least Pentium " or higher 

Operating System: at least Microsoft Windows 2000, 2003 Server or higher 

Memory: at least 2 GB 

Database: Microsoft SQL Server 2000. 2005 or 2008 or MySQL 

Other SOftware: 

One Microsoft Word installation on the server for automatic PDF-generation 

At least Microsoft.NET Framework 2.0 or higher 

Apache Tomcat or liS for Agenda Service 

Ghostscript & Redmon for the PDF-generation 

Clients: 

Processor: at least Pentium II or higher 

Operating System: at least Windows XP or higher (also VISTA) 

Memory: at least 1 or 2 GB 

Other Software: 

MS-Office for the text creation (at least M5-0ffice 97 up to 2007 Office) 

Agenda.NET supports a mixed environment of the various Microsoft Word 

versions! 

Microsoft.NET Framework 2.0 or higher 

Optionally the Microsoft DSOFramer 


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Pricing 

The following solutions have been selected specifically to address Harrion County's needs. 

22,500.00 

1,700.00 

2,600.00 

1,950.00 

3,900.00 

650.00 

1,500.00 


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5,020.00 

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Project Implementation / Tilne Line 

The following is our projected schedule for the project (Based on a Proposal acceptance on April 

6,2009). 

I ....,....1 PROVOll,HaIT~ county 

L;~'=. 

I.. 

PROVOx....rrl..... County 

___~PROVOX 

fii_iiii__iiiii]~County 

_.&jPllOVOX 

AGO; 4li '" A ~jillli,h Q ; j . 5'1'(4II\ . .40AI..• "~F,iL'.I\""iM.' "','9', ........ 4 ;aM'+;, U i.;. ""'., 

If the project starts later, the time line shifts accordingly. 


•..._-i8:t-County 

1/lam_County 

PROVOX,lllrrlson County 

Hom.on county 

PIlO\IOll 

+6121 

. ; . J?W.!ii ' 

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() TaakNamt Durotion Start Finish ~c Resource Ilames 

1 - Ag.....Nri SoftWare lmpIeme.ntatlon ,-dIp lion 4113108 nlu 5I2iilll 

2 - PhaH I - ProjeCt prepamlon 4.5d8ya Uon4l13108 fri 4117109 

3 13 Proposal acceptance 0.67 days Mon

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References 

Name: 

Contact Name: 

Contact Address: 

Type of services provided: 

Name: 

Contact Name: 

Contact Address: 

Type of services provided: 

City of Granbury, Texas 

Anthony Tull, IT Manager 

116 West Bridge Street 

Granbury, Texas 76048 

(817) 573-1114 

tull@aranburv.ora 


Installation and implementation 

Training 

Internet layout adaption 

North Texas Tollway Authority (NTTA), Texas 

Mr. Rudi Lehmann 

Senior Applications Analyst 

HNTB Corporation 

5910 W. Plano Parkway Suite 200 

Plano, TX 75093 

Office: 214-224-3064 

Mobile: 214-704-2316 

Fax: 972-930-2764 

email: rlehrnann~ntta"or.g 


Installation and implementation 

Training 

Internet layout adaption 


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Training Plan 

Once the installation and configuration is complete our staff will provide training. We are 

staffed and equipped to handle a variety of training needs. Training costs and options are 

outlined in the cost summary. 

The training for the "power user" - 1 Group - (Users who will be entered the Master Data, Basic 

Data and Security Information) and the Meeting Management User (2 additional Groups) will be 

performed by our Dallas office. 

In the training sessions we will include some Master Data, complete Basic Information and 

Security Information. 

In the second phase of the trainings, we will add some agenda items, prepare an Agenda, 

generate the invitations and a participant list and also generate the minutes. For this training it 

is very important that every attendee have their own computer in the class room. 

We will also use your production system, so it is important to make this training in your building 

or with an access to your system. These classes are a very good opportunity to validate the 

integration of all the information and templates. 

Future PROVOX conducted classes are not necessary ifyou have a training team. 

We also offer different kinds of training methods: 

.:. On-site training - Normally we provide complete On-Site training via our Dallas office. 

•:. Web based trainlnc- is also available via NetViewer. 

.:. Video/OVO training- We also have training videos for additional trainings. 

(. Printed manuals - A complete English handbook is Integrated in PDF-Format and can be 

printed out, without limit. 

The trainings will be performed in your building. One group should not be greater than 8 or 10 

attendees. Each attendee must have a computer and a screen with a direct connection to the 

server with Agenda.NET. 

The trainings will start at 8:30 a.m. and ends on the same day between 4:00 or 5:00 p.m. (With a 

lunch break from 30 - 60 Minutes). 

The attendees will add live some agenda items, agendas, invitations, minutes and more 

information in the system. 

We also need a projector and a printer In the classroom. 

www.provox·systems.com 

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Maintenance Plan 

After the initial project is completed and accepted Harrison County may enter into a separate 

maintenance agreement for ongoing support of the following components. 

Unlimited Free Hotline Support 

PROVOX maintenance plan contains a full telephone and email hotline support 

(from Monday to Friday between 8:00 a.m. and 5:00 p.m.) 

Unlimited Free Remote Maintenance 

PROVOX maintenance plan also contains a free technical and user remote support via 

NetViewer. 

Unlimited Free Product Updates 

The customers obtain free software updates of Agenda.NET, the Internet and Intranet module 

and Migration & Replication. 

Agenda.NET is continuously developed. Nonnaltywe deliver 1 or 2 updates per year. 

The costs for the Maintenance Plan are based on the Ucense Fee. Costs for the Harrion County 

for the first 3 years $4,360 per year. 

If Harrison County grows noticeably in this timeframe, we will change the conditions of this 

maintenance agreement, but not more than 15%. 

There is no additional license fee! 


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warranty 

Warranty of Functionality 

A. For a period of 12 months following delivery of the Software to Licensee (the "Warranty 

Period"), PROVOX warrants that the software shall perform in all material respects according to 

the Developer's specifications concerning the Software when used with the appropriate 

computer equipment. In the event of any breach or alleged breach of this warranty, Harrison 

County shall promptly notify PROVOX and return the Software to PROVOX at Harrion County's 

expense. Harrison County's sole remedy shall be that PROVOX shall correct the SOftware so that 

it operates according to the warranty. This warranty shall not apply to the Software if modified 

by anyone or if used improperly or on an operating environment not approved by PROVOX. 

B. In the event of any defect in the media upon which the Software is provided arising within 10 

days of the date of delivery of the Software, upon return to PROVOX of the Software upon the 

original media, PROVOX shall provide licensee a new copy ofthe Software. 

Software Maintenance 

A. Standard maintenance. During the Warranty Period, PROVOX shall provide to licensee any 

new, corrected or enhanced version of the Software as created by PROVOX. Such enhancement 

shall include all modifications to the Software which increases the speed, efficiency or ease of 

use of the Software, or add additional capabilities or functionality to the Software, but shall not 

include any substantially new or rewritten version ofthe Software. 

B. Optional maintenance. After expiration of the Warranty Period, licensee may continue to 

receive maintenance support for successive twelve (12) month periods. The charge for such 

optional maintenance support shall be PROVOX's regular list price for maintenance and support 

for the Software as published from time to time by PROVOX. licensor shall notify PROVOX in 

writing if it desires to receive optional maintenance. If licensee fails to take optional 

maintenance and later elects to receive it, PROVOX reserves the right to charge Licensee its 

maintenance fees for the period of the lapse in maintenance. PROVOX may elect to discontinue 

maintenance at any time upon notice to licensee, and refund any then unearned maintenance 

fees. 

Payment 

Payment of the license fee shall be made upon delivery of the Software. Payment of any other 

amount owed by Licensee to PROVOX pursuant to this Agreement shall be paid within thirty (30) 

days following invoice from PROVOX. In the event any overdue amount owed by licensee is not 


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paid following ten (10) days written notice from PROVOX, then in addition to any other amount 

due, PROVOX may impose and licensee shall pay a late payment charge at the rate of one 

percent (1%) per month on any overdue amount. 

Taxes 

In addition to all other amounts due hereunder, licensee shall also pay to PROVOX, or 

reimburse PROVOX as appropriate, all amounts due for property tax on the Software and for 

sales, use, excise taxes or other taxes which are measured directly by payments made by 

licensee to PROVOX. In no event shall licensee be obligated to pay any tax paid on the income 

of PROVOX or pay for PROVOX's privilege of doing business. 

Warranty Disclaimer 

PROVOX's WARRANTIES SET FORTH IN THIS AGREEMENT ARE EXCLUSIVE AND ARE IN LIEU OF 

ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO, THE IMPLIED 

WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 

Limitation of Uability 

PROVOX shall not be responsible for, and shall not pay, any amount of incidental, consequential 

or other indirect damages, whether based on lost revenue or otherwise, regardless of whether 

PROVOX was advised of the possibility of such losses in advance. In no event shall PROVOX's 

liability hereunder exceed the amount of license fees paid by Licensee, regardless of whether 

Licensee's claim is based on contract, tort, strict liability, product liability or otherwise. 


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Payment Schedule 

The following is the payment schedule for this project. Refer to the Cost Summary for more 

detail concerning the overall project costs. 

0:0 Payment #1 

Payment Date: 30 days after the installation & Configuration 

Payment Amount: $7,530.00 (30 %) only license fees! 

Payment Criteria: First payment required after the start ofthe project before other work 

commences. 

0:- Payment #2 

Payment Date: 30 days after the Training Phase 1 

Payment Amount: $6,550.00 

Payment Criteria: Project Plan is finished; Installation & Configuration Manpower, 1 Day 

training and 50% travel costs. 

(0 Payment #3 

Payment Date: 30 days after Training Phase 2 


Payment Criteria: 2 days trainings, 50% travel costs, Internet adjustments are ready, 

Archive Documents, and 30% license fee) 

(0 Payment #4 

Payment Date: 40 days after the Live setting of the system 


Payment Criteria: Final payment upon project completion and acceptance. 

.:. Payment #5 

Payment Date: 07/01/2009 


Payment Criteria: Annual maintenance for the time frame (07/01/2009 - 06/30/2010) 


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opportunities 

Harrison County has a number of opportunities to benefit from this project and PROVOX 

Systems Inc. has the capabilities to exploit these opportunities. 

With more than 600 production installations, we are the perfect partner for you to bring this 

great project to success in a short time. With knowledge from over 14 years in the market 

including some great pilot installations in the US, we know the market and your needs. 

Save 60 - 70% of your money and personnel resources. 

By the simple operation and high automation of many important processes, your 

employees meeting experience will be considerably enhanced. This not only increases 

the acceptance ofthe product, but saves you considerable cost and time. 

(. Paperless Agenda Management 

With the help of our numerous technical abilities and your Microsoft work environment, 

it is possible to work paperless within your organization and in communication with 

elected representatives. 

.:. Presentation ofinformation In the Internet and Intranet 

Over a hundred customers use our Internet module successfully. A single mouse click 

releases infonnation for the public and / or non-public area from our repository and 

replicates the information to the Internet. 

The design is such that data can be on the target web page within a few minutes. The 

data are displayed dynamically, so that changes can be updated immediately. 

By using the user name and password protected area, private information for 

authorized users can also be represented. 

.:. Return of Investment in less than 7 monthsI 


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Innovativeness 

PROVOX Systems Inc. uses the latest advancements for applications of new and existing 

technology to solve problems in innovative ways. 

In our product, we use the resources available in the Microsoft standard products and our 

know-how in the field of the management agenda related processes to create an optimally 

managed agenda. 

Agenda.NET is used today in constellations from 1 up to 1,600 clients in real environment. This 

demonstrates the flexibility and power of our software. 

The flexibility of the application provides unique opportunity to meet your specific processes 

and organizational structures in the optimum manner. Thus you get a customized solution for 

the price of a standard product, with the opportunity for full support and product updates in the 

future. 

The project is innovative in a number ofdifferent areas: 

.:. Paperless Agenda Management 

.) Open for future integrations of different products (i.e. GIS-Systems, Accounting 

Software) 

.:. Modern and secure Information Management via Internet and Intranet 

.:. Integration in Microsoft's CSP-Project (Citizen Service Platform) 

.:. Microsoft SharePoint Integration 

.:. Using the application under the Mono Project (UNUX) 

Consistent implementation of the Microsoft.NET strategy to obtain the newest Agenda 

Management System Worldwide. 

Through the open structure and the numerous interfaces to other proceedings (including 

financial procedures, GIS, Office, SharePoint and more) there are no limitations to future 

expansion. 

The development in Microsoft.NET also offers a high level of investment protection and secure 

data management. 


58

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W·g 

Form 

(Rev. OCtober 200n 

Department of the Treasury 

Internal Revenue Sef\.lce 

Name (as shoWn on youf inco~ tat r:.etum) I 

~ ~ Jl 'JIW.f I 

~ Business name, if diffel'ent from above 

Sign 

Here 

Address (number, street, and apt. or suite no.) 

'"? O. 7f.. 

Signature of 

u.s. person ... 

Request for Taxpayer 

Identification Number and Certification 

Check appropriate box: 0 IndividuaVSoIe proprietor ~Corporation D Partnefflhip 

o Limited liabilily company. Enter the tax classification (D--disregarded entily, C~corporation, P~partnership) ~ ••••• __ 

D Other (see instructions) ... 

Enter your TIN in the appropriate box. The TIN provided must match the name given on Une 1 to avoid 

backUp withholding. For indiViduals, this is your social security number (SSN). However, for a resident 

alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is 

your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. 

Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose 

number to_...."....._--:- 

enter. 

Certification 

Under penalties of perjury, I certify that: 

General Instructions 

Section references are to the Internal Revenue Code unless 

otherwise noted. 

Purpose of Form 

A person who is required to file an infol11lation return with the 

IRS must obtain your correct taxpayer Identification number (TIN) 

to report, for example, income paid to you, real estate 

transactions, mortgage interest you paid, acquisition or 

abandonment of secured property, cancellation of debt, or 

contributions you made to an IRA. 

Use Form W-9 only if you are a U.S. person (including a 

resident alien), to provide your correct llN to the person 

requesting it (the requester) and, when applicable, to: 

1. Certify that the TIN you are giving is correct (or you are 

waiting for a number to be iSSUed), 

2. Certify that you are not subject to backup withholding, or 

3. Claim exemption from backup withholding if you are a U.S. 

exempt payee. If applicable, you are also certifying that as a 

U.S. person, your allocable share of any partnership income from 

a U.S. trade or business is not subject to the withholding tax on 

foreign partners' share of effectively connected income. 

Note. If a requester gives you a form other than Form W-9 to 

request your TIN, you must use the requester's form if it is 

substantially similar to this Form W-9. 

IN 

Give fonn to the 

requester. Do not 

send to the IRS. 

D Exempt 

payee 

Requester's name and address (optionaQ 

ISocial secu~ 

. 

num~ 

, , 

Definition of a U.S. person. For federal tax purposes, you are 

considered a U.S. person if you are: 

• All individual who is a U.S. citizen or U.S. resident alien, 

• A partnership, corporation, company, or association created or 

organized in the United States or under the laws of the United 

States, 

• All estate (other than a foreign estate), or 

• A domestic trust (as defined in RegUlations section 

301.7701-7). 

SpecIal rules for partnerships. Partnerships that conduct a 

trade or business in the United States are generally required to 

pay a withholding tax on any foreign partners' share of income 

from such business. Further, in certain cases where a Form W-9 

has not been receiVed, a partnership is required to presume that 

a partner is a foreign person, and pay the withholding tax. 

Therefore, if you are a U.S. person that is a partner in a 

partnership conducting a trade or business in the United States, 

provide Form W-9 to the partnership to establish your U.S. 

status and avoid withholding on your share of partnership 

income. 

The person who gives Fonn W-9 to the partnership for 

purposes of establishing its U.S. status and avoiding withholding 

on its allocable share of net income from the partnership 

conducting a trade or business in the United States is in the 

folloWing cases: 

• The U.S. owner of a disregarded entity and not the entity, 

or 

.......J.==-...;...;:~:=.....t:...K.=~__.......J._ 

1. The number shown on this fOI11l is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 

2. I am not SUbject to backup withholding because: (a) I am exempt from backup withholding, or (b) J have not been notified by the Internal 

Revenue Service (IRS) that I am SUbject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has 

notified me that I am no longer subject to backUp withholding, and 

3. I am a U.S. citizen or other U.S. person (defined below). 

Certification Instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup 

Withholding because you have failed to report all interest and dividends on your tax retum. For real estate transactions, item 2 does not apply. 

For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement 

arrangement (IRA), and generally, payments other than interest and dividends, you afe not required to sign the Certification, but you must 

provide your correct TIN. see the instructi e 4. 

Cat. No. 10231X Form W-9 (Rev_ 10-2007)

Granbury, Texas Town Hall Manages City 

Growth With Agenda.N ET Solution 

Overview 

CoItIltrJ or R.....=USA 

IIIdIIstIJ: State and local Government 

Customer ProfIle 

Granbury is a dynamic and growing 

community located approximately 30 miles 

Southwest of Fort Worth, Texas. As of the 

2000 census. the city population was 

5.718. It is the county seat of Hood County. 

................ 

Rapid growth of Granbury dramatically 

increaSed demands on all City resources. 

Logistical and labor burdens resulting from 

the traditional zoning processes were both 

labor intensive and expensive. 

SoI""'n 

PROVOX Systems, a Microsoft Gold 

Certified Partner harnessed .NET 

technology to optimize Granbury's existing 

investment in technOlDgf to streamline 

Planning and Zoning operations with 

Agenda.NET. 

....... 

• Reduces operational costs 

• Streamlines business processes 

• Elevates service levels 

• Enhances public access 

j'We project that Agenda.NET will reduce the overall 

costs of Planning and Zoning operations by around 60 

percent." 

Angela MCCafferty, Granbury Community Development Department and lead liaison to the Granbury 

Planning and Zoning COlnmission. 

The City of GranbUry offers an intriguing mix of old and new Texas. 

The town's historic square boasts nineteenth century historic 

landmarks, including the Granbury Opera House. The fast-growing 

surrounding community complements the historic charm with the 

latest in contemporary accommodations and shopping. GranbUry 

can also claim another achievement: the city was among the first 

communities in the United States to offer its citizens and visitors 

citywide wireless broadband access. Granbury'S leaders are not 

content to rest on their tech laurels, however. The city is on the 

lookout for new ways to harness modern information services for 

the benefit of the community. To that end, the city has embarked 

on a new IT initiative aimed at making town hall operations more 

efficient and responsive to community needs with the help of 

Microsoft .NET technology. 

~vox 

Systems

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Situation 

Rapid growth at the City of Granbury, Texas 

has dramatically increased the workload of 

city administrators. A rising pOpulation and a 

vibrant local economy have increased 

demand for city services, with nearly every 

Granbury city department growing in size in 

recent years. At the center of how this 

dramatic growth is managed, is Angela 

McCafferty, of Granbury's Community 

Development Department and who also 

serves as lead liaison to Granbury's Planning 

and Zoning Commission. 

TIle Planning and Zoning department is 

ground zero for Granbury's elected and 

career city officials' decision-making on the 

future direction of the city. New factories and 

businesses mean new demands on city 

street, sanitation, and utility services. New 

worXers and managers for those factOries 

and businesses mean more residential 

housing-creating new demands on city 

street sanitation, and utility services, as well 

as on local schools, par1

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access to how the city plans to gJow and 

develop. 

Solution 

"Granbury's administrative challenges are 

typical of many U.S., municipalities," says 

Markus Vogt, president of PROVOX S)Sterns, 

a Microsoft Gold certified Partner and local 

government solutions provider that is working 

with the City of Granbury to automate the 

Planning and Zoning process. "Over 90 

percent of U.S. city administrations struggle 

with their agenda workloads.· 

It is a challenge that is not limited to North 

American local governments. Prior to 

launching PROVOX Systems in 1995, Vogt 

served for seven years as a municipal clerk in 

a mid-$ized city in Germany, where he saw 

first hand just how cumbersome and onerous 

keeping track of key planning documents can 

be. 

The challenge inspired him to develop an 

automated agenda-managernent solution 

that has come to be installed in over 650 

local governments worldwide. The solution, 

Agenda.NET, is based on the Microsoft .NET 

architecture, and is designed to be both costeffective 

and intuitive to use. 

VOgl: demonstrated Agenda.NET directly to 

McCafferty and her team. Anthony TUIl, head 

of the IT department at Granbury, along with 

other senior City Hall managers in attendance 

were impressed with Vogt's city agenda 

management product, along with PROVOX's 

14-yeartrack record of providing agenda 

SOlutions to large and small city governments. 

Even more impressive to Granbury leaders 

was the promise VOgl: made to provide 

measurable return on investment (ROI) within 

seven months ofthe city's purchase of 

Agenda.NET. 

PROVOX Systems was able to optimize 

Granbury's existing investment in Microsoft 

back-office infrastructure to minimize initial 

outlays, while leveraging the familiar look and 

feel of the applications to get its Agenda.NET 

installation up and running within a few days. 

"Installing Agenda.NET was easy," explains 

Tull. "It took only an installation script for the 

Agenda server to be activated. Individual 

workstations received the software 

automatically because we alreadY had 

Microsoft.NET Framework 2.0 in place.' 

Granbury'S other Microsoft investmentssuch 

as the Microsoft Office suite of 

applications-have facilitated the process of 

integrating Agenda.NET into the Planning and 

Zoning Commission workflow. 

An Intranet module allows Planning and 

Zoning COmmissioners and city employees to 

access agenda information securely from 

outside of the City Hall enclave. This has 

reduced workload for staff and 

commissioners alike and has enabled many 

employees to work remotely if necessary. 

This, says Tull, is especially important with 

today's emphasis on work-life balance and in 

the context of constrained city resources. 

The Agenda.NET Internet module have made 

it easier for citizens to track and monitor the 

progJess of the Planning and Zoning process 

by automatically publishing agenda 

information to the official Granbury City web 

site. 

After a brief test phase in the Fall of 2008, 

Granbury took Agenda.NET online for 

management of Planning and Zoning 

COmmission business. The city today 

envisions Agenda.NET as the go.to agenda 

solution for all City Hall operations.

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For More Information 

For more information about Microsoft 

prOducts and services, call the Microsoft 

sales Information center at (800) 426 

9400. In Canada, call the Microsoft 

canada Information centre at (877) 568 

2495. Customers who are deaf or hard-ofhearing 

can reach Microsoft text telephone 

(TTYfTDD) services at (BOO) 892-5234 in 

the United States or (905) 568-9641 in 

canada. Outside the 50 United States and 

canada, please contact your local 

Microsoft subsidiary. To access information 

using the World Wide Web, go to: 

www.microsoft.com 

For more information about PROVOX 

Systems Inc. prodUcts and services, call 

(469) 288-2591 or visit the Web Site at: 


For more information about City of 

Granbury, Texas products and services, call 

(817) 573-1114 or visit the Web site at: 

www.granbury.org 

TIlls caM study is lor inlormatiOllai purposes only. MICROSOFT 

MAKES NO I'/ARAANTIES, EXPRESS OR IMPlIED. IN THIS 

SUMMARY. 

Document pullllSlia

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~j , 

~ "'" 

Agenda Server 

running on TCP 

port 9595 

(conligureable) as 

a windows service. 

Theoretically a 

wor1

~---------- 

cost Saving form 

Duties and responsibilities 

Before PROVOX - AGENDA.NET 

Weekly IMonthly IAnnual1y 

Preparing agenda item 

(average 15 Agenda items per 

Meeting) 

15.00 

195.00 

2,340.00 

10.00 

130.00 

1,560.00 

Pre- and post-signing 

electronically routing to 

different departments, add 

their changes, send back, etc. 

Preparing agendas and agenda 

packages 

Publishing the meetings, 

agendas and agenda packages 

in the Internet and/or Intranet 

includes preparing the PDF 

Files 

10.00 

10.00 

8.00 

130.00 

130.00 

104.00 

1,560.00 

1,560.00 

1,248.00 

3.00 

2.00 

1.00 

39.00 

26.00 

13.00 

468.00 

312.00 

156.00 

ITotai ] 

I 43.001 559.001 6,708.001 I 16.001 208.001 2,496.001 

Wages including Benefits / 

average 

$55,000 $1,231.52 $16,009.76 $192,117.12 

I $458.241 $5,957.121 $71,485.441 

IOther Information" 

I 

Number of meetings per 

months (including committees, 

Commissions and Boards) 

Number of agenda packets 

printed I meeting 

Average # pages/packet 

including attachments, etc. 

Shipping packets by courier 

3.25 13.00 156.00 

16 208.00 2,496.00 

120.00 24,960.00 299,520.00 

26.00 104.00 1,248.00 6.50 26.00 312.00

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------------------- 

IOther Tangible Costs 1 

Paper Used to create agenda 

packets 

!Anually Icost fTotal I IAnually !eost ITotal I 

299,520 $0.01 $2,995.20 

37,440.00 0.01 

374.40 

Costs of copier equipment, 

maintenance and consumables 

Average cost per courier 

package 

ITotal 

Total Costs 

Annual savings 

License Cost $25,100.00 

Training and Installation $13,500.00 

Maintenance 1year $5,020.00 

Total costs $43,620.00 

I 

$0.45 $134,784.00 

$15.00 S18,720.00 

I$156,499.201 

$348,616.32 

Return of Investment 

Annual Savings after the first year 

0.45 16,848.00 

15.00 4,680.00 

I $21,902.401 

$93,387.84 

$255,228.48 

2.05 months 

$250,208.48

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Letter of Transmittal 

To the Harrison County 

RFP: Electronic Public Agenda Management Software 

Having examined the Request for Proposal (RFP), including the appendices, the receipt of 

which is hereby dUly acknowledged, we, the undersigned, offer to deliver, install, 

configure, support, maintain, and provide training for Agenda.NET - Agenda Management 

Software (the "Electronic Public Agenda Management Software") iffull conformity with 

the said RFP. 

We undertake, if invited by you to do so, to attend a clarification meeting, at your own 

expense and at a place ofyour choosing, for the purposes of reviewing our proposal. 

The contact person at our organization for this solicitation is: 

Name: 

Title: 

Telephone: 

E·Mail: 

Markus Vogt 

President 

(460) 288 - 2591 

salf.§Cii) prQ~px.::2't.'stQ rns. C_Qrr1 

We agree to abide by this proposal for a period ofone hundred and twenty (90) days from 

the proposal due date and it shall remain binding upon us until the expiration ofthat 

period. 

We confirm to the best of our knowledge that neither our organization nor any person 

connected with our organization, or sub-consultants to our organization, has any conflict 

of interest arising from this RFP. We confirm our acceptance ofthe terms and conditions of 

agreement as set in your RFP Documents. We understand that you are not bound to 

accept the lowest or any bid you may receive. 

rch,2009. 

President 

(Title) 

to sign this proposal for and on behalf of: PROVOX Systems Inc. 

_

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Harrison County Purchasing Department 

PO Box 2025 

Marshall, Texas 75671·2025 

(903) 9354804 (903) 935-4807 fax Website: www.co.harrison.tx.U5 

/ 

BidderNendor Application 

New Application v NaneiAddress Change Add Commodities Delete Commodities 

Company Name: 

ftloc!Oy Sl..(c7"€Il..s (Nco 

Mailing Address: 

l' ..0. ~~x 

City, state, Zip: 

Telephone # 

Fax # 

Web Site: 

7~ 1O'

Questys Solutions 

1401 1\1. Tustin, Suite 230 

Santa Ana, CA 92705 

tel: 877.362.6246 

fax: 800.261.2053 

web: www.questys.com 


Attention: Purchasing Clerk 

1801 23 m Avenue 


Harrison County Board of Supervisors, 

Decision Management Company, Inc. (DMC), dba Questys Solutions, takes pleasure in submitting this proposal 

to provide a imaging and electronic document management system for the Harrison County (County). The 

proposal is submitted in response to City's request for proposal and is in full compliance with the 

requirements stated therein. We note that the person who signed this letter is authorized to submit this 

proposal. Our offer is valid and irrevocable for a minimum period of 90 days following final date for 

submission of proposals. 

The system installed at Harrison County's offices will empower the County to implement a more efficient 

method of centralized agenda management by: 

• Providing electronic submission of agenda items 

• Ability to view agenda items and supporting materials electronically 

• Preparation of Meeting Minutes 

• Work,now management of agenda preparation and history 

We would like to assure the Harrison County that Questys Solutions is eminently qualified to provide a 

state-of-the-art system capable of meeting your needs. Being one of true document management 

industry pioneers we developed the very first PC-based document management system in February 

1986. Since then, we have completed hundreds of installations worldwide and, with the input and 

recommendations from our clients, we have had the opportunity to dramatically improve our products and 

maintain the technological leadership. 

Questys Solutions is prepared to substantiate this and all other statements made in this proposal, and 

we look forward to an early installation of the proposed system at the Harrison County. We welcome the 

opportunity to discuss our response, demonstrate our software applications and explore establishing a 

long-term, mutually beneficial relationship. 

Thank you again for this opportunity and we look forward to working with everyone. 

Sincerely, 

~i 

iChael~= 

Treasurer

,auESTYS 

.~- SOLUTIONS 

Proposal To Implement 

An Electronic Public Agenda 

Management System 

For Harrison County 

RFP No. 600322 

Submitted by 

Decision Management Company, Inc (Dba Questys Solutions) 

1401 N Tustin Ave, Santa Ana, CA 92705 

Telephone: (866) 362·6246 Ext 2130; FAX: (800) 261·2053 

Contact: Bryan Bergstrom 

e-Mail: bbergstrom@questys.com 

and 

Granicus, Inc. 

1170 Peachtree Street NE, Suite 1610 

Atlanta, GA 30339 

(404) 541·9223 

Contact: Ross Dreher 

e-Mail: ross@granicus.com

Proposal to Implement an Electronic Public Agenda Management System at Harrison County 

TABLE OF CONTENTS 

SECTION 1- EXECUTIVE SUMMARY 2 

1.1 BACKGROUND 2 

1.2 SOFTWARE SOLUTION 2 

1.3 HARDWARE CONFIGURATION 4 

1.4 UNIQUE QUAlIFICA·nONS 4 

2.1 QUESTYS SOLUTIONS HISTORY AND PROFILE 6 

SECTION 3 - REFERENCES 9 

3.1 DECISION MANAGEMENT COMPANY 9 

3.2 GRANICUS 11 

SECTION 4 - PROPOSED SOLUTION 12 

4.1 SOLUTION OVERVIEW 12 

4.1.1 SOFTWARE 12 

4.1.2 HARDWARE 14 

4.2 PRODUCT DESCRIPTIONS 17 

4.2.1 LEGlsSTREAMI!P ELECTRONIC AGENDA MANAGER 17 

4.2.2 QUESTYS WORKSTREAM 21 

4.2.3 QUESTYS WEBCAsT 23 

4.2.4 GRANICUS MEDIAMANAGER 26 

4.2.5 MEDIAMANAGER - MINUTESMAKER 29 

4.2.6 GRANICUS MEDIACENTER 30 

4.2.7 GRANICUS OUTCAST ENCODER 30 

4.2.9 GRANICUS VOTING SYSTEM 32 

SECTION 5 - DOCUMENTATION, MAINTENANCE, SUPPORT, LICENSING STRUCTURE 

AND WARRANTY 33 

5.1 DOCUMENTATION 33 

5.2 MAINTENANCE 36 

5.2.1 AUTOMATED AGENDA AND WORKFLOW SYSTEM MAINTENANCE 36 

5.2.2 GRANICUS MANAGED SERVICES 36 

5.3 SUPPORT 38 

5.4 LICENSE STRUCTURE 38 

5.5 WARRANTY 41 

SECTION 6 - PROJECT IMPLEMENTATION 42 

6.1 PROJECT TEAM 42 

6.2 METHODOLOGY AND ApPROACH 44 

6.2.1 IMPLEMENTATION OF AUTOMATED AGENDA MANAGEMENT AND WORKFLOW 44 

6.2.2 IMPLEMENTATION OF GRANICUS SOLUTION 45 

6.3 TIMELINE 48 

6.4 TRAINING 51 

6.4.1 AGENDA MANAGEMENT AND WORKFLOW 51 

6.4.2 GRANICUS PHASE I TRAINING SERVICES 51 

SECTION 7: RESPONSES TO RFP REQUIREMENTS 53 

7.1 REQUIREMENTS - AGENDA MANAGEMENT 53 

7.2 REQUIREMENTS - MEETING MANAGEMENT, MINUTES, & VOTING 55 

8 - COST PROPOSAL 60 

8.1 AUTOMATED AGENDA MANAGEMENT AND WORKFLOW 60 

8.2 AUTOMATED VOTING SYSTEM WITH MINUTES ANNOTATION AND WEB STREAMING 61 

8.3 FIVE YEAR TOTAL COST SUMMARY (GRANICUS) 62 

Page 1 

Copyright ©2009, DMC, Inc. All rights reserved.


Section 1- Executive Summary 

1.1 Background 

Decision Management Company, Inc., dba Ouestys Solutions, and Granicus, Inc. 

(Ouestys/Granicus) understand that Harrison County intends to acquire an Electronic 

Public Agenda Management system. The desired system should include web-based 

software and services for computerized agenda creation, including electronic agenda item 

submission, attachment of supporting documents to agenda items, automated work flow, 

routing authorization approval, agenda packet creation, on-line posting of agenda 

information, minutes capture and creation, web publishing and full text searching. 

The County desires that all components of the systems be tightly integrated one with 

another and provide a secure and simple digital platform for creating meeting agendas, 

managing legislative processes, and managing public meeting proceedings. The voting 

system should be integrated with the minute's annotation module that in turn should be 

integrated with the Agenda Management system. The integration between the voting 

system annotation module will allow legislative votes to be automatically recorded directly 

from the Board member into the Clerk's meeting minutes. In addition, voting results need 

to be displayed to the audience on projection screens, plasma displays, TVs or other 

traditional methods. The Agenda Automation software will integrate with the Minutes 

annotation software to create a simple paperless workflow. Agendas and Minutes will be 

linked and indexed to the audio/video of the meeting in a consolidated public archive via 

the software interface. 

1.2Software Solution 

Electronic Agenda 

Generation 

lectronic Agenda 

eview & Approval 

Publishing & 

Distribution 

AudioNideo 

Recording 

Meeting Minutes 

Generation 

Ouestys/Granicus recommends that the 

County legislative process be enhanced 

by implementing an integrated solution 

comprised of Ouestys® LegisStream® 

Electronic Agenda and Granicus 

MinutesMaker for a powerful 

combination of agenda management 

tools, enriched with streaming video. 

The proposed products suite consists of 

the following components: LegisStream® 

Electronic Agenda Manager, Ouestys 

Enterprise Server®, Ouestys 

1"':,:1 1 8",':: ~~~~:t~~T~~ Grani~~:v~:~ecast O~~~:~~ 

Figure 1-1: Proposed Integrated Solution System, Granicus MinutesMaker and 

Granicus MediaManager. This 

integrated solution will leverage County's communication tool set and effectively manage 

the legislative process: pre-meeting activities such as agenda creation; meeting activities 

including minute's annotation; and post-meeting activities such as minute's preparation 

and distribution. 

Questys server, LegisStream and WorkStream fully automate the agenda creation process with innovative agenda 

management tools and archiving capability. Granicus MinutesMaker delivers the infrastructure and live meeting 

management tools to capture, store, and distribute recordings of all public events for convenient live and on-demand 

Page 2 


~"~iO" 

.... r 


viewing over the Web. These combined systems create an integrated public record available 24f7 for live or on-demand 

access through County's website. This record includes keyword searchable archives, interactive meeting agendas and 

minutes linked to audio/video recording indexes, supporting documents, and global distribution capability with quick and 

easy publishing to the County website and the Granicus MediaCenter. Together Questys and Granicus products will 

maximize productivity and deliver real-time results by creating a paperless workflow, instantaneously configuring event 

and agenda data, while streamlining the work-flows of County's public meetings. The solution proposed by Questys 

and Granicus is the integrated solution sought by the County. 

QUt-Ilv> - -"x 

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1.3Hardware Configuration 

auestys/Granicus anticipates that the 

system will consist of one or more 

Windows 2003 Servers with RAID, 

optional WORM optical storage device 

for permanent archive back-up copies 

and a number of scanners, scanning 

workstations, user workstations and 

output devices. Final configuration of 

the system will be developed in 

discussions with the County. 

Figure 1-3: System Configuration 

1.4 Unique Qualifications 

Questys Solutions and Granicus are uniquely qualified to provide the integrated solution sought by Harrison County. 

Questys Solutions is a multi-disciplined consulting 'firm specializing in the fields of management consulting and 

information technology. In the field of management consulting, Questys Solutions' charter includes system surveys 

and diagnostic evaluations; business process re-engineering studies; and the design of electronic imaging, 

workflOW and office productivity systems. In the field of information technology, our focus is on development of 

electronic imaging, workflow, document management, records management and project management systems. As 

one of the industry's pioneers Questys Solutions has develop many "firsts" and implemented systems similar to that 

described herein at hundreds agencies of municipal government. 

Granicus provides comprehensive solutions to more than 500 local government agencies for creating, managing 

and distributing live and on-demand streaming media content to support and enhance public meeting 

communications, internal training and public education programs exclusively for Cities and Counties. Founded in 

1999, Granicus is the leading provider of streaming media and minutes annotation solutions to local government. 

Granicus currently broadcasts over 6000 webcasts for local government per month, substantially more than any 

other company. Granicus is dedicated exclusively to the specific needs of these public agencies and public 

meetings. Because of our dedication to this market niche, you will not see any corporate or media clients listed on 

our website, thus allowing Granicus to focus all of its resources on the very specific needs of public agencies. 

Qualifications and experience of Questys/Granicus are enhanced and magnified by the fact that they are the 

developers of all components comprising the proposed solution, and not merely a reseller. Consequently Ouestys 

and Granicus are able to address the unique requirements of the County with its own resources, and without a need 

to relay on third-party help. 

Page 4 

Copyright ©2009. DMC, Inc. All rights reserved.

L 

J 


Section 2 - Vendor Company Information 

This proposal is submitted jointly by Decision Management Company, Inc., dba Questys 

Solutions and Granicus. Questys solutions will assume the role of a prime contractor and 

Granicus will participate as a subcontractor. General information about the proposer is included 

below 

Information Requested 

Contact information 

Company's history 

Total installations 

Service commitment 

Annual sales 

Financial statements 

Pending litigation 

Questys Solutions 

Bryan Bergstrom, Questys Solutions 

1401 N. Tustin Avenue, Suite 230 

Santa Ana, CA 92705 

Telephone: 866-632-6246 Ext 2130 

Web site: http://qyestyssolutions,com 

E-mail address:bbergstrom@questys.com 

Please see Section 2,1 

480+ 

Service commitment to our clients is to 

offer top quality products and 

professional consulting and support 

services, and to maintain product viability 

and it technological leadership. 

The viability of Questys is a direct result 

of Questys' policy to listen to its clients 

and enhance its products to better serve 

clients' needs. The success of this policy 

is evident in the testimonial shown below. 

We receive requests for system 

enhancements from our clients, partners 

and Pomeroy/Questys staff. These 

requests are reviewed monthly by the 

Technology Committee and classified 

into three categories: major product 

enhancements, minor product 

enhancements and system customization 

requests. The major and minor product 

enhancements include features that 

benefit a large number of clients, while 

customization requests include 

modifications that benefit a single client. 

The former are implemented at no cost to 

our clients, and the latter are estimated 

and implemented for a fee. In general, 

minor enhancements are made available 

via quarterly product updates, and major 

enhancements are released annually. 

Approximately $17,000,000 

Available upon request if selected 

None 

Granicus 

Ross Dreher, Granicus, Inc, 

1170 Peachtree Street NE, Suite 1610 


Telephone: 770-596-3589 

Web site: http://www.granicus.com 

E-mail address:ross@qranicus.com 

Please see Section 2.2 

500+ 

Granicus recognizes that professional 

services are just as important as reliable 

technology. Granicus currently provides 

a dedicated Account Manager to every 

one of our clients. This person's sole 

responsibility at Granicus is to ensure 

client success. In addition to dedicated 

personnel and 24/7 support, Granicus 

provides each of our clients with a fullsystem 

User's Manual and access to 

over 25 Quick Reference Guides 

(QRG's). In many cases, QRG's are also 

accompanied by weekly online training 

classes which are available to all 

Granicus clients at no charge. In order 

to keep our clients up to speed on best 

practices and creative ideas, we provide 

our clients with a monthly newsletter; 

Granicus hosts a User's Conference 

every year in San Francisco. In order 

to provide constant technical support, the 

Granicus solution includes a monitoring 

system (SysMon). SysMon monitors 

every encoder and distribution server in 

our network. This system provides real 

time alerts to our technical support team, 

which is available 24/7 to our clients. 

Quality support and product 

documentation are critical to the County's 

long term success with streaming media. 

As a result, we strongly urge you to 

review training and product 

documentation from qualified vendors. 

Approximately $6 million 

Available upon request if selected 

None 

Page 5 



2.1 Questys Solutions History and Profile 

Questys Solutions is a multi-disciplined consulting firm specializing in the fields of 

management consulting and information technology. Its charter and areas of expertise 

include: information management, office automation, electronic imaging, workflow, expert 

systems, process re-engineering, project management, records management, 

engineering/construction and litigation support. In the field of management consulting, Ouestys 

Solutions' charter includes system surveys and diagnostic evaluations; business process reengineering 

studies; and the design of electronic imaging, workflow and o'ffice productivity 

systems. In the field of information technology, its focus is on development of electronic 

imaging, workflow, document management, records management and project management 

systems. 

Ouestys Solutions was founded in 1980 and incorporated in 1981 in the State of California, 

and it has operated under the same name and management since its formation. The 

Company is privately owned, and it does not have any subsidiaries. Ten of its 25 employees 

are responsible for development and support of its products. The Company is financially 

stable, and it has never been involved in any litigation since its formation. 

To accelerate market penetration and corporate growth, in August 2008 Ouestys Solutions 

was merged with VillageEDOCS, Inc. (OrCBB: VEDO), a Solution as a Service (SaaS) 

company, which is the largest segment of the Software as a Service (SaaS) market. On 

November 12, 2008 VillageEDOCS announced that it was ranked 267th on Deloitte's 2008 

Technology Fast 500. This distinction ranks VillageEDOCS as one of the 500 fastest growing 

technology, media, telecommunications and life sciences companies in North America. 

Rankings are based on percentage of fiscal year revenue growth over five years, from 2003 

2007. VillageEDOCS grew 653.45 percent during this period. In addition to ranking on 

Deloitte's Technology Fast 500, VillageEDOCS ranked 14th on Deloitte's 2008 Orange County 

Technology Fast 50 program, which is a ranking of the 50 fastest growing technology firms in 

Orange County, CA 

Questys Solutions believes that it is best qualified to deliver the product and services required 

by County because of its extensive experience, qualified staff and unblemished performance 

record. These attributes are enhanced and magnified by the fact that Ouestys Solutions is the 

developer of the proposed system, and not merely a reseller. Consequently Ouestys Solutions 

is able to address the unique requirements of the County with its own resources, and without a 

need to relay on third-party help. 

VillageEDOCS is a growth-oriented and market-driven company providing electronic delivery 

of strategic business information. Our solutions capture client data, shape it into useful 

information and deliver it through efficient and secure electronic channels. Our clients benefit 

by improved communication with their trading partners, cost reduction and maximized profits 

through stronger business relationships, quality assurance, and competitive advantages. Its 

operating companies include Ouestys Solutions, GoSolutions, Tailored Business Systems and 

Message Vision. 

Charters of other of other subsidiaries of VillageEDOCS are outlined below. 

Page 6 


-' 


GoSolutions delivers enhanced voice and data services through its branded unified 

communications service, GoSolo®. As a leading application services provider (ASP), the 

company's Enhanced Services Platform (ESP) offers a robust, flexible and cost-effective 

means of delivering leading edge, speed-to-market communications solutions supported by an 

integrated operational support services (OSS) infrastructure. High-demand service offerings 

currently include speech-driven messaging (voice, fax & email), virtual office and call routing 

services, as well as audio conferencing applications. Our services are specifically targeted to 

meet the unique demands of small and large Service Providers (SPs), Direct Sales 

Organizations (D80s), and Direct-to-Consumer (SoHo). 

Tailored Business Systems specializes in software systems, ASP service offerings, and tax 

and utility billing printing services for the governmental sector. The TBS Municipal 

Management offerings are designed to meet the unique requirements of medium-sized local 

governments. We are proud of our achievements, thankful for our success and committed to 

consistently delivering the highest level of client satisfaction. 

Message Vision's Business Information Delivery ASP Service is a natural extension of the 

client's enterprise network and replaces legacy point-to-point systems with a comprehensive 

solution employing powerful, intelligent automation. Targeted applications are those with 

repetitive attributes such as order processing, invoicing, procurement, customer support, justin-time 

manufacturing, and HIPAA-compliant medical information. Our goal is to enable 

business enterprises to realize all the business and financial advantages of effective and 

intelligent delivery of vital business information. 

The Company is headquartered in Santa Ana, California, and its offices are located in Atlanta, 

GA, Statesboro, GA, St. Petersburg, FL and Belgrade, Serbia. 

Page 7 


'. 


2.2 Granicus History and Profile 

Granicus provides comprehensive solutions to more than 500 local government agencies for 

creating, managing and distributing live and on-demand streaming media content to support 

and enhance public meeting communications, internal training and public education programs 

for public agencies California Corporation based in San Francisco. Founded in 1999, 

Granicus is the leading provider of streaming media and minutes annotation solutions to local 

government. Granicus currently broadcasts over 6000 webcasts for local government per 

month, substantially more than any other company. Granicus is dedicated exclusively to the 

specific needs of these public agencies and public meetings. Because of our dedication to this 

market niche, you will not see any corporate or media clients listed on our website, thus 

allowing Granicus to focus all of its resources on the very specific needs of public agencies. 

This unique focus has allowed us to develop many distinctive innovations related solely to the 

streaming of public meetings, which have helped our clients operate more efficiently, saving 

them time and money. In addition, we have developed relationships with a number of 

prominent technology providers that serve the local government market in order to provide 

integrated solutions that further automate the legislative workflow. These solutions include a 

document management and electronic agenda work flow integration with our MinutesMaker 

module, the development of an integrated public meeting voting system and a mobile encoding 

solution for annotating meeting minutes outside the Board chambers. 

Today, Granicus provides streaming solutions to 517 local government agencies of varying 

size all across tile United States. Granicus clients range in population from over 3 million to 

less than 3,000. In addition to their diversity of size and disbursed locations, each client 

presents unique technical challenges. Over the past nine years, we have evolved our 

streaming solution to support virtually every network configuration and related security policy 

utilized by local government agencies. Granicus currently employs a team of 99 local 

government streaming experts who are dedicated to our clients' every need. Our vast 

experience has allowed Granicus to develop stable and reliable solutions that consistently 

exceed our clients' expectations. As a result, every client that has ever started with Granicus 

continues to be a valued customer. Contrast this to other companies who may be providing 

limited services to less than four municipalities. Many of these companies are also operating 

with a staff of three or less employees. We strongly urge the County to validate that proposed 

solutions are being utilized by multiple cities and that adequate staff is available to provide the 

required technical and user support. 

Page 8 


.. ._", 


Section 3 - References 

3.1 Decision Management Company 

DMC has completed numerous projects whose scope and objectives reflect those described in 

the Request for Proposal at many municipalities and government agencies. This section 

presents recent studies representative of the proposer's expertise in addition to recent 

references from the public sector. These studies were selected to highlight the depth and 

breadth of experience DMC brings to this project, and to demonstrate the actual 

accomplishments achieved on similar endeavors. 

City of Corona County of Monterey Kern County 

815 W. 6 th Street 1590 Moffet Street 1115 Truxtun Ave. 5 th Floor 

Corona, Ca 91720 Salinas, CA 93905 Bakersfield, Ca 93301 

Victoria Wasco, City Clerk Jeff Munckton, I.S. Tracey Cody, Deputy Clerk 

(951) 736-3626 (831) 759-6961 (661) 868-4185 

County of San Joaquin County of Merced County of Tulare 

222 E. Weber Ave., Room 701 2222 M Street, Room 6 4025 W. Noble 

Stockton, CA 95202 Merced, CA 95340 Visalia, CA 93277 

Lois Sayhoun, Clerk of Board Michael Cureton, MIS Kathy Ream 

(209) 468-2350 (209) 385-7507 (559) 733-6537 

Mojave Water Agency County of San Joaquin, CCD Nashville Metropolitan Government 

22450 Headquarters Drive 1810 East Hazelton Avenue 700 Second Ave. So. 

Apple Valley, CA 92307 Stockton, CA 95205 Nashville, CA 37210 

Monica Warren Carleen Mansour John Stone, ISO Project Mgr. 

(760) 240-9201 (209) 468-3784 (615) 861-6267 

The follOWing are clients for whom DMC has recently completed solutions very similar to the 

one proposed to the County. 

Client Name 

Department 


Telephone and E-Mail 

Date of Services 

Project Team 

Summary of Results 

Client Name 

Department 



Page 9 

County of Merced, CA 

Information Systems 

Michael Cureton, MIS 

(209) 385-7507; mcureton@co.merced.ca.us 

Spring of 2001 

Vojin Hadzi-Pavlovic, Laura Lechien, Chris Bui 

The County of Merced system represents an enterprise-wide 

implementation of Questys®, Questys WorkStream, LegisStream® 

and Questys Web Server. Currently, the system is implemented in 

the offices of the Clerk of the Board of Supervisors, Department 

Attorney, Public Defender, Mental Health, ADS and Probation. The 

system is used for the scanning of document backlog and annual 

additions, automated generation of Board Agendas, document 

archiving and retrieval, version control, retention management, 

business process re-engineering and workflow, and other document 

management functions. The system is currently being expanded by 

the Information Systems Department to other County departments. 

County of San Joaquin, CA 


Debra Martens, MIS Specialist / Richard Simpson, MIS 

(209) 468-9745; dmartens@sjgov.org, 

Copyright © 2009, DMC, Inc. All rights reserved.



Project Team 

(209) 468-3383 rsimpson@sjgov.org 

2001-2002, County Wide 2006 

Vojin Hadzi-Pavlovic, Charlene Webber, Chris Bui, Dylan Tan 


The County of San Joaquin'S system began with the implementation of 

Ouestys and LegisStream in the offices of the Clerk of the Board of 

Supervisors. This project was followed shortly by implementations of 

Ouestys at the Public Works Department, Community Development 

Department and WorkNet. The system is used for the scanning of 

document backlog and annual additions, automated generation of 

Board Agendas, document archiving and retrieval and other document 

management functions. At present, the system is being implemented 

at the Sheriff's Office, Environmental Health Department and the 

County Hospital. In addition, all County departments are in the 

process of being connected to the Ouestys/ LegisStream in the offices 

of the Clerk of the Board of Supervisors and a county-wide 

implementation begun in August 2006. 

Client Name 

Department 




Project Team 


Metropolitan Government of Nashville and Davidson County, TN 


John Stone, Manager of Special Projects 

(615) 861-6276; john_stone@metro.nashville.org 

2001-3802 

Vojin Hadzi-Pavlovic, Charlene Webber, Radivoj Rakic 

The Nashville Metro Government system represents an enterprise-wide 

implementation of customized versions of Ouestys. The custornization was 

required in order to integrate the Document Imaging System with existing 

applications used by the Codes Administration, Purchasing and several 

other departments. While the integration was accomplished in accordance 

with project plans and specifications, problems developed when the 

systems had to be upgraded to keep pace with new operating systems, 

database managers and programming tools. Because of the fact that the 

upgrading of custom products was prohibitively expensive, Metro and DMC 

agreed to port indexes and images to a more advanced and flexible 

version of the standard Questys. This task was accomplished for the 

Codes Administration Department, and we understand that the Client likes 

the new solution even better than the original customized product. 

Page 10 



3.2Granicus 

Granicus provides streaming media and legislative management solutions to 517 local 

government agencies. All of our work with these agencies has occurred in the last 9years. The 

services acquired by these cities and counties are virtually identical to the services proposed in 

this RFP response. In addition, the Granicus team that will be deploying and supporting this 

solution will be the same team that deployed and supported our other 500+ clients. 

Reference #1 

Lexington-Fayette Urban County Government 

Primary Contact: Susan Lamb, County Clerk 

Telephone: (859) 258-3241 

Email: susanl@lfucg.com 

Product Description: MediaManager Enterprise, MediaVault, MinutesMaker, 

StreamReplicator, VoteCast 

Population: 268,080 

Deployment Date: 5/2007 

Reference #2 

City of Memphis, TN 

Primary Contact: Vincent Jennings 

Telephone: (901) 576-6659 

Email: vincent.jennings@memphistn.gov 

Product Description: (Audio Only) MediaManager Enterprise, MediaVault, MinutesMaker, 

VoteCast 

Population: 672,277 

Deployment Date: 6/2007 

Page 11 



Section 4 - Proposed Solution 

4.1 Solution Overview 

Questys/Granicus recommends that the requirements of Harrison County be addressed by 

implementing an integrated solution comprised of Granicus and Questys· Solutions Product 

Suite. The suite consists of the following components: LegisStream Automated Agenda 

Management System, Ouestys WorkStream, Ouestys WebCasf M , Granicus VoteCast 

Voting System, Granicus MinutesMaker and Granicus MediaManager TM. Following is a brief 

overview of components comprising the proposed solution. 

4.1.1 Software 

LegisStream® Electronic Agenda Manager 

LegisStream is an automated legislative agenda management system designed to elevate 

the business of developing and processing legislative agendas, actions and associated 

documents to unprecedented levels of effectiveness through the creation of a paperless or 

near-paperless legislative process. The system operates on Windows-based servers and 

workstations, it is integrated with MS Outlook and MS Office, and is compatible with a valiety of 

technical environments. While the system was developed to address the agenda process 

management for legislative bodies, LegisStream is equally well suited to agenda management at 

corporate entities. 

Ouestys WorkStream 

WorkStream is Questys' workflow component which allows work to be moved automatically 

from desktop to desktop for input, development, review and approval until the project is 

complete. It generates a virtual office that can be accessed from anywhere in the world. Client 

business processes can be re-engineered, 1towcharted and saved as Project Templates. Process 

definition can be parallel or sequential, and indude conditional statements and approval milestones. 

Projects are generated from project templates as the need arises, and assigned to Client staff. 

Project tasks are placed in User In-Baskets, accessed by users via LAN or Internet, and completed 

in a virtually paperless fashion. Project status is monitored and controlled by Project Managers. 

Ouestys WebCast 

Questys Web Server provides a means for Document Authoring, Workflow, Search and 

Retrieval on the Web. The system allows for Data Portability across a wide variety of 

platforms via the Internet, provides security based on document categories and system 

functions, and supports all standard imaging and document management functions. 

Granicus VoteCast Voting System 

Granicus Vateesst Voting System is software designed to efficiently organize and manage your public meeting 

processes. These tools put the control of parliamentary procedure actions such as annotating minutes, voting, 

motions, and speaker management functions in the hands of the County and your representatives. The Granicus 

Voting Systemis a simple and secure digital platform for managing public meeting proceedings. 

The software utilizes acentral server to coordinate the activities of each of the meeting participants. As the meeting 

proceeds, the meeting participants' view the most current information, associated attachments, personal searching 

and review of information and what actions are appropriate to perform according to Roberts Rules of Order. For 

Page 12 


• 


example, if an agenda item has been recorded, the Board members' interface will allow them to make a motion. If a 

motion has been made, the mover can withdraw their motion or other Board members can second the motion. If a 

motion is on the table, the chair can call for a vote and so on. The system also supports standard and non~standard 

parliamentary procedures including Substitute Motion, Consent Calendar, and Roll Call. 

Additional software included as part of the voting system is a Public Vote Display and Speaker Timer Display for 

use with an existing projection system or TV monitor and a Speaker Timer Display for digital readouts that can be 

installed in a podium. 

All meeting procedures and vote functions are easily managed by the clerk or meeting chairman with an intuitive 

administration screen. The system is completely integrated with the Questys' LegisStream legislative and workflow 

management component recording all motions, votes and all other meeting actions automatically and seamlessly. 

The system will manage vote capture through Elo's 1515L multifunction, touchcomputers. The silent all-in-one 

1515L integrates with the Voting System to provide the Presiding Officer and board members with unprecedented 

electronic access to all appropriate meeting information as well as automatic vote capture. 

Granicus MinutesMaker 

Granicus MinutesMaker combines the functionality of the County Clerk's live audio recording equipment and 

minutes annotation tools, making it simple to annotate your meeting minutes live during the meeting. By using the 

Minutes Maker software you can capture motions, votes, and discussion summaries as they occur leaving you with 

minimal annotation work the next morning. The MinutesMaker software logic is based on Robert's Rules of 

Order and standard parliamentary procedure. Thus, allowing the system to easily record a variety of motion types 

including amendments, substitute, and free form motions. In addition, the system easily handles updating of the 

roll call during the meeting, recording the times that voting members join and leave a meeting. Votes are recorded 

live through a simple interface, which defaults all members to yes or absent based on their current attendance at 

the meeting. Every item that is annotated through the software is automatically linked to the audio and video record 

of your meeting as you type, enabling very efficient cleanup of your minutes after the meeting. 

If the Clerk does need to review the audio and video of the meeting the next day in order to update their minutes, 

you can simply click on the text of your minutes and the MinutesMaker software will play back the audio and 

video from that precise point in the meeting. While you are watching or listening to the meeting record you can 

simply and quickly edit the text of your minutes. As a result, you will no longer have to spend hours fast forwarding 

and reWinding through the audio tape of your meeting in order to finish you minutes. 

Granicus MediaManager 

Granicus MediaManager consists of web-based software tools designed to efficiently organize and manage 

your streaming content. These tools put the control of broadcast activity, user account management, live event 

management, and usage reporting in your hands. MediaManager is the foundation technology of every solution. 

Page 13 


_~_ 

ll:>~"":' 


4.1.2 Hardware 

Preliminary system configuration is shown in Figure IV-A. As indicated in the Figure, the 

system at a minimum will consist of the following components: 

1. Application server(s) 

2. Scanning workstations 

3. Document scanners 

4. Drawing scanners 

5. Optical disk drives or jukeboxes for duplicate archive storage 

6. Existing or new search workstations 

7. Existing or new printers 

Central Site 

[J 

_. - - .... -- ... 

;,p' 

Existing printers 

Document scanners 

• Optical storage 

Optical storage 

../ ( Existing 

, i search 

•. . •• ) wo,k.",;oo. 

• 

Figure IV-A: System Configuration 

The proposed configuration features an advanced hybrid storage system comprised of a RAID 

and optical disk drives or jukeboxes. This storage technology is best suited to the County's 

needs because it offers virtually instantaneous document retrieval and total security of stored 

information. The County will be able to generate duplicate optical disks for off-site storage, 

which will render the system disaster-prepared. 

The County's RFP is unclear as to whether the system should use existing server, jukebox 

and scanners or new hardware components. In the event the County decides to purchase 

new equipment, a preliminary specification of hardware and system software is included 

below. The final specification will be developed in discussions with County. At that time 

the County will also decide whether to install a single server or two clustered servers. 

Page 14 



Application Server: Dell Poweredge 2800 

PowerEdge 2800: 

Additional Processor: 


Memory: 

Chassis Configuration: 

Bezel: 

Hard Drive Configuration: 

Hard Drive Backplane: 

Primary Controller: 

2nd Controller: 

Cable: 

Primary Hard Drive: 

2nd Hard Drive: 

3rd Hard Drive: 

4th Hard Drive: 

5th Hard Drive: 

Tape Backup: 

Tape Backup Software: 

Modem/Remote Management: 

Network Adapter: 

MS SQL Server: 

Power Supply: 

Uninterrupted Power Supplies: 

Floppy Drive: 

CD/DVD Drive: 

Keyboard: 

Mouse: 

Monitor: 

Documentation: 

Hardware Support Services: 

Installation Support Services: 

Dual Core Intel® Xeon Processor, 2x2MB Cache, 2.8GHz, 800MHz FSB 

Dual Core Intel® Xeon Processor, 2x2MB Cache, 2.8GHz, 800MHz FSB 

Windows Server® 2003 R2, Enterprise Edition, Includes 25 CAls 

4GB DDR2 400MHz (2X2GB), Dual Ranked DIMMs 

Tower Chassis Orientation 

Active ID Bezel Option for Tower Configuration 

Drives attached to embedded PERC4e/Di - RAID 5, 3 drives required 

1x8 Hot Plug SCSI Hard Drive Backplane 

Embedded RAID (ROMB) ~ PERC4e/Di (Embedded Integrated) 

39160 Ultra3 SCSI lVD Controller Card 

External SCSI Cable, Rear 

146GB 15K RPM Ultra 320 SCSI Hard Drive 





PowerVault 100T, DAT72, 36/72GB, Internal, TBU, No Controller 

CommVault GALAXY EXPRESS SERVER 

Dell Remote Access Card, 4th Generation, for PowerEdge 

Intel PRO/1 000 P Dual Port PCI Express 

Microsoft® SQl Server 2000 Standard (2 SOCket),OEM,NFI 

Redundant Power Supply with Y-CORD and Dual Cords 

Stand Alone 1500 Uninterrupted Power Supply 120V 

1.44MB Floppy Drive 

24X IDE CD-RW/DVD ROM Drive for PowerEdge Servers, All OS 

Dell Quietkey USB Keyboard, NMB 

USB 2-button Mouse 

Dell 17 Inch Analog Flat Panel LCD Monitor 

Electronic Documentation and OpenManage CD Kit 

3Yr GOLD Support, 4Hr Onsite, SIW Support, TAM Service 

No Installation Assessment 

Scan Workstation: Dell Dimension 5150 

Processor: 

Pentium® D Processor 820 with Dual Core Technology (2.80GHz, 800FSB) 


Genuine Windows® XP Home Edition 

Operating System Re-Instal'tn: PC Restore recovery system by Symantec 

Memory: 

1GB Dual Channel DDR2 SDRAM at 533MHz (2x512M) 

Dell Service & Support Plans: 2 Year On-site Economy Plan 

Mail-In Rebate: 

None 

Keyboard: 

Dell USB Keyboard 

Mouse: 

Dell® 2-button USB mouse 

security Software Pre-Installed: McAfee SecurityCenter with VirusScan, Firewall, Spyware Removal, 15-months 

Financial Software Pre-Installed: No QuickBooks package selected- Includes limited use trial 

Document Management: Adobe® Acrobat® Reader 6.0 

Internal Hard Drives: 

160GB Serial ATA Hard Drive (7200RPM) w/DataBurst Cache 

CD or DVD Drives: 

24x CD-RW 1DVD-ROM Combo Drive 

Floppy Drive and Media Reader: 3.5 in Floppy Drive 

Monitors: 

24 inch UltraSharpTM 2405FPW Widescreen Digital Flat Panel 

Video Cards: Intel® Graphics Media Accelerator 950 

Sound: 

Integrated 7.1 Channel Audio 

Speakers: 

No speakers (Speakers are required to hear audio from your system) 

Digitial Music: 

Musicmatch by Yahoo! Music - Basic music software 

Digital Photography: Corel Photo Album TM 6 Starter Edition - Organize and Edit your photos 

Modem: 

Integrated 56K Data 1Fax modem 

Dial-up Internet Access: 6 Months of America Online Membership Included 

Network Interface: 

Integrated Intel® PRO 10/100 Ethernet 

Purchase Intent: 

Purchase is not intended for resale. 

Tracer Skus: 

Dimension 5150C 

Onsite System Setup: 

No Onsite System Setup 

Page 15 



Optical Disk Drive: Plasmon Model UD030D - Desktop Drive 

Performance 

Average Seek (1/3 full stroke) 28ms 

Load Time 5 sec typical 

Unload Time 3 sec typical 

Drive Buffer 32MB 

Reliability 

MTBF (Power On HoulS) 100,000 

MSBF (Mean Swap Between Failure) 750,000 load/unload cycles 

Environmental 

Operating Temperature +10 to +350C 

Non..Qperating Temperature -40 to -.uOoC 

Operating Humidity 5 to 90% RH (non condensing) 

Non-Operating Humidtty 5 to 95% RH (non condensing) 

Operatin9 Vibration (5-350Hz) 00002 g1Hz 

Non-Operating Vibration (5-100Hz) 0.02 g1Hz 

Data Transfer Rates 

Max. Sustained Read Transfer Rate 8MB/s 

Max. Susfained Write Transfer Rate 4MB/s (including verify) 

Max. SCSI Transfer Rate 40MB/s 

Drive Operation 

Error Correction Reed-Solomon 

Objective Lens Numerical Aperture 0.7 NA 

Laser Wavelength 405 nm 

Electrical 

Operating Voltage 90 to 264VAC; 12.5V DC o/p 3.2A dc, 40W total 

Power Requirements AC 100-240V, 50-60Hz, 12A 

DC 12V, 4.2A, 50W +5V @ 2.5A (max); 1.9A (typical) 

Structure 

Dimensions (WxHxD in mm) 185 x 65 x 283 

Weight 2.9 Kg 1.5 Kg 

SCSI Connection 68 pin micro-D x 2 

Interface Wide Ultra 2 LVD SCSI Wide 

Drive Orientation Horizontal 

Warranty One year parts and labour return to base 

Certifications Approvals designed to meet Safety UL 60950-1, CSA C22.2 60950-1-03, IEC 60905-1. Emissions CISPR 22 

Class B (1985), EN55022 Class B (1988), FCC 47 CFR Part 15 Class B 

Sample Scanner Options: 

Futitsu fi·5750C: List price: $8,995.00 

57 ppm/114 ipm 

Up to 12" x 18" paper in ADF and flatbed 

200 Sheet Automatic Document Feeder 

Black/ White &Color 

Daily Duty Cycle: 8,000 pages 

SCSI or USB interface 

Fujitsu fj·4530C: List price: $3,995.00 

35 ppm/35 ipm 

Up to 11.7" x 17" in ADF 


No flat bed 


Daily Duly Cycle: 2,500 pages 


Fujitsu fj·4640S (Simplex) 

List price: $5,995.00 

40 ppm 

Up to 11.7" x 17" 

100 Sheet Automatic document Feeder 

Black &White 

Daily Duty Cycle: Up to 6,000 

Requires SCSI Interface 

Fujitsu fj·4750C: List price $8,995.00 

50 ppm/gO ipm 

Up to 11" x 17" paper in ADF and flatbed 




Requires SCSI interface 

Flijitsu SP fj·4220C2 (Duplex) List price: 

1,995.00 

25 ppm/50 imp 

Up to 8.5" x 14" in automatic document feeder 


Up to 8.5" x 11" in flatbed 

Black/ While &Color 

Daily Duty Cycle: Up to 1,000 pages 


Fujitsu fj·4120C2 (Duplex) 

List price: $1,195.00 

25 ppm/50 imp 

Up to 8.5" x 14" 

50 sheet Automatic document Feeder 

No flat bed 

BlacklWhite & Color 

Daily Duty Cycle: Up to 1,000 pages 


Xerox Documate 262 List price: 

$1,195.00 

Duplex scanning at 66 imp 

BlackfWhite &Color 

Holds up to 50 pages in ADF 

No flat bed 

USB Connection 

Xerox Documate 252 List price: 

$995.00 

Duplex scanning at 50 imp 

BlackfWhite &Color 

Holds up to 50 pages in ADF 

No flat bed 

USB connection 

Fujitsu fj·5650C (Duplex) 

List Price: $5,995.00 

57 ppm/114 ipm 

BlacklWhite &Color 


Up to 11" x 17" in ADF 

No flat bed 


SCSI III or USB interface 

Page 16 



4.2Product Descriptions 

4.2.1 LegisStreamID Electronic Agenda Manager 

LegisStream is an automated legislative agenda management system designed to elevate the business of 

developing and processing Board/Council Agendas, Agenda Packets, Actions and associated documents 

to unprecedented levels of effectiveness through the creation of a paperless or near-paperless legislative 

process. The system operates on Windows 200x servers and Windows 200x, and XP workstations, it is integrated 

with Outlook and Office and is compatible with a variety of technical environments. While the system was 

developed to address the agenda process management for legislative bodies, LegisStream is equally well suited to 

agenda management at corporate entities. 

The main screen of LegisStream is shown 

in Figure IV-1. As indicated therein, the 

system screen consists of a menu bar, 

toolbar and three panels. Panel 1 contains 

group tabs and main folders; Panel 2 

displays expanded structure of folders and 

Panel 3 includes function tabs, data 

elements, an electronic document vault and 

imaging functions. Group tabs, main 

folders and the directory tree folders are 

user-definable. They allow users to create 

the knowledge base pyramid and define 

the electronic filing cabinets. 

One of the group tabs in panel 1 will be 

assigned to legislative bodies of the 

Figure IV-1: Main LegisStream Screen 

Agency, and the main folders within that 

group tab to individual legislative 

bodies 

whose agenda is to be controlled by Legis Stream. As indicated in Figure IV-1, the legislative bodies tab and main 

folders are replicated in panel 2, and each main folder further subdivided into the following hierarchy: meeting 

dates, agenda sections, agenda subsections, agenda items and backup materials. 

Citv Council 

'e! lSI M~ol 

g 'M.M;;.;;" 

r'of"1'IM~'yot PIO T otnpore 

1+. 1 ' Ordin~nct: CL.ltmllill~e Cho/!lli 

t+:", Finance Comminee Chair 

1+' Ml!!'!mhl"lr of th~ Ct:'Il,i",c:il 

Mambet Name: 

'Charle~ Brown 

U-ilsr Name: 

Je-bIOW.... 

rc:~·;~:::·:~~~~~:~*:~':::': :::11 

l.lpd..." M"",10"" 

The system can be operated from the menu bar, 

the tool bar or directly from the main screen. For 

example, if a user right-clicks the mouse on Panel 

1 and selects the Legislative Bodies Properties 

option, the system will display the screen shown in 

Figure IV-2. This screen can be used to identify 

legislative bodies, legislative offices and elected 

officials. 

Figure IV-2: Legislative Body Editor 

This module is used primarily during system setup, 

and when necessary to record the changes caused 

by elections or reorganization. 

Page 17 



, " .. 

This module is also used during system setup, 

and when necessary to record the changes 

caused by reorganizations. 

Figure IV-3: Adding New Meeting Type 

~ (,P-ate Np-w Meetlng tor l~ee.lIlaf Mee-tme~ IXI 

SlaM INEW MEETING 

Templo!lt@l IRe~lar City Council'" 

Section Format ~~clifi~-u-~~~~b;;~-d 

Addt'e$$; 

rc~;;tC"h;;;b;~s-~~ 

735 Anacapa Street 

&;ity: rS;~t~-';;b~';;;~-- 

S-lale; rc;;;:-- 

Figure IV-4: Meeting Generator 

Turning our attention to the toolbar, if a user 

selects the Meeting menu, Create New menu 

item, the system will display the Meeting 

Generator screen shown in Figure IV-4. This 

screen provides a means for editing information 

pertaining to already scheduled meetings as well 

as for scheduling new meetings and generating 

corresponding electronic file folders. New 

meetings are scheduled by clicking on the Add 

button, selecting a date for the meeting and 

clicking on the OK button. 

This screen is also used to identify meeting 

venues and for selecting meeting agenda 

templates. 

m.r----.- 

", 

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+ ~;~;;:::::;~":~":','~;,;!;:;~;.:~!,.,\).. 11.__- 

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fit. "'_"IioJlIorIlooI"".,. 

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~_~!lIi_. 

!'IA1;"~~_~;fIlI:wor;~Mr 

Figure IV-5: Agenda Title Request 

As indicated in Figure IV-5, Panel No.3, 

includes the Agenda Title Request tab. This tab 

provides a means for the generation of new 

agenda items and preparation of Staff Reports. 

Agenda items are proposed and staff reports 

prepared by individual departments. Prior to 

submitting the report to the Agency Manager, 

the information included in this screen is 

available only to the originating department. 

Once the Staff Report is submitted, the 

information contained therein becomes available 

to the Agency Manager and others responsible 

for review and approval of agenda items. 

Page 18 



The Data Acquisition tab provides a means for: 

.~~ 

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.,',~;;-'- 

~!~Ii~~;~ 

":a ~~::.;;;; ~;.Li"lJt. '.11 ~W,~~1tI.1 

l,j":·.... ~u"'",!, •• ,.I~:,', ... "".~'.... : 

iTlI"{y,~':,'""F')IoWtI..I(.T.,..,.,; 

~ ~'~;::;:;',~::-lI'm~ 

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11\ ,':1':I1I~+" "!',",,','"11' 

. ~ ::;,i~Er;~S::I'1 

-','.:;;:i=:,;,,,,. 

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.• 

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"I. 1\\'·~JI~··'fI\f~III!'"'!I\I" 

~ ~;,~': ~'~~,:;:~Ir';~::f 

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:j ,:,',],:~,:,:'::~" 

·lil~,,!w.:I\oI."~'Il"~ .. 

........, _., " _ ,,, ,,,,. ···_~'~"~~~'aftJ~~ 

i:I_,_!'I"!!,.~,....." '''~''''''.';;'''!''''''''''';;''''''' ...lIIIIiiiiiiiiiiiiiiirill-'''',1 

Figure IV-B: Automated Agenda Generation 

I 

At the time the agenda and attachments are 

complete, the system operator would select the 

Meetings menu, Agenda menu item and Create 

Agenda function (see Figure IV-B). The system 

will start-up Microsoft Word, read LegisStream 

database, and prepare a Word file containing 

the Agenda. The Agenda file will be formatted 

to be virtually identical to the manually 

generated agendas, and it may be edited by 

authorized users as desired. 

Page 19 



Once the Agenda is prepared, it can be posted 

• ,,--i••,;~ii;;';;;;'i';;;;"I"-"""'" "~I to the Web site for public access over the 

intranet and Internet. To do so, the operator 

would select the desired meeting, right-click the 

mouse, select the Export menu and File System 

menu item, choose the Publish Selected Item 

On Line option and click on the export button. 

The system will export the agenda and all 

backup materials and publish them on the Web 

site. 

Figure IV-9: Web Posting of Agenda 

'-;~._ 

*"""",i,.!'.~,A 

- ,..--,------------------------------------3 

1':IIl-..""r.WrJ"";I.!"'~,I""wl'~ ••.LI.~ 

'~,!I,II,_•••I!_!!!I"_.'--~~"·"~"'~'"'"':::-:::-~:-'~~ 

~ 

i 

:':J __, 

LegisStream features several additional tools 

designed to facilitate automated management of 

the legislative process. Some of these include 

roll call and attendance accounting, legislators' 

work pad for each agenda item, official meeting 

minutes module. 

The system is also capable of automated 

generation of meeting minutes for distribution to 

elected officials and others immediately upon 

completion of a meeting. 

Figure IV-10: Vote Tabulation Module 

DMC notes that LegisStream is integrated with MS Office and MS Outlook, and that it 

automates the legislative process throughout its life-cycle, including the drafting, tracking 

and processing of ordinances, resolutions, and other legislative matters through the 

assignment to various committees, Board of County Commissioners, etc., to final 

disposition. 

Page 20 



4.2.2 Questys WorkStream 

WorkSfream is DMC's standard workflow engine designed to manage a variety of projects 

such as processing and approval of agendas, resolutions, ordinances, requisitions, contracts, 

purchase orders, invoices, vacation requests, etc. Typically, these projects entail a small 

number of tasks of short duration, and do not require sophisticated scheduling, monitoring and 

reporting. The system is very user friendly, easy to learn and simple to use. 

As indicated in Figure IV-11, the system features tabs for the Workflow In-Box, Workflow 

Management and Templates Management (label A). When a user selects one of the tasks 

(label B) and clicks on the Select button (label C), the system will highlight the folder 

containing the 

document associated with that task (label 

D). The user can open documents 

contained in the folder, perform requisite 

work and click on the Done button (label E) 

when the task has been completed. The 

system will then review the remaining 

project tasks and move them to the In-boxes 

of appropriate personnel so that they may 

continue with the project. 

Figure IV-11: Workflow Inbox Tab 

'-.I!I",""",j.W1"'Il_:._Il_I_~ 

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Figure IV-12: Workflow Management 

'~, '..:J 09!M.IIUlI .~ f'tIIIII'U-"t.* 

lD 'Je5\I.l;I A~I;II: ~lo11t1\t (MtIim ..... 1.. 

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·····~~'~;:Z~!·\j!"'·e,~~"I,~~ =~!,n~~ .. ···1· .. _··ijJ-"··'-~······----'-1 

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A.~I~"jji"" ""","in 

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I 

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I'll, P" 

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Figure IV-13: Resource Allocation 

The Workflow Management tab (see Figure 

IV-12) provides a listing of active projects 

(label A) including project name, startlfinish 

date, percent complete, project manager 

and project status indicator. When a user 

selects a specific project, the system 

displays a listing of project tasks (label B). 

This listing includes task description, start 

date, finish date, task status, a flag 

indicating whether or not a task represents a 

project milestone and a flag indicating 

whether or not the task requires formal 

approval. The Project Manager can select 

various buttons to create new projects; view, 

edit, delete and complete existing projects; 

and allocate resources. 

To create a project, a user would type the 

project name, select a template, identify the 

project manager and click on the Create 

button. The system will compute the project 

schedule, review the workload of Client 

personnel and assign tasks to individuals 

with the least amount of existing workload. 

These automatic resource assignments can 

be revised by the Project Manager (Figure IV 

13). 

Page 21 

Copyright ©2009, DMC, Inc, All rights reserved.


Figure IV-14: Workflow Template Generator 

Finally, the Templates Management tab 

contains the tools for re-engineering new 

business functions and generation of 

corresponding workflow templates. To 

generate a template, an authorized user will 

type in the template name, select the 

document category associated with that 

template and click on the Create New 

button. The system will then display the 

screen shown in Figure IV-14, and allow the 

user to define tasks, durations, 

precedence's, resources and approval 

requirements. Resource assignment to 

individual tasks is done at the position title 

level. 

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t·:~~c:::~=~ '=~:: J~: 

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. W~~';:-=:~ar;I'b"~ ,.::::=:. .._.... ~.~ij....._.,- ·········_-_··_·····_··_·_·,-~·1,,~·-,"'~·, ,..: .. . ...~ 

(t~2, 

• ll:f'!,:j~t~1t :A...nl:l~ :u. ~ Ul 

j 

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As indicated the Predecessor Tasks column 

in Figure IV-15, the system supports one to 

one, one too many and many to one type of 

branching (task precedence relationships), 

as well as forward and backward conditional 

looping, which will enable users to model 

virtually any workflow process. 

Figure IV-15: Task Relationships 

Page 22 



4.2.3 Questys WebCast 

The Questys WebCast is a system designed to provide agenda management capabilities 

via the Internet. 

When a user activates the Document Retrieval 

Button, the Questys Web Server will request 

the user to log in via User Name and 

Password. If desired, the Login option can be 

turned off. 

\1.",1'1..,. II 

p .....-I..-- 

Datablllll!l jLorge Osmo SOL.. 

Figure IV-16: Questys Web Server Login Screen 

_ 

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~"""":=::IJII/JI/fI27,// I..•.....•...._." I.'.N.. lIIIn.~:.~li:.G·N..:i.I."!I..::,~I.;,,.· ..:.,ii 

..··· ·.·.·.·.·.M.· .•. ·.· ....hH: ~'!'.!."'•.•.......i..I.Im L~,\I'I'~Ql.IWT'';' 

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If a user selects a folder or document from the 

structure of folders, the system will display the 

bibliography of the selected document. A user 

can then print separator pages to facilitate 

automated data entry, update document 

bibliography, add pages, perform OCR, index 

and archive document or perform other desired 

functions. 

C:'",",,] i:,",i~;i:] ,:Y;"'J 

r:,:J\


When a search is complete, the system 

displays a list of documents found. A user can 

double click on the desired document to view 

associated images. 

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to III!:b.d 

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Figure IV-22: Search Results Display Screen 

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~:::::::::E:::~;:· ...;::::::·;:':::;::::;;~:;::; :i~:~=;T::::.:;1 

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The system will display the image and text 

version of the first page of the document 

selected by the user. The viewer includes a 

full spectrum of image manipulation tools, 

thumbnails and other useful features. 

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Figure IV-23: Ouestys Web Server Viewer 

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4.2.4 Granicus MediaManager 

Granicus MediaManager consists of proprietary web-based software tools designed to 

efficiently organize and manage your streaming content. These tools put the control of 

broadcast activity, user account management, live event management, and usage reporting in 

your hands. MediaManager is the foundation technology of every solution: 

Public Site 

Our solution includes several pages for your Internet users to access on-demand media and 

live broadcasts. Users will use these pre-built pages to search out specific footage, and jump 

to specific events within your audio/video archive. The Granicus solution also allows for a key 

word search based on the index points associated with the County's complete library of video 

archives. This functionality substantially increases the convenience of access to and use of 

meeting archives. Around tl1ese core pages you can instantly control user access using a 

registration and log in system. All public web pages are seamlessly integrated into your 

current website, so that the look and feel of your site remains consistent. The 

MediaManager software license allows for one custom build archiving listing page, and one 

video skin. 

An archive listing page is an HTML template that matches the look and feel of the jurisdiction's 

web site. This template allows the jurisdiction to publish specific events and sets of archives to 

the web automatically. With MediaManager, the jurisdiction can publish live and archived 

content to a single archive listing 

page with one look and feel. 

..~. •,~~ttr.~jl 

W~Q)I1"!!wl:t"l€'l"le~4fd'1I't'Eld~~ 

~ 

~,I 

I'IP!!f9__~_.........." ...lIIIiiIj."'.'_i1••'.r"._".'""}",T.:,.l"!,~~/"L!:'€I!'€Igement System at Harrison County 

::;::::~;::;::::;;:~;:;::;:__~:a~;"Il.f '.< Here is another great example of 

an Archive Listing Page that will 

be customized for the County: 

......... - 

.:=::=, 

-- 

--- 

- 

J,D••• 

",,1--,·' 

- 

I,,~. 

I::;::: 

I 

_r.."".. '''''"....','''' .... _~"', 

'. hi ,...,.., \-, fO'l-' ,,,,",,ftl. v.'v 

..... ,1 "'.....r


included with MediaManager, can be used to encode your analog video by replacing the live signal with 

that of a standard video playback device such as a standard VCR or DVD player. In this scenario, the 

same capture tools for managing a live broadcast can be used to make your valued olf1ine content 

available online. Granicus also offers in house encoding from VHS or DVD as part of our professional 

services. 

• Automatic Live Event Scheduler and Archive Publishing - Live events, such as County Supervisors 

meetings, can be easily scheduled to be both broadcast live and archived through the Granicus Live Event 

Manager. By utilizing this tool, the County will not require staff time or technical assistance to start, stop or 

archive their live events. Archives are automatically transferred from the Granicus OutCasFM encoder to 

the Granicus MediaCenter and automatically published to the County's web site. These features 

substantially decrease the need for staff time to manage content creation and publishing to the County's 

web site. 

• Media Clip Administration provides clients the tools to create, edit, delete, index, trim and merge digital 

video clips. Once the media is in the archive library you can utilize indexing tools that allow you to set 

multiple "Jump To" points into the video, providing your end user the ability to easily navigate your 

streaming content. Various other editing and organizational tools allow you to modify your archives and 

add to the searchable Meta data associated with each archive. 

• Meeting Agenda Parser allows the County to index its video archives based on agenda item titles, by 

automatically pulling the agenda item titles and descriptions from the County's agenda and loading them 

into the Granicus MediaManager. These agenda item titles are then loaded into the live event manager, 

which allows you to index your video in real time by simply clicking on an agenda item title and pressing 

enter or double-clicking on an agenda item when the councilor board begins discussing that issue. Other 

solutions, if they offer indexing, force you to manually retype and load the text for each agenda item. The 

Agenda Parser feature assures quality indexing and substantially decreases the staff time needed to create 

indices. 

• Searchable Indexes - Audio and Video archives, which are viewable over the Internet, can be easily 

indexed with multiple jump points through the Granicus MediaManager software. These indexes allow 

users to jump directly to the specific point in the County's audio/video archive. The Granicus solution also 

allows for a key word search based on all the index points associated with the County's complete library of 

video archives. For example a key word search on "Water" will return to the user a direct link to all of the 

audio/video archives, which discuss water usage in the County. This functionality substantially increases 

the convenience of access to meeting archives. 

• Searchable Closed Captioning - The Granicus solution supports the use of closed captioning, and the 

association of the captioning with the streaming media. Captions are viewable during live and archived 

streaming for full ADA compliance. For archived meetings the captions can also be searched by key words 

allowing the user to jump to the appropriate point in the video archive. In addition captions can also be 

used to create a transcript for a particular agenda item through the Granicus MediaManager Software. 

• Document Management enables documents to be manually loaded and linked to video archives and 

directly associated to the appropriate agenda items, resulting in a searchable archive that includes both the 

audio/video record of your meeting and the staff reports or other documents that were used during the 

meeting. Cross-linking documents and audio/video archives provide the most comprehensive records 

archive system available. 

• CD and DVD Download with Indexing - AudioNideo Archives can be quickly downloaded and burned to 

CD or DVD by any administrator of the Granicus solution. The CD or DVD download also includes the 

agenda item indexing information so users of the CD or DVD can still jump directly to the agenda items 

they are interested in. This tool conveniently provides offline copies of your meetings for those citizens 

without Internet access. 

• Media Delivery subsystems, such as the Granicus StreamReplicator and MediaVaulFM, maximize your 

existing infrastructure investment by allowing you to deliver content using local storage and bandwidth 

Page 28 



when appropriate. These systems function transparently as part of the Granicus solution, and complement 

the robust delivery architecture at the Granicus MediaCenter. No special training is required to operate 

these devices as they function autonomously and are controlled by Granicus MediaManager software. 

• Summary Reports provide you with detailed usage reports. 

4.2.5 MediaManager. MinutesMaker 

• Granicus MinutesMaker acts as a substitute to the County Clerk's current live audio recording 

equipment and minutes annotation tools, making it simple to annotate your meeting minutes live during the 

meeting. By using the Minutes Maker software you can capture motions, votes, and discussion summaries 

as they occur leaving you with minimal annotation work the next morning. The MinutesMaker software 

logic is based on Robert's Rules of Order and standard parliamentary procedure. Thus, allowing the 

system to easily record a variety of motion types including, amendments, substitute, and free form motions. 

In addition, the system easily handles updating of the role call during the meeting, recording the times that 

voting members join and leave a meeting. Votes are recorded live through a simple interface, which 

defaults all members to yes or absent based on their current attendance at the meeting. Every item that is 

annotated through the software is automatically linked to the audio and video record of your meeting as you 

type, enabling very efficient cleanup of your minutes after the meeting. 

If the Clerk does need to review the audio of the meeting the next day in order to update their minutes, you 

can simply click on the text of your minutes and the MinutesMaker software will play back the audio and 

video from that precise point in the meeting. While you are watching or listening to the meeting record you 

can simply and quickly edit the text of your minutes. As a result, you will no longer have to spend hours fast 

forwarding and rewinding through the audio tape of your meeting in order to finish you minutes. 

• Minutes Templates are utilized to format the look and feel of your minutes document. Using the minutes 

template tools Granicus will develop an HTML minutes document that looks virtually identical to your 

current minutes format. However, the new minutes document will include links to the audio / video archive 

of your meeting as well as links to the appropriate supporting documents like staff reports for that meeting. 

• Mobile Encoder Option ~ The Granicus MinutesMaker also enables you to utilize the Granicus 

MobileEncoder. The MobileEncoder will allow you to utilize all of the functionality of MinutesMaker 

to record and index the audio / video of your meeting, and take your meeting annotations at a remote 

location without Internet access. When you return to your office, you can simply upload the audio file to the 

Granicus Media Manager. At which point it can be automatically published to the County's web site or 

edited just like the meetings that take place in the councilor board chambers. 

• Document &Agenda Management Integration - Granicus MinutesMaker allows for the integration of 

the Granicus Streaming media solution with the Ouestys agenda management solution in order to create 

the most complete and accessible archive of your public meetings and legislative history. Granicus and 

Ouestys are working together to produce a system that will archive and manage all aspects of your public 

meeting records. This includes meeting agendas, minutes, documents and audio/video recordings. All of 

these media types are automatically synchronized and cross-linked allowing for intuitive web based search 

and retrieval of information. In addition, the document and agenda management integration will allow the 

two systems to automatically share information, thereby streamlining your agenda and minutes workflow. 

• Voting System Integration - Granicus MinutesMaker is required for integration with the Granicus 

VotingSystem software. The Granicus VotingSystem workflow is integrated tightly with the Clerks use 

of the Granicus MinutesMaker software, which together allows legislative motions, votes, and attendance 

information to be recorded directly from the council member's finger into the clerks meeting minutes. 

Page 29 



4.2.6 Granicus MediaCenter 

Content Management and Delivery - To deliver reliable, high-quality audio and video content over the Internet you 

must have a secure and scalable distribution facility able to support hundreds or thousands of concurrent users; 

with this as our goal we created the Granicus MediaCenter. The Granicus MediaCenter enables us to store 

and distribute your content over the Internet to ensure your audience consistently receives a high quality stream. 

The Granicus MediaCenter is the core of all Granicus Internet broadcast solutions. This secure and reliable 

facility stores and distributes rich-media events to the public over the Internet. Live streams are encoded at your 

location and one stream is sent to our streaming servers at the Granicus MediaCenter. Archive files can also be 

uploaded directly to our servers. Your streaming content will be available through your web site, but the Granicus 

MediaCenter handles all requests for both live and archived streams. The only streaming that will travel over 

your network is the one stream per source that you are sending to the Granicus MediaCenter. 

The Granicus MediaCenter is well equipped to handle all of your streaming needs. It has direct redundant 

Internet connectivity at optical wavelength speeds to a variety of major Internet backbone providers, including 

Qwest Communications, SBC/Pacific Bell and others. 

In addition to providing standard Internet Data Center power facilities the Granicus MediaCenter has the 

significant added benefit of being a Designated Block 50 facility, allowing the facility to be exempt from rolling 

blackouts. MediaCenter Features: 

• Flexible Storage Programs 

• Flexible Distribution Programs 

• 24f7 System Support 

• Redundant Storage 

• Redundant Network Connections 

Bandwidth and Storage 

The County must provide at least 320Kbps per encoder upload Internet capacity for audio/video encoding or 

60Kbps for audio-only encoding. 

Granicus will provide all of the bandwidth and storage necessary to utilize your solution. The Granicus Managed 

Services plan includes "Unlimited Bandwidth" for streaming the County's live and on-demand content over the 

Internet through the Granicus Media Center. 

The Granicus Managed Services base plan also includes 12 months of archiving for all public meetings and 200 

hours of storage for additional content at the Granicus Media Center TM. 

4.2.7 Granicus Outcast Encoder 

Feature Rich Encoding - The Granicus Outcast encoder coupled with the Granicus MediaManager Software 

makes live streaming and archiving a simple and hands off process. Most encoders simply convert an audio video 

signal into a digital format that can be used for streaming; the Granicus OutcasFM does much more. Using the 

Granicus OutcasFM with your Granicus solution allows for live event scheduling, automatic web publishing, live 

indexing, slides, closed captioning, and automatic archiving and file transfer to distribution servers 

The OutcastT M Encoder integrates with the web-based Granicus MediaManager software and transfers live 

broadcasts to the Granicus MediaCenter in real time. The Granicus MediaCenter then duplicates and 

distributes your high quality audio and video content to the audience requesting the content. 

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While broadcasting a live event, the on-site Granicus Outcast Encoder can also archive your broadcasts for ondemand 

viewing later. Once your broadcast is complete, the encoded event is automatically transferred to the 

Granicus MediaCenter where our suite of streaming media tools is accessible for editing, management and 

publishing functions. 

• Live &Scheduled Broadcast Control 

• Automatic Archiving 

• Multiple Bit Rate Support 

• Automated Broadcast and Archive Publishing 

• Live event management: Indexing, Slides, and Closed Caption 

Granicus Audio/Video Podcasting Service 

Podcasting (provision of mp3 download) improves public access and government transparency beyond what can be 

provided with only streaming. The subscribe model of podcasting is a version of push technology, which is 

different than streaming, which requires the end user to retrieve content from your website. With podcasting you 

choose which files to offer in a feed and the subscriber chooses among available feed channels to automatically 

download. Subscribing to podcasts allows a user to collect programs from a variety of sources for listening or 

viewing either online or off-line through a portable device, whenever and wherever it is convenient. Citizens and 

staff will no longer have to visit the (city's) website to see if new content is available. In addition, they can now 

review this content when they are off line. 

Popular uses of podcasting in other government agencies include the following: 

• News releases 

• Important speeches, statements and press brie'fings 

• Legislative meetings 

• Tourism and Parks promotions 

• Emergency Radio Broadcast 

When podcasting is enabled, a series of podcasting servers are activated and begin transcoding both new and 

existing archived content from Windows Media video format to MP3 audio format. MP3 audio is used because it 

plays on both iPods and other brands of music players, and reaches the widest possible audience. Once the files 

are converted into MP3, they are stored on special podcasting servers located within the Granicus MediaCenter. 

Just like your streaming content, you are allowed unlimited bandwidth and storage. 

Podcasts within the Granicus system are published via the same "View" mechanism used for publishing video 

archives. When podcasting is enabled for your site, you will notice in your MediaManager view editor page that a 

podcast URL appears next to your normal publishing URL for the view. You can use this URL anywhere you wish 

to place a link to the podcast. In addition, the views themselves can be enhanced to include a podcast link, or links 

to download any of the available MP3 files individually. Finally, a link can be added to the video player itself that 

allows the user to download the MP3 file while they watch the video. 

Users of the system can access content in a number of ways, they can either download individual MP3 files that 

they are interested in, or they can subscribe to the podcast and synchronize it with their portable audio player, such 

as an iPod. Any standard MP3 player can be used to playback the audio files, including winamp, quicktime player, 

windows media player, real player, and countless others, as well as just about any digital music player on the 

market today. 

Finally, podcasts can be registered with the iTunes music store, giving your podcasts a much wider audience by 

exposing it to an audience of millions of iTunes users. 

Page 31 



4.2.9 Granicus Voting System 

The Granicus Voting System provides a secure and simple digital platform for managing public meeting 

proceedings. The Granicus Voting System workflow is integrated tightly with the Granicus Live Meeting Manager 

software, which together allows legislative votes to be recorded directly from the individual council members into the 

clerks meeting minutes. In addition, voting results can be displayed to the audience as a projected image or 

displayed through other traditional methods. The Granicus voting system is unique because it offers an inclusive 

work flow that not only involves the Mayor and the council, but also allows for live interaction with the City Clerk and 

other important City staff members. 

When a motion is made by the council it is recorded by the City Clerk through the Granicus Live Meeting Manager 

software and subsequently displayed to each council member. As the Mayor calls for the vote, council members 

are prompted through a simple display to cast their vote on the current motion. The voting system records and 

tallies the votes live, and will display the vote results upon prompting by the City Clerk or Mayor. The system 

supports standard and non-standard parliamentary procedures including substitute motions, consent calendar, and 

Roll Call. In addition to providing a complete workflow for managing motions and votes, the Granicus solution also 

supports speaker list management and the display and management of multiple timers. Finally, the system 

generates searchable web based reports of the meeting proceedings. Reports include voting and attendance 

records as well as links to supporting materials used in the meeting. 

• Simple voting management and display that non-technical council member can use 

• Supports projection and plasma screen display for vote results 

• Speaker list management for the Mayor 

• Multiple preset timers and display 

• Extremely fast work now, which can keep pace with any meeting. 

• Links directly into Granicus Live Meeting Manager used by the Clerk 

Page 32 



Section 5 - Documentation,Maintenance, Support, Licensing 

Structure and Warranty 

5.1 Documentation 

Questys Solutions' and Granicus' products have on-line manuals and will provide hard copies of 

each manual free of charge with the purchase price. In addition, electronic copies on CD will be 

provided to enable the County to produce additional copies. Free documentation will be provided 

with new software releases. 

Granicus provides each of our clients with a full-system User's Manual and access to over 25 Quick Reference 

Guides (QRG's). In many cases, QRG's are also accompanied by weekly online training classes which are 

available to all Granicus clients at no charge. In order to keep our clients up to speed on best practices and 

creative ideas, we provide our clients with a monthly newsletter; Granicus also hosts an annual User Conference in 

San Francisco. 

Documentation Listing: 

Main Application Quick Reference Guides (QRG) 

MediaManager Enterprise with MinutesMaker ~ 

MinutesMaker Desktop ~ 

VotingSystem .. Clerk's Version ~ 

Voting System -- Elected Official's Version ~ 

Administrator Quick Reference Guides 

Apply Changes ~ 

The Apply Changes button is used to save changes that have been made to an Archive. When clicked, this 

button combines the information in the MediaManager database with the video file stored in the Granicus 

DataCenter. It will also update any videos stored on a MediaVault. 

Access Control ~ 

The Access Control function is used to restrict access to a View (web) Page. 

Audio Input Levels ~: 

After a hard re-boot of your Granicus Outcast Encoder, you may find your audio levels are producing lower 

levels. To adjust the output audio levels from your encoder, follow the steps listed below. 

CD Creator Tool ~ 

The Granicus CD Creator is a free application that can be downloaded from the Media Manager program 

through the Download Center. This program is used to gather video content together for use in burning CDs. A 

completed CD will have videos playing in the Player Template (video skin) with itemized Agendas. (Get the 

software in the Download Center) 

Channel Filter Plllg-in 1j 

This plug-in for Windows Media Player allows you to isolate individual audio channels in a Windows Media File. Used 

in 2 or 4 channel recordings to isolate the sound from asingle channel, such as isolating one person speaking, 

Footpedallnstallation ~I 

A footpedal is a device that can be attached to a computer through a USB port that will allow the user to start, 

stop, rewind, and fast forward video content in Granicus. (Get the software in the Download Center) 

Group Permissions 1:j 

Many different types of users access your Granicus application to perform a variety of tasks. Each user is 

Page 33 



assigned to a Group that allow varying levels of access to operate the different functions within the application. 

Podcasting and RSS Guide ~ 

Podcasts are available for all types of content - talk shows, music programs, and now - city council meetings 

and government programs! This guide helps understand how to implement and use Granicus' podcasting and 

RSS features on your archive view pages. Any archived meeting can now be stored as an mp3 file and made 

available via a system known as RSS (Really Simple Syndication) for podcasts. 

Recycle Bin '1:'. 

Recover deleted archive files from the recycle bin. 

Reports '!; 

Reports are used to monitor the amount of public traffic a Granicus site receives. 

Video Uploader 13 

The Video Uploader allows you to add existing video or audio files from your computer into Media Manager. This 

application can be used to upload internal training files, or old meetings that you want to index and store, or just 

about any video file that you want to have stored in your Granicus software. (Get the software in the Download 

Center) 

Window Video Encoder '!I 

The Windows Media Encoder is used to convert media files from most formats into Windows Media - Video or 

Audio format (WMV or WMA). It can also be used to set the playback Bit Rate for a file. 

User Supplemental Quick Reference Guides 

Apply Changes b 




Channel Filter Plug-in a 

This plug-in for Windows Media Player allows you to isolate individual audio channels in a Windows Media File. 

Used in 2 or 4 channel recordings to isolate the sound from a single channel, such as isolating one person 

speaking. 

Creating New Folders '1:'i 

Create folders to store specific types of Archives for different committees, departments, or commissions. 

Embedded Meetings 6J 

On occasion a Councilor Commission will hold several meetings of different groups within the same Event. A 

City Council, for example, may hold a Planning Commission meeting in the middle of a City Council Meeting. 

Intro Clips and Playlist ~ 

lntro Clips are used to playa video clip before the start of every Archive stored in a folder. Intro Clips are often 

used to put a message from the Mayor (or other important person) or a PSA before the meeting Archives. 

live Meeting Manager Quick Key Reference Chart I Large Chart I Small Chart I ~ 

A large (8.5 x 11) or small (5 x 7) quick keyboard reference chart for while you are working with MinutesMaker. 

PowerPoint •• Adding slideshows to meetings ~ 

PowerPoint slideshows can be added to a Granicus video presentation as uploaded documents. The slides can 

be added either before or after a meeting. 

Publishing Points ~ 

Publishing Points are used to create Internet links to Events, Archives, or Cameras. 

Recycle Bin ~ 

Page 34 



Recover deleted archive files from the recycle bin. 

Searching ~ 

Tips for searching items on the View page. 

Trim Tool ~ 

The Trim Tool is used to edit video content. It can cut off empty space at the beginning or end of a video, or 

create a clip from specific content. 

Webmaster Quick Reference Guides 

Apply Changes rif:: 




Webmaster User Guide ~I 

This guide contains all of the information a Webmaster needs to access, edit, and publish the videos and 

documents stored in Granicus. 

Podcasting and RSS Guide iii 

Podcasts are available for all types of content - talk shows, music programs, and now - city council meetings 

and government programs! This guide helps understand how to implement and use podcasting and RSS 

features on your archive view pages. Any archived meeting can now be stored as an mp3 file and made 

available via a system known as RSS (Really Simple Syndication). for podcasts. 

Publishing Points ~ 

Publishing Points are used to create Internet links to Events, Archives, or Cameras. 

Creating View Pages ~ 

View Pages display a list of content to the public. 

View Page Content ~ 

Every time a new Event or Archive folder is created the view page must be updated to recognize that a new type 

of meeting or video should be displayed. 

Editing Templates ~ 

Templates are used to create the look and feel of information within the Granicus system. They are used to craft 

View Pages, Player Skins, and Agendas and Minutes documents. Templates can be easily customized by users 

with HTML knowledge. 

Page 35 



5.2 Maintenance 

5.2.1 Automated Agenda and Workflow System Maintenance 

When a client reports a problem with the system, the same is resolved via the following 

escalation process. 

a. Initial problem identification (hand-off from help desk) 

Problems are reported to DMC's intake technician, assigned an identi'fication code and 

recorded in DMC's Oracle Small Business Suite, and assigned to a service technician. If 

necessary, problems may be assigned to DMC's software engineers. Problem diagnostics 

and repairs are made over the web using WebEx and resolutions documented in Oracle 

Small Business Suite. 

Technical Support Telephone: 866-362-6246, Option 3, Fax: 949-458-6004 

Technical Support E-mail: TechSupport@questys.com 

b. Triage for priority and severity of problem 

Severe problems (system down) are given high priority and attended to immediately. 

Intermediate problems (system is operational in downgraded mode or it requires a workaround 

procedure) are attended to when all severe problems are resolved. Minor issues and requests 

for enhancement are scheduled for a future software release. 

c. Steps for resolving problem escalation when a solution is not forthcoming or an 

implemented solution is unsatisfactory 

If the problem cannot be resolved through the point of contact for customer service and technical 

support, the Client may escalate it to the Development Department. If this step is unsuccessful, 

the problem may be escalated to Charlene Webber, VP of Government Sales, who will bring it to 

the attention of DMC's President when and if required. 

d. Final authority regarding conflicts 

The final DMC's authority regarding conflicts is Andre Hadzi-Pavlovic, President. 

The response time goals for severe, intermediate and minor problems are 4 hours, 8 hours 

and 6 months. 

Clients, partners and DMC staff submit requests for new product features in writing via e-mail. 

Requests are reviewed by senior management and classified as (1) DMC-sponsored 

enhancements or (2) special client requests or (3) rejected. Requestors are informed of a 

decision via e-mail. 

DMC-sponsored enhancements are scheduled for implementation in a new release of the 

product. Special client requests are specified, and a cost estimate and schedule are prepared 

and sent to the requesting client for approval. Work is done upon receipt of a purchase order. 

5.2.2 Granicus Managed Services 

All managed services plans are billed on a monthly basis, and require the first month be paid 

during the initial setup of your Granicus solution. All plans include full Managed Services, 

complete monitoring and maintenance of your on-site hardware and 24/7 technical and user 

Page 36 



support for your complete solution. Managed Services also includes all software upgrades and 

bug fixes for all of the County's Granicus software components. The goal of our Managed 

Services program is to help the County realize the highest level of value and satisfaction from 

Granicus solution, without incurring additional or unexpected costs. Granicus Managed 

Services include the following: 

Technical and User Support 

Granicus offers continuous customer support and is dedicated to ensuring that the County is 

completely satisfied with Granicus products and services. Granicus staff is available to the 

County 24hrs a day, 365 days a year, via the contact info below. 

Monitoring 

Direct (8:00am to 6:00pm Pacific time): 415-357-3618 

Toll Free (8:00am to 6:00pm Pacific time): 877-889-5495 

Site: www.granicus.com 

Email: support@granicus.com 

Atlanta Office 

1170 Peachtree Street, NE 


p: 404-541-9223 I f: 404-541-9227 

As part of the County's Managed Services Granicus will continually monitor, on a 24/7 basis, 

all the software and hardware included in your solution. Should any malfunction appear, 

Granicus will immediately notify the County and proceed to resolve the issue. Granicus is 

committed to repair or replace any non-functioning hardware, provided directly from Granicus, 

within 24 hours for up to 3 years. 

Software Upgrades 

Granicus provides its software as a "Lifetime License", and all software upgrades are included 

as part of your Managed Services program. This includes both the rights to use the upgraded 

software and any services required as part of the upgrade process. 

Bandwidth and Storage 

Through Granicus Managed Services we will provide all of the bandwidth and storage 

necessary to utilize your solution. The Granicus Managed Services plan includes "Unlimited 

Bandwidth" for streaming the County's live and on-demand content over the Internet through 

the Granicus Media Center. 

The Granicus Managed Services base plan also includes 12 months of archiving for all public 

meetings and 200 hours of storage for additional content at the Granicus Media Center. 

Page 37 



5.3Support 

DMC is affiliated with Fujitsu, Ingram Micro, Toshiba America Business Solutions, SunGard 

HTE, Visioneer/Xerox and several systems integrators, VARs and data conversion service 

bureaus. DMC is capable of implementing the system and providing maintenance and support 

services on its own or in combination with a local office of one of its partners. 

DMC offers three levels of support, Bronze, Silver and Gold. 

BRONZE LEVEL 

DMC shall maintain the software in good operating condition and repair in a professional 

and responsive manner. Specifically, DMC shall: 

a. Provide software bug fixes as necessary. 

b. Provide new releases of software manufactured by DMC within one month from official release. !\Jew 

releases will be made available as electronic downloads. DMC guarantees a minimum of one new release 

annually. 

c. Provide one electronic copy of new releases of the User Reference Manual. 

SILVER LEVEL 

Client will receive all benefits of the BRONZE LEVEL plan in addition to the following: 

a. Access to the Questys Online Knowledge Base. 

b. Unlimited e-mail technical support for users and administrators with a 24-hour response time guarantee. 

The response time guarantee is calculated from the exact time that the support request is received if that 

request is received during the support period outlined in Section 2. If the support request is received 

outside the support period, the response time guarantee clock begins at the opening of business on the 

following business day. 

c. Access to the Questys Online Knowledge Base and e-mail support is available through our online support 

system. All e-mail support requests must be initiated by the client through our online support system. 

d. Each client that purchases the Silver Level support plan will receive a single, email login to our online 

support system that can be shared by all client personnel. 

GOLD LEVEL 

Client will receive all benefits of the BRONZE LEVEL and SILVER LEVEL plans in addition 

to the benefits listed below: 

a. Unlimited direct telephone support for up to two (2) designated system administrators with a four-hour 

response time guarantee. The response time guarantee is calculated from the exact time that the support 

request is received if that request is received during the support period outlined in Section 2. If the support 

request is received outside the support period, the response time guarantee clock begins at the opening of 

business on the following business day. 

b. Unlimited direct telephone support is available for system malfunction issues only. All user support issues 

must be initiated via email through the SILVER LEVEL support structure. 

Additional support for defined scope is available on a purchase order basis. 

5.4License Structure 

DMC offers five types of software licenses: Server, Capture Workstation, Scanning Workstation, Authoring 

Workstation and SearchNiew Workstation. 

Page 38 



Server licenses allow user stations to connect to the system and utilize various imaging, document management 

and workflow functions. Server licenses include the following: Questys Server-1st processor, Questys Serveradditional 

processors, Questys WebCast Server, Questys WorkStream Server and Questys LegisStream Server. 

A Questys Server license is mandatory for every networked system and it includes one basic server license, one (1) 

Scanning Station license (full system capabilities) and nine (9) Concurrent Authoring Station licenses (full system 

capabilities except for scanning and OCR). 

Scanning Station licenses provide users with all system functions, including scanning, recognition, document 

hierarchy management, import, editing, workflow, search and retrieval. 

Capture Station licenses provide users with all system functions available with the Scanning Station license, plus 

data entry automation studio and runtime modules. 

Authoring Station licenses provide users with the same functionality as the Scanning Station license except for 

scanning and OCR. 

RetrievalNiew licenses provide users with retrieval, view and output functionality. 

Server and Scanning Station are sold per named server/station, and Authoring and SearchNiew Station licenses 

are sold per concurrent user. Aconfidential price list is presented below. 

Page 39 

Copyright ©2009, DMC, Inc. All rights reserved,


Software Component Quantity MSRP 

Ouestys Server License-first processor 1 $5,999.00 

Questys Server License-added processors 1 $4,999.00 

Questys Web Server - Search, Retrieve & Author 1 $7,999.00 

Ouestys WorkStream Server 1 $5,999.00 

Ouestys LegisStream Server 1 $5,999.00 

Ouestys Royalty-Free Searchable CD Module 1 $4,999.00 

Ouestys Automation Server 1 $9,999.00 

Granicus Integration Module 1 $2,999.00 

Ouestys Capture Station License 1 $3,499.00 

Questys Scanning Station License 1 $1,999.00 

Questys Concurrent Retrieval/Authoring Licenses 1 $1,499.00 

Ouestys Concurrent Retrieval Licenses 1 $499.00 

5 $1,999.00 

10 $3,599.00 

25 $7,999.00 

50 $13,999.00 

100 $23,999.00 

250 $49,999.00 

Page 40 



5.5Warranty 

DMC warrants its products as follows: 

a. DMC warrants that it will hold Licensee harmless, and defend or settle any claim against 

Licensee that any or all Software, documentation and/or related materials or Licensee's 

use thereof, infringe a copyright, patent, utility model, industrial design, trademark or 

other third party intellectual property right or misappropriates a trade secret or right of 

confidentiality provided that Licensee (a) promptly notifies DMC in writing of the claim; 

and (b) cooperates with DMC in, and grants DMC sole authority to control the defense 

and any related settlement. DMC will pay the cost of such defense and settlement and 

any costs, attorney's fees and damages awarded by a Client of competent jurisdiction. 

If such a claim is made or appears likely to be made, DMC may procure the right for 

Licensee to continue using the Software, documentation and/or related materials, may 

modify Software, documentation and/or related materials without degrading the 

performance thereof, or may replace same as acceptable to Licensee. 

b. DMC warrants that it has full power and right to license the Products and perform all 

other terms of this Agreement; 

c. DMC warrants that the unmodified Products will operate in accordance with the current 

documentation when properly installed and will be free of defects under normal use for 

a period of twelve (12) months from the date of delivery of the software. Licensee must 

notify DMC in writing, within the warranty period of its claim of such defect. If the 

Products are found defective by DMC, DMC will correct any program errors at no 

additional charge to Licensee. 

d. DMC represents and warrants that any Software, documentation and/or any related 

materials provided to Licensee pursuant to this Agreement, at the time of delivery 

and/or subsequent versions, releases, updates or revisions of any kind shall be year 

2000 compliant. In the event that the Software is found by Licensee not to function as 

specified in this Section, in the documentation and/or in the related materials as a result 

of the Year 2000 date, Licensee shall report said defect to DMC and DMC shall, at no 

additional charge to Licensee, correct any such defect. 

e. The warranties under this agreement are the sole and exclusive warranties expressed 

or implied given by DMC in connection with this agreement, and DMC disclaims all 

implied warranties, including implied warranties of merchantability and fitness for a 

particular purpose. DMC does not promise that the software is error-free or will operate 

without interruption. Neither licensee, sub-licensees nor any end user or third party 

claiming rights through licensee will hold DMC liable for any damage or loss due to the 

ineffectiveness, defect, or failure of the software and/or hardware to function, including 

without limitation, any business interruption, lost profits, or consequential or incidental 

damages. 

Page 41 


,- 


Section 6 - Project Implementation 

6.1 Project Tearn 

Mr. Radivoj Rakic will participate in this project in position of Principal Applications Architect. He has over 

ten years of experience in the fields of business process repengineering, system design, systems programming, 

applications programming, systems analysis, engineering and construction. He is the principal developer of 

Questys 2000, LegisStream and several other DMC software products. He has implemented these products at 

several clients such as the cities of Anaheim, Corona, Folsom, Nashville, Upland, and the County of Kern. Mr. 

Rakic has also repengineered all of the departments and added imaging technology to the Metro Government of 

Nashville and Davidson County, Tennessee. Mr. Rakic is proficient in several computer languages including 

several programming languages, including Visual Basic, C#, ASP, JavaScript, TpSQL. He is also well versed in 

DOS, Windows, and Windows NT operating systems and is a Microsoft Certified Professional. 

Mr. Milenko Djuricin will participate in this project in position of Director of Integration. He has over 20 

years of broad computer industry experience, ranging from mainframe system programming, to networking 

infrastructure, client/server and web application development. He directed and participated in numerous application 

development and consulting projects for large financial institutions, smaller accounts in health and local government 

areas, as well as in epcommerce. As a Vice President pDevelopment at DMC, Mr. Djuricin designed and developed 

the Questys Web solution, as well as several new Questys functional modules, such as WorkStream, Version 

Control, Retention Scheduling, External Database Lookup and Quality Control. Presently, he is directing DMC staff 

in development of QuestysPro, a .NETpbased version of the system. 

Mr. Djuricin holds many industry certifications, including Microsoft Certified System Engineer, Microsoft Certified 

Solutions Developer, Microsoft Certified Database Administrator, Microsoft Certified Application Developer for .NET, 

and Microsoft Certified Solution Developer for .NET. He is also Sun Certified Programmer for JAVA. 

Ms. Laura Lechien, Sales Manager, will participate in this project in a position of the Project Coordinator 

and Training Specialist. She has over fifteen years of experience in Sales and Marketing specializing in 

Corporate America and Government Agencies and has served as a liaison between vendors, distribution channels 

and clients internationally. With her experience mostly concentrated in the field of electronic records management, 

content management technology and telecommunications and along with her extensive training skill, she has 

successfully trained clients in numerous involved projects. 

Mr. Jeremiah Bui, Solutions Engineer, will participate in this project in a position of the Project Manager 

and Training Specialist. He has over nine years of experience in Sales and Marketing specializing in Corporate 

America and Government Agencies and has served as a liaison between vendors, distribution channels and clients 

internationally. With his experience mostly concentrated in the 'field of electronic records management, content 

management technology and telecommunications and along with his extensive training skill, he has successfully 

trained clients in numerous projects. 

The following is a listing of the GraniclJs Staff that will make up the County's Implementation and Support Team: 

Robert Swain - Granicus Project Manager 

Robert brings to his position a strong background in technical project management, 

business system analysis and integration, and a dedication to the customer. In addition 

to project management skills, Robert has a diverse work experience that includes being a 

certified teacher. Prior to joining Granicus, Robert worked for Del Monte Foods as an IT 

Project Manager responsible for implementation and integration of several large ERP 

systems, web based programs, and managed day to day IT Infrastructure for 

Page 42 



desktop/laptop; hardware/software and server hardware for a multi location company. 

Robert earned his Bachelor's in Finance at Ohio State University. 

Wendy Pochop - Granicus Support/Deployment Specialist 

Wendy brings to Granicus over five years of training and customer care experience. At 

Granicus, she is responsible for training new DCWASAs and ensuring their future success 

with the product. Prior to joining Granicus, Wendy worked as a Trainer and Instructional 

Designer for several Bay-area software companies. She has a degree in Technical and 

Professional Communication from Cedarville University in Ohio. 

Neil McKay - Granicus Sr. Graphic Designer 

Neil has a broad range of experience from a range of professional design positions. This 

experience enables Neil to work effectively with DCWASAs to achieve and exceed 

expectations in any media. In co-operation with the DCWASA's webmaster he will 

manage the integration of the Granicus MediaManager's template system with the 

DCWASA's own website. 

Chris Winger - Granicus Customer Advocacy Manager 

Chris oversees the Granicus DCWASA base and distribution of Granicus Solutions while 

directing the Account Management Team. While working with the Account Managers, 

Chris' priority is to ensure DCWASA happiness, optimal solution usage and to direct 

internal DCWASA communications. Chris joined Granicus in October of 2007 as an 

Internal Customer Advocate, after several years of experience ranging from web design, 

technical support to customer service for Farmers Insurance Group and EarthLink. Chris 

is truly passionate about the Granicus mission, products and DCWASA base. 

Page 43 



6.2Methodology and Approach 

6.2.1 Implementation of Automated Agenda Management and Workflow 

Task 1: Authorization to proceed 

The project will commence following the issuance of an authorization to proceed. 

Task 2: Conduct Project Kick-off Meeting 

The project will begin with a project kick-off meeting. On the County's side the meeting should be attended by the 

County's Project Manager and representatives of various County departments. On DMC's side the meeting will be 

attended by DMC's Project Manager and, if required, Principal Consultant. 

DMC anticipates that the agenda will include the following points: 

a. Introduction of project team members and the establishment of points of contact 

b. Identification of documents to be included in the system and collection of samples 

c. Discussion of County's agenda and minutes format 

d. Other subjects of interest to the County management and staff 

Following the meeting the County will provide to DMC sample documents and charts defining the flow of processes 

identified in point (c). In the event lists of standard metadata elements and existing process flow diagrams are not 

available, they will be developed by DMC during the requirements survey. This work is not inCluded in the cost 

estimate, and it will increase project cost. 

Task 3: Customize LegisStream Agenda Template 

DMC staff will review existing agenda format and customize agenda template accordingly. DMC understands that the 

County uses one uniform agenda format for all meeting types. 

Task 4: Implement the system 

DMC will prepare flowcharts depicting business processes associated with six document types identified in RFP 

Appendix C. Flowcharts will be reviewed by County staff and finalized to incorporate comments. DMC will then 

develop workflow templates for these business processes. 

Task 5 • 9: Install the system 

The County will issue purchase orders for hardware and third-party software identified in the system design report. 

Upon delivery, County will install hardware and software components and test the system to ascertain that the 

product is compatible with County's technical environment. 

DMC will install application software, set-up security for six document categories and 20 users, prepare a solution 

testing plan and test the system for proper operation and adequate performance. 

Tasks 10 • 11: Train the County Staff 

DMC will develop a training program and train County staff as described in Section V-4. 

Task 12: Project Management 

This task includes project planning and control activities. 

Page 44 



6.2.2 Implementation of Granicus Solution 

Experience with Similar Projects and Technologies 

Granicus is very focused on local government specific streaming video applications with an emphasis on public 

meetings. Currently, we are deploying over 15 streaming solutions for local government per month. Our process for 

building solutions is well defined and summarized in the below bullet points. 

• Understand where the client is today. 

• Understand where the client would like to be in the future. 

• Show the client what we are doing with our 500+ clients. 

• Build a bridge between where the client is today and where they would like to be using our infrastructure, services and software. 

Installation Services 

Installation of the Granicus Web Streaming, Minutes Annotation, and Voting System will be completed by Granicus 

with facilities assistance from the County, 

Installation of Outcast Encoder: 

A member of the Granicus staff or one of its partners will come on-site to perform the installation. The staff 

member will perform the hardware and software installation, configuration, and validation while at your 

location. There are only two steps required of you to successfully complete the installation. 

1. If you have a firewall on your network, some minor modifications must be made for the system to operate. 

2. If you have installed a Virtual Private Network (VPN) to grant access to your network, Granicus requests an 

account. 

If you don't have either a firewall or a VPN on your network, don't worry; the Granicus Outcast Encoder can still 

work for you. The staff member will be able to configure your Encoder accordingly. Below is a list of steps 

performed dUring the installation describing who is responsible for each step. 

Shipping 

Hardware Configuration 





Granicus Software Configuration 




Shipping 

Shipping 

Onsite Install 







Network Access 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Granicus 

Client 

Granicus 

Client 

Granicus 

The Granicus Outcast Encoder requires an external IP interface to properly communicate with the Granicus 

MediaCenter. Whenever a user from outside the network requests a stream, the Granicus MediaCenter initiates a 

connection to the Encoder and pulls the stream. For this to work properly, the Encoder must have a static public 

IP address assigned to a network interface. This address can be NATed with a port forward. Oftentimes, our 

clients choose to place the Encoder in a DMZ behind a firewall. This is the preferred method. However, the 

Encoder can be placed outside of your network and work effectively. 

Page 45 


J. 


The Encoder communicates by periodically contacting the Granicus MediaCenter on port 80 and performs a small 

set of XML transactions. The firewall requirements are inbound port 8080 (port can be reassigned) and outbound 

port 80. The clerk interacts with the Encoder via port 80. You can lock down the open ports to the 

MediaCenter's IP range of 207.7.154.0114. The Encoder requires outbound HTTP and FTP access. We also 

recommend opening port 5900 for VNC. If necessary, port 5900 access can be granted via a VPN client. 

Installation of Meeting (Voting) Server: 

Shipping 

Software Configuration 









Network Access 



Validation 

Client 

Client 

Client 

Client 

Client 

Client 

Client 

Client 

Client 

Client 

Client 

Granicus 

Granicus 

Granicus and Client 

Installation of Member Touchscreens, Clerk's Station, and Display PC with Presentation System 

It is the assumption that since the Chamber is carefully maintained by the County, the installation of the end 

user workstations in the chamber will be the responsibility of the County, assisted onsite by Granicus deployment 

staff. 

Software customization Services 

Agenda and Minutes Templates 

Granicus asks that the County send samples of both Agenda and Minutes for your Board of 

Supervisor's meeting. The Granicus development team will then create web templates for 

publishing your agendas and minutes to your website. These templates are completely 

configurable and can be customized further at any time by Granicus or by the County. 

These templates are utilized to format the look and feel of the minutes document. Using 

the minutes template tools Granicus will develop an HTML minutes document that looks 

similar to your current minutes format. However, the new minutes document will include 

links to the audio I video archive of your meeting as well as links to the appropriate 

supporting documents like staff reports for that meeting. 

Web Site Integration 

Web site integration includes incorporating the public components of the Granicus Media 

Managemene M software into the client's website, matching the look and feel, and 

integrating the navigation. This will allow for the most seamless integration with the 

County's Website Graphics and Navigation. 

This service also includes the custom design of a client specific video player, or skin, and a 

custom agenda parser to increase indexing quality and efficiency. The result is a web 

player that incorporates the video, agendas, minutes, and meeting indexes. The video will 

Page 46 



also be able to be watched in full screen mode. 

Other Implementation Services 

The Granicus Implementation staff is available 24 hours a day, 7 days a week during the 

project implementation to support the County's Implementation staff. 

Page 47 


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6.4Training 

6.4.1 Agenda Management and Workflow 

DMC will develop a training program and conduct initial training of the County staff for Phase II of the project. The program 

will include System Administrator Training, General System Operator Training, and General User Training. There is no 

limit to the class size, providing the space provided by the Client can accommodate the students. The training classes are 

outlined below: 

System Administrator Training. DMC will provide a total of twelve (12) hours of training to the System Administrator(s) in the 

security operations and maintenance of the system. This workshop will address the following subjects: 

a) Security management 

b) System backup 

c) System restoration 

d) Database re-indexing 

e) General troubleshooting 

g) Agenda customization modifications 

System Operator Training. DMC will provide a total of twenty (20) hours of training for System Operators and the System 

Administrator in the usage and maintenance of the system. These sessions should also be attended by System Administrators. The 

workshops will address the following subjects. 

a) All aspects of User Training 

b) Document preparation 

c) Folder hierarchy and template management 

d) Scanning 

'Q Import of PC files (in native format or tiff, etc.) 

g) Optical Character Recognition 

h) Text and image manipulation and exporting 

i) Bibliographic indexing 

j) Retention scheduling 

k) Document version control 

k) Storage of index and data files 

m) Search and retrieval techniques 

n) Printing, faxing and e-mailing 

0) Troubleshooting 

p) Documentation errors and unusual conditions 

General User Training. DMC will conduct four seminars of two (2) hours in duration, to familiarize general users with the 

system. These seminars will address the following subjects: 

a) Adding Items to the Agenda 

b) Adding backup documentation to the Agenda and routing for various approvals 

c) Search, retrieval, printing, faxing and e-mailing 

6.4.2 Granicus Phase I Training Services 

Granicus provides a variety of training sessions and opportunities. These sessions include conference calls, web 

demonstrations, and onsite instructor led training. All training material and instruction are led by an experienced and 

knOWledgeable Product Traineremployed by Granicus (vendor supplied). 

Below is a list of all the training services offered by Granicus. All training is vendor provided, either at the client's site or over 

the Internet. All instructor led sessions are fully supported by thorough documentation. 

Before Training 

The Granicus Product Trainer will work with the municipality to create a training plan. Through phone conversations and email, 

Page 51 



the client will receive each of the following: 

• Atraining preparations document that details the Trainers needs for the training session - projectors, computers, etc. 

• A standard training Outline/Schedule for the Onsite training including topics covered, suggested attendees, and 

durations. 

• An online web demonstration and conference call with the primary users. 

• Acomplete validation step that ensures software, website, and hardware integrations and capabilities. 

• Ageneral skill and workflow analysis to determine who the primary users will be and the roles of various users. 

• A Quick Reference user's Guide specific to the client's purchased Solution. 

During Training 

During the Onsite training session, the Advocate will work in a classroom setting with multiple departments to ensure a 

complete understanding of the software and their role in using it. Sessions will be held for: 

• IT and AN - discussions on how video is encoded, streamed, recorded, stored, edited, copied, deleted, uploaded 

and organized. This session also covers general troubleshooting for the system and a review of the entire Granicus 

data transfer process. 

• Webmasters - discussions on how to customize each of the HTML outputs from the software - the public viewing 

page and the video skin that surrounds the video. 

• Clerk/User training - an extensive training session on the essential operational techniques for using Granicus. 

Topics include creating Events, Managing a live meeting, and editing Minutes and Agendas after the meeting. Users 

will learn how to create, edit, view, and publish Agenda and Minutes documentation. 

• Elected Officials - There will be a special training session dedicated to Elected Officials using the Voting System. 

After Training 

After the initial training session, Granicus provides Online training sessions every week on a variety of topics to keep our users 

engaged and to enhance their skills. Online trainings are conducted using Webex.com a free web demonstration and training 

software that allows attendees to view the Advocates computer screen as they lead the session. 

• The schedule for Online classes can be customized to fit the needs of the client. 

• All Online training includes a lesson plan that details the topics covered. 

• Aschedule of online trainings and lesson plans can be found online 

All clients have 24f7 access to an online Customer Service Portal that contains answers to common questions, a complete set 

of documentation (by overview or by topic), and a forum for them to send in questions to our Support Staff. This is on-demand 

training - customers can look for answers to their issues online. 

• All documentation is carefully maintained and constantly updated. 

• New documentation for enhanced or changed system features are constantly being written and posted. 

• Visit the Customer Services Portal online 

Granicus Product Trainers will constantly work with existing clients to ensure that they are getting the most out of their 

Granicus solution. Trainers frequently re-visit the users in their municipal buildings to provide follow up training and to check 

the user's ability to successfully use the system. 

• Trainers will track the Customer's usage through a Training Metric report which is used to help Trainers identify which 

clients need additional training and services. 

Page 52 



Section 7: Responses to RFP Requirements 

71R . eqUirementAd 5 . ~gen a Management 

No. Harrison County Requirement YIN Comments 

1 Allow the submission of agenda items with links to supporting Y 

documents. 

2 Allow draft agendas to be created. Y 

3 Create links to, or associate, supporting material for meetings with Y 

Agenda Item document. 

4 Allow flexible reformatting of the document, such as font, Y 

indentation, numbering, order of items, etc. 

5 Allow pending items to be placed on the agenda. y 

6 Ability to print entire Agenda and all attachments with configurable y 

numbering. 

7 As items are submitted for Agenda approval, electronic workflow Y 

should move documents from submitter to reviewer to approver, 

etc. with Visibility of status of each item as it moves through the 

workflow. 

8 Allow supporting materials to be attached to an Agenda item Y 

during the scanning process (directly scanned to item). 

9 System provides a post meeting capability for tracking, numbering Y 

and signing documents. Provides ability to use workflow in post 

meeting activities to manage post meeting activities. 

10 System provides an Interface that allows a user to download the Y 

Agenda and all supporting materials. 

11 Support the concatenation of associated documents for display, y 

website and print. 

12 Provide automatic notification when adocument is revised Y 

13 Support electronic note-taking by meeting participants with the Y Note taking is done privately only. 

ability to tag the notes as public or private. Private notes should 

only be visible by those with appropriate security authorization. 

14 The agenda automation package should provide capability to y The system supports versioning of agenda and 

allow versioning of agendas and agenda items; allow process 

steps such as draft, revision, and final agenda. 

15 The agenda automation package must allow agenda items to be Y 

moved with all associated attachments from one agenda to 

another. 

16 The agenda automation package shall have the option to show Y 

where an agenda item is within the workflow process and ifs 

status (approved, rejected), being drafted, final draft, etc. 

17 The agenda automation package shall have the ability to accept Y 

different types of attachments to support and link to agenda items. 

These file types include text, graphics, word processing 

applications, spreadsheets, acrobat, HTML, XML, Java, photos, 

maps and other images. Digital media such as visual files shall 

also be supported. 

18 The agenda automation package shall have the ability to Y 

automatically convert attachments used to support agenda items to 

PDF for printing and public distribution. 

19 The agenda automation package shall allow an unlimited number y 

of meetings to be added and managed by the system. 

20 Support electronic signatures. Y 

21 Ability to select individual pages or sections of a document to be Y 

viewed, routed, included in packet, or printed 

Page 53 

agenda item documents. Agenda item itself is a 

database record that does not have versions. 




22 Ability to support flexible, well-documented, user-friendly query Y 

capability and report writing tool for ad-hoc reporting based 011 

user-defined criteria 

23 The system proposed shall be of a non-proprietary nature. Y The Questys Solutions Product Suite is 

Describe any functions, features or components that are, or may an industry standard, non-proprietary 

be proprietary and why they do not restrict utilization of the product. It operates on Intel-based servers 

system. and workstations under Windows 2003 

Server (and newer versions) and Windows 

2000IXPNista workstation operating 

systems. It uses MS Sal and other ODBCcompliant 

database mangers. It supports 

industry-standard, non-proprietary image, 

text, Windows and spool file formats. It is 

integrated with numerous third-party products 

and it can be integrated with virtually any 

24 The agenda automation package shall have the ability to publish a Y 

finalized HTML agenda to the Web with all associated 

attachments as links to the appropriate agenda item. Items will be 

visible based upon security authorization. 

25 The agenda automation package shall have the ability to create an Y 

agenda packet for printing. 

26 The agenda automation package shall have redaction capability. Y 

27 The system shall be able to work with size 0 (22" x34") and E(34" y 

x44") size documents. 

28 An agenda can be rolled up as draft agenda while items are not Y 

approved. 

29 Ability to copy items from one meeting qgenda type to another Y 

meeting agenda type (e.g. Planning Commission meeting to 

Board of SuperVisors meeting) 

30 The agenda automation package shall maintain and make y 

available the history of all agenda items that have been copied to 

other agendas. 

31 The agenda automation packqge shall allow actions to be added y 

for each agenda item. The actions can be added manually for each 

item or selected from a pre-configured list tied to each agenda 

type. 

32 Must have the ability to add "addendum" items to the agenda after Y 

the proposed agenda has been distributed to the Board and media. 

application. In summary, the Suite features 

open systems architecture and it is devoid of 

any traps, gadgets or tricks designed to hold 

the client hostage. 

Page 54 


.. 


7.2Requirements . Meeting Management, Minutes, &Voting 


33 Ability to create meeting minutes template with default text for y 

minutes, motions, and voting 

34 Ability to create an attendee list for each meeting type. The y Attendee lists include elected officials. 

attendee list needs to track the attendee name and title 

MinutesMaker has the flexibility to customize 

both voting and non-voting member names, 

35 The agenda automation package shall allow sections to be Y 

added to an individual agenda without modifying the meeting 

type for all meetings. 

36 Ability to assign attendees from the attendee list who will be Y 

attending a meeting, voting in the meeting, or part of the roll 

call for the meeting 

37 Ability to Import Agenda into minutes application to use for y AQuestys and Granicus integration makes it a 

minutes template 

38 Ability to configure and modify meeting minute templates. Y 

39 Ability to record motions and to log mover and seconder. y 

seamless process to import the agenda into 

the Granicus MinutesMaker minutes 

application 

40 Ability to take and record votes on individual items Y The system can record votes on individual 

items as well as multiple items in an agenda 

sections, such as Consent calendar. 

41 Ability to track, add and time speakers. Y Timing of speakers is done manually. 

Automated timing can be added as an option. 

42 Ability to do meetings within a meeting. Y As part of the regular agenda planning, 

43 Must offer a spell checker within the entire solution. Y In addition to spell checking; the software 

offers short script functionalities. 

44 Allows the voting order to be changed for each meeting as may Y 

be needed 

45 Allows the voting order to be changed for each meeting as Y 

may be needed. 

46 Roll calls must be able to be performed at any time during a Y 

meeting, 

47 Modification of minutes must be simple to perform and not Y 

require extensive cleanup. 

48 Must allow users to enter multiple motions for a single item, Y 

including substitute motions. 

49 View Vote Result as members vote Y 

50 Manual override of votes, roll call, motions, and amendments y 

to agenda and minutes. 

51 Is your voting solution compatible with a touch-screen Y Granicus VoteCast Touch will use a 

interface? 

touchsreen for each voting member, 

52 The minutes can be taken with the streaming video or in a Y 

standalone mode and imported back into the agenda solution 

53 The end user may click on any item witllin the Minutes Doc to Y 

link to the audio/video. 

54 Clerk will be able to jump directly to any motion, vote, or note Y 

in meeting and listen to corresponding audio for easy editing. 

Page 55 




All of these items will be linked individually to audio/video. 

55 Ability to work on tasks after the meeting Y 

56 Ability to record how a vote is taken, by roll call or by voice, Y 

and calculate percentage of For ys. Against yates in real time 

57 Ability to view the activity status of an item after a meeting is Y 

complete to ensure they are processed 

58 Automatic history notation throughout the entire agenda Y 

Iprocess, as well as option to input manual history 

59 Out of office configuration within the workflow Y 

60 Minutes application should have the ability to view meetings Y 

that have been entered into the system and also an individual 

account of items within aspecific meeting 

61 Must be able to upload newly created items and Agendas Y 

immediately 

62 After a meeting has taken place, the system should have Y 

ability to automatically create an action summary of the 

meetinq 

63 System must support more than one meeting type Y 

64 Allows configurability of the agenda while a meeting is taking Y 

place, must be adaptable to changes 

65 Minutes application must allow for the distinction between the Y 

meeting chair and the minutes taker 

66 Ability to use voting system without the minutes component Y The Granicus Voting System workflow is 

integrated tightly with the Granicus 

MinutesMaker Workflow software, which 

together allows legislative action 

(motions/votes) to be recorded directly 

from the individual meeting members into 

the meeting minutes. While the Clerk may 

opt to not take meeting minutes notes 

during the meeting, the Motion, Votes, 

Request to Speak and Speaker 

components of MinutesMaker are a 

requirement for a successful Voting 

System integration. 

67 Ability to customize voting options (i.e, NO instead NAY) Y 

68 Ability to populate predetermined text for motions Y 

69 Ability to use custom tags within the voting application Y Motion and vote types are all custornizable 

to meet the needs of the jurisdiction's 

legislative management process. Member 

names are dynamic. 

70 Ability to customize individual voting members screen layout Y 

71 Each Agenda item should have its own status column Y 

72 Application should have the ability to sign documents Y Supported via third party digital siqnatures 

73 Time settinqs should have options to not be enforced Y 

74 Allows for editing, revising or replacing scanned documents Y 

Page 56 




75 Allows for annotations on published documents that can be y 

marked public or private and viewed only with the appropriate 

security profile 

76 Allows for the adding of agenda items through the system or Y 

through aweb based form 

77 System should send email notifications to users as deadlines N Future release 

occur 

78 Ability to approve agenda items individually or as a group Y 

within a meeting 

79 Many times, backup for an agenda item will be provided at the Y Items available in electronic format can be 

meeting, rather tl1an when the agenda is being prepared. imported and hard copy items scanned. 

Describe how this will be handled by your system. 

Page 57 


.. 


7.3 Requirements - Video Streaming 


80 Video should be linked to Agenda Items, Minutes, and y 

Supporting Material 

81 Minutes and Video systems must have ability to work in Y The Granicus MobileEncoder allows you to 

disconnected mode 

bring the live meeting management component 

of MinutesMaker with you to remote locations 

that do not have access to the internet It also 

allows you to capture an audio or video 

recording of your meeting proceeding and 

index it in real time against your agenda. 

82 Must have a Customizable Web Interface y 

83 Stream meetings as they happen or record them and publish to the y 

web together with the meeting minutes, supporting materials and the 

meeting agenda if desired. 

84 Video, minutes, meeting Clgenda and supporting material are all in a Y The Granicus View PClge contains a keyword 

searchable format. 

search of audio/video archives and documents 

based on agenda item, 

85 Users must be able to control the stream of both video and audio at Y MediaManager and LiveManager provide users 

the time of recording. Afixed resolution at the time of recording is not the flexibility to manually or automatically start, 

acceptable 

stop, pause or archive their live events. 

86 If during a live meeting a connection problem ensues users must be y 

able to continue to record the meeting, allowing the audio/video to 

be posted once the network is restored, 

87 Video/Audio file storage must be located within a secure firewall Y All data is stored at the Granicus data center. 

protected network. Information held on private networks must not be Content can be designated as private and not 

publicly accessible. 

accessible by the public, 

88 Allows for a presentation monitor that will display supporting Y 

materials and documentation as well as voting results to the citizens 

attending the meeting 

89 Big Screen Capabilities are desired for item review and discussion of Y 

supporting materials. 

90 Ability to burn Video, Minutes, and Supporting materials to DVD - not Y 

just video only, 

91 Product offers the ability to modify the quality of the video or audio Y Granicus uses intelligent streaming which is a 

stream at the time of recording 

set of features that automatically detects 

network conditions and adjusts the properties 

of a stream to maximize the quality of the user 

experience. Today's Internet connections are 

highly variable in terms of actual throughput 

achieved for any specific connection and range 

of possible connection speeds. This is 

especially important for low-bandwidth modem 

connections, where the connection speed can 

vary by 50 percent or more of the maximum, 

depending on network and ISP congestion, 

92 What video editing tools will be provided? Y Windows Media Encoder; there is a trim tool 

included with the MediaManager software that 

trims video off the beginning and end of afile and 

rearranges the index points accordingly. 

93 What type of mobile encoder is used? What type of encoder is Y Granicus MobileEncoder is used for remote 

Page 58 


.. 



used? 

indexing and minutes creation; OutCast Encoder is 

used as the primary encoder installed onsite. 

94 What is your typical stream rate for your video broadcasts? Y 320 Kbps 

95 What type of cards do you typically use in your installations? Y Viewcast Osprey 230 or 240, also Osprey 50 

for the MobileEncoder 

96 Is it hardware platform dependant or will it run on any server Y Microsoft Windows Server 2003 is recommended 

platform? 

97 There must be an interface that manages the video streaming and Y 

must be integrated with the Minutes Application and Voting System 

98 The streaming audio/video must be time stamped so the user can go Y 

directly to the point of the video for any given item in the agenda. 

99 Archives of all AudiolVideo Content available on demand Y 

100 Is your solution compatible with Windows Media Player Y 

101 Vendor must be capable of providing podcasting as aservice. Y 

102 Ability to control video output, must include ability to display the Y 

presentation material (supporting materials and documents of 

specific items) on the video output 

Page 59 


.. 


Unit Cost 

$0.00 

$0.00 

$0.00 

$0.00 

$5,999.00 

$4,999.00 

$7,999.00 

$5,999.00 

$5,999.00 

$1,999.00 

$5,999.00 

$4,999.00 

$7,999.00 

$5,999.00 

$5,999.00 

$9,995.00 

$175.00 

$7,000.00 

$175.00 

$150.00 

$150.00 

$150.00 

$200.00 

$1,400.00 

$7,000.00 

$12,600.00 

$4,800.00 

$1,200.00 

$1500.00 

$6,400.00 

Annual DMC Bronze software maintenance 

U d t DMC G Id LIS rt 

•• 

•• 

Page 60 


.., 


8.2 Automated Voting System with Minutes Annotation and Web Streaming 


MediaManager 

MediaManager Enterprise Access 

MinutesMaker (2 Meeting Bodies) 

Outcast Encoder Software (1 License) 

MobileEncoder Video (1 License) 

VoteCast Server Software (1 License) 

VoteCast Touch Client Software (5 Voting Seats) 

VoteCast Public Display Client Software (1 License) 

$7,500.00 

$3,750.00 

$7,500.00 

$750.00 

$4,500.00 

$3,750.00 

$11,250.00 

$1,500.00 

Software Su btotaI 

Professional Services 

Software Installation and Configuration 

(2) - Document Templates 

On-Site Deployment (1 Day) 

On-Site Training (8 Days) 

Phone/Web Training (2 Hours) 

VoteCast Workflow Analysis & Configuration 

Professional Services Subtotal 

Hardware 

(5) - Member Station Monitors (Ela Touch Monitor 1515L) 

(1) - Outcast Encoder Server (AV rack mount with RAID) 

(6) - Meeting Member CPUs 

(1) - Osprey 230 Video Capture Card 

(1) - Osprey 50 Video Capture Card 

Hardware Subtotal 

Shipping 

Total Upfront Cost for Phase 1 

Total Monthly Managed Services after Phase 1 

$40,500.00 

$13,875.00 

$2,250.00 

$1,500.00 

$14,200.00 

$300.00 

$7,500.00 

$39,625.00 

$3,750.00 

$2,346.31 

$8,400.00 

$450.00 

$105.00 

$15,051.31 

$1,525.00 

$96,701.31 

$1,581.87 

Phase 2 - Video Streaming for Board of Supervisors and Planning Commission 

Professional Services 

(1) - Standard View Page 

(1) - Full Player 

$1,000.00 

$1,000.00 

Total Upfront Cost for Phase 2 

Total Monthly Managed Services after Phase 2 

TOTAL GRANICUS PROJECT COST 

Monthly Managed Services 

$2,000.00 

$2,137.97 

$98,701.30 

$2,137.97 

Page 61 


..------- - - - - - - 


8.3Five Year Total Cost Summary (Granicus) 

Costs Total Year 1 Year 2 Year 3 Year 4 Year 5 

Hardware $15,051.31 $15,051.31 

Software Licensing $40,500.00 $40,500.00 

Third Party Software 

ARplication Software 

Documentation &Training $14,500.00 $14,500.00 

Maintenance $121,605.00 $18,982.44 $25,655.64 $25,655.64 $25,655.64 $25,655.64 

Installation $15,375.00 $15,375.00 

Integration $11,750.00 $9,750.00 $2,000.00 

Legacy Data Loading 


Misc. 

Other (specify) $1,525.00 ,$1,525.00 

(shippino) 

Total $220,306.31 $115,683.75 $27,655.64 $25,655.64 $25,655.64 $25,655.64 

Page 62 


MINUTES 




ORDER ACCEPTING THE LOW BID OF METRIX 

SOLUTIONS, LLC, IN THE AMOUNT OF $47,315.00, FOR 

THE STORAGE AREA NETWORK (SAN) FOR THE IT 

DEPARTMENT, AS RECOMMENDED BY THE 

PURCHASE CLERK, PAYABLE FROM 001-152-920 

WHEREAS, the Board of Supervisors does hereby find as follows: 

May 11,2009, Item # 55 

1. That this Board, at a meeting heretofore held on the March 23,2009, adopted an Order 

authorizing and directing the Clerk ofthe Board to cause publication to be made oflegal Notice 

ofInvitation for Bids for a Storage Area Network for Harrison County. 

2. That as directed in the aforesaid Order, said Notice ofInvitation for Bids was 

published in The Sun Herald, a newspaper published and having a general circulation in Harrison 

County, Mississippi for more than one year next immediately preceding the date of said Order 

directing publication ofsaid Notice, and that the Publisher's Affidavit ofProofofPublication has 

been filed with the Clerk ofthis Board, by said Clerk exhibited to the Board, and shows that said 

Notice was published on March 27, 2009 and April 3,2009. 

3. That publication ofsaid notice has been made once each week for two consecutive 

weeks, the last ofwhich was at least seven working days prior to April 15, 2009, the day fixed 

for receiving said bids in the legal notice identified in paragraph one thereof, said Proofof 

Publication following this Order as Exhibit A. 

4. That on April 13, 2009 an order was entered designating the Board's representatives 

to receive bids on April 15, 2009 on behalfofthe Board.

MINUTES 



5. That bids were received at the time and place and in the marmer provided in said 

Notice ofInvitation for Bids, at which time bids were opened, read aloud, and have remained on 

tile with the Clerk ofthe Board. The bids received follow this Order as Exhibit B. 

6. The Board does hereby tind, upon the recommendation ofthe Purchase Clerk, that the 

bid ofMetrix Solutions, LLC, in the amount ofFORTY-SEVEN THOUSAND THREE 

HUNDRED FIFTEEN AND 001100 DOLLARS ($47,315.00) is the lowest bid meeting 

specifications and, therefore, the best received for a Storage Area Network for Harrison County, 

and that said bid is reasonable and fair and should be accepted. It is, therefore, 


MISSISSIPPI, that the bid ofMetric Solutions, LLC be, and the same is HEREBY ACCEPTED 

for a Storage Area Network for Harrison County, at and for a consideration ofFORTY-SEVEN 

THOUSAND THREE HUNDRED FIFTEEN AND 001100 DOLLARS ($47,315.00). 








AYE 

AYE 

AYE 

AYE 

AYE 




PROOF OF PUBLICATION 



Vol. 

Vol. 

Vol. 

Before me, the undersigned Notary of Harrison County, 

_ 

No., __ dated __ day of 

.J.u1ie Garner 

Mississippi personally appeared 

who, being by me first dUly sworn, did depose and say that she is a 

clerk of The Sun Herald , a newspaper published in the city 

GUlfport ,in Harrison County, Mississippi, and the publication 

of the notice, atlPy of which is hereto attached, has been made 

in said paper times in the following numbers and on the 

following dates of such paper, viz: 

/:25' Nj1~dated21daYof& 

,20& 

/;)5 No.,l~3 dated 3 daYOf~,20£f 

, 20~_ 


Vol. No.,__ dated __ day of ,20__ 

Vol. 

_ 

No.,__ dated __ dayof 

,20__ 

Vol. 

_ 

No., __ dated __ dayof 

,20__ 

Affiant further states on oath that said newspaper has been 

establ.isl1ed and published continuously in said country for a period 

of more than twelve months ne prior to the first publication of said 

notice. 

APR 072009 

Clerk 

Swo;r to and subscribed before me this __3"""--__day of 

___d,---Arr ,A.D., 20 s;tL 

KANDIA.BERKLEY 

Notary Public, 

Harrison 

Stole 

County 

of MlsSisSlpp; /: 

i~~ 

My Commission Expires N t P bl' 

April 05,2010, a ary U IC 

Printer's Fee $ _ 

Furni~hin~~;:~~f.~~~I~~.~i~~·::::::::::t~~~~I-__ 

_____

H 

ARRISON 

COUNTY 

PURCHASING 

1801 23 rd Avenue. P. O. Drawer CC • Gulfport, Mississippi 39502-0860 

(228) 865-4084 / FAX (228) 865-4223 

MEMORANDUM 

TO: 

DATE: 

FROM: 

RE: 


May 8, 2009 

Melissa L. Pope, Purchase Clerk 

Bid Tabulation 

****************************************************************************** 

The following is the Tabulation for bids received April 15, 2009, for the Storage Area Network 

for the Harrison County IT Department: 

Vendor Bids Received Model 

AGJ Systems & Networks, Inc $53,000.00 Dell EqualLogic PS5000E 

Metrix Solutions, LLC $47,315.00 Dell EqualLogic PS6000E 

After review with the Harrison County IT Project Manager, Lisa Vaughan, it is recommended 

that the bid ofMetrix Solutions, LLC be accepted for the Storage Area Network in the amount of 

$47,315.00. 

Melissa L. Pope 

Purchase Clerk

PROPOSAL TO PROVIDE 


Storage Area Network 

• 

systems * networks .. web 

(Original) 

April 151 2009 

AGJ Systems & Networks Inc. 

14257 Dedeaux Rd., Suite A 

GUlfport, MS 39503 

228.392.7133 

www.agjsystems.com 

1

Apri115.2009 

Ms. Melissa L. Pope 

Purchase Clerk 




Dear Ms. Pope, 

AGJ Systems & Networks Inc., is pleased to submit a proposal to the Harrison County for the 

implementation and installation of a Storage Area Network. 

AGJ has been recognized as the Harrison County Development Coriunission's Commercial 

Small Business of the Year for 2004, the Mississippi Business Journal's Commercial Small 

Business of the Year for 2005, Southern District Governor's Cup Award Winner and the Coast 

Chamber's Tapestry Technology Award winner for 2005 and 2006. AGJ was featured in US 

News and World Report as an example of a thriving business in a sluggish US Economy in 

August 2004. AGJ aggressively markets its system integration capabilities to both private 

industry and government buyers. AGJ Engineers and Project Managers have successfully led 

project efforts throughout the United States, Europe and Australia. 

This quote is offered without any conflict ofinterest--

INTRODUCTION 

The Harrison County IT Department is soliciting proposals for the purchase of a Storage Area 

Network (SAN) solution at the Harrison County Courthouse in Gulfport, Mississippi in 

accordance with this Request for Proposals. Award resulting from this RFP is expected to result 

in a firm fixed price contract for the purchase of a SAN solution to include maintenance and 

warranty for at least one year, but preferably for three years, to include software upgrades and 

hardware failures. 

Harrison County IT Department has identified these needs: 

• Solve the County's problem of data storage disparity between servers, 

several servers having extra storage capabilities and others not having enough 

capability. 

• Provide DR for server data on key servers throughout the HCIT Infrastructure. 

• Migrate from D2T and D2D backup system to a D2D2T backup system. 

• Provide a SAN system that contains a minimum of one SAN with support to 

expand locally and externally. 

HCIT Department is looking for a SAN Solution to address these needs. The SAN Solution 

should include; a SAN support for NAS gateway, (i.e. Windows 2003 Storage Server), 

equipment and installation for three directly attached windows Servers with expansion room for 

an additional three windows servers. 

The San system shall include software to perform data replication from the Gulfport 

Courthouse to an external location. The focus ofthe replication software should be D2D 

backup, DR and snapshot technology. 

Proposals should include costs for all hardware and software for this SAN solution. 

3

SCOPE OF WORK 

SAN requirements are: 

Network based iSCSI protocol between servers and storage systems; solution should 

include all equipment required to directly attach three Windows servers 

AGJ is a Dell EqualLogic certified partner. AGJ currently has an EqualLogic Storage Area Network 

setup in our office on Dedeaux Road in Gulfport Mississippi using a similar configuration as 

outline below. As the only local veteran-owned small business located on the Coast's we are the 

leading seller ofDell products. AGJ is a certified Microsoft and Cisco Partner with an extensive 

knowledge ofenterprise level support. AGJ's proposed solution meets the entire requirements 

outline in the scope of work. 

• Hot swappable drives 

• Redundant hot swappable power supplies 

• Capability to boot Windows 2003 servers from SAN Storage 

• SAN should support 1TB external drives 

• Support ofMicrosoft SQL and Exchange software 

• Support ofRAID 5110/50 over all disk drives in the arrays 

• Be able to function as a stand-alone node or in a multi-node configuration 

• Minimum of sixteen terabytes (16TB) RAW data size 

• SAN must include two controllers 

• Each controller on the array must have three 1GB Ethernet ports for a totalof 6 

ports. Array must include active load balancing to distribute traffic 

overall 6 ports 

• Each controller should include battery backed mirrored cache 

• Include all switches, NICs, and cabling requirements must be specified 

4

The SAN system management software must: 

The Dell EqualLogic management software is capable of all the requirements listed below. AGJ 

as an EqualLogic Partner enjoys a full range ofproduct, sales, and technical support that allow 

are storage area network experts to escalate any potential problems. 

• Use web or Windows-based GUI 

• Be able to manage all SAN systems from a single location regardless of 

where they are located in the county's facilities 

• Support data replication within the nodes to provide data access even if a 

node goes down 

• Be able to replicate data from one SAN system to other SAN systems 

• Support simplified installation ofnew disk drives to a volume, (e.g. Auto 

discovery and addition ofnew disks drives to an existing volume.) 

• Allow for dynamic growth of disk volumes with no interruption of 

services 

• Include the ability to configure all aspects of data replication used for DR 

including but not limited to bandwidth limiting, time of day, frequency 

and number ofcopies 

• The SAN must include all software with the array, without any additional 

license or agent charges. Software includes: storage virtualization, 

heterogeneous as support, volume snapshot, volume cloning, autoreplication, 

thin provisioning, automatic load balancing, Peer Storage 

Management, RAID 5,10 or 50 with hot sparing, auto-snapshot manager, 

MPIO 

• Proposed SAN solution must be compatible with the County's existing 

backup software - Symantec Backup Exec vII D 

• Vendor's submission must include Attachment A - SAN Requirements 

with the vendor's response. 

5

Attachment A - SAN Requirements 

ReQuirement Comnlv Comment 

Simple SAN Solution Certified ISCSI 

SAN 

X 

Dual Hot Swap Controllers 

X 

Dual Hot Swap Power Supplies 

Dual Hot Swap Fans 

Redundant Hot Swap Drives (16 Total) 

Complete storage virtualization 

Non-disruptive scaling 

Automatic load balancing and 

optimization (with consideration for 

network utilization, disk utilization, 

actual use statistics 

l6TB RAW capacity in 3 U chassis 

Fully Hot-Swappable (drives, 

controllers, Dower supplies, etc.) 

3 GB Ethernet ports per unit (copper 

and optical) 

Performance 60,000 IOPS,300MB/sec 

Must not require host software for 

management or advanced features 

Instant restore / cloning 

Snapshots (512 snapshots per volume 

- 10000 total) 

Auto-Replication 

Multi-path I/O 

RAID 5, 10 50 SUDDort 

Hardware RAID, mirrored RAID cache 

RAID Load Balancing 

Full product line interoperabilitv 

Auto-Stat Disk Monitoring System 

Volume Consistency Sets 

Pooled and Tiered Storage 

Snapshot and Auto-Replication 

Scheduler 

E-mail Home 

Storage Virtualization 

Volume Management 

Volume Cloning 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

6

Volume Snapshot 

Volumes Up to 1,024 

Up to X12 Hosts Accessing Group 

2GB of battery-backed memory 

(72 hours) 

Supported by: Windows XP, Windows 

2000, Windows Server 2003, NetWare, 

Linux, Solaris, AIX, HP-UX, Mac as 

x, VM Ware, ESX 

Expandable and stackable with other 

chassis 

Independent controllers for each drive 

Automatic spare configuration and 

utilization 

Automatic bad block replacement 

SNMP, telnet. SSH, HTTP, Web, (SSL), 

host scripting management interfaces, 

serial console and multi-admin suPPort 

Multiple security access methods 

including CHAP, IP address, ISCSI 

initiator association 

Notification via SNMP, e-mail, and 

syslog 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

X 

7

BID PRlCE $ .:::...;53='-','-"'-0..=0..:::...0 

_ 

Manufacturer: Dell EqualLogic 

Model: Dell EgualLogic PS5000E 

Delivery 

Schedule: Three weeks after PO is issued 

Warranty: Standard Three Year Complete Care 

I CERTIFY THAT THE EQ1JIPMENT BEING OFFERED NIEETS OR EXCEEDS 

THESE SPECIFICATIONS 

Date: 15 April 2009 

Vendor: AGJ Systems & Networks Inc. 

Signed By (Name & Title): "-'RoJ-y=anco.....G=il=es'---- 

_ 

Address: 14257 Dedeaux Road Suite A, Gulfport MS 39503 

Telephone: 228.392.7133 

Fax: 228.392.7601 

PLEASE SUBMIT YOUR BID ON THE BID FORM. 

FAILURE TO DO SO MAY DISQUALIFY YOUR BID. 

8

SOLUTIONS 

UNKING Ti'C11NOlOGY To l>

Attachment A - SAN Requirements 

Requirement Comply Comment 

Simple SAN Solution Certified iSCSI Yes See attached data sheet. 

SAN 

Dual Hot Swap Controllers Yes See attached data sheet. 

Dual Hot Swap Power Supplies Yes See attached data sheet. 

Dual Hot Swap Fans Yes See attached data sheet. 

Redundant Hot Swap Drives (16 Yes See attached data sheet. 

Total) 

Complete storage virtualization Yes See attached data sheet. 

Non-disruptive scaling Yes See attached data sheet. 

Automatic load balancing and Yes See attached data sheet. 

optimization (with consideration for 

network utilization, disk utilization, 

actual use statistics) 

16TB RAW capacity in 3 U chassis Yes See attached data sheet. 

Fully Hot-Swappable (drives, Yes See attached data sheet. 

controllers, power supplies, etc.) 

3 GB Ethernet ports per unit (copper No The Proposed Equallogic device has two controllers 

and optical) 

Performance 60,000 lOPS, Yes See attached data sheet. 

300MB/sec 

Must not require host software for Yes See attached data sheet. 

management or advanced features 

Instant restore / cloning Yes See attached data sheet. 

Snapshots (512 snapshots per volume Yes See attached data sheet. 

- 10000 total) 

Auto-Replication Yes See attached data sheet. 

Multi-path I/O Yes See attached data sheet. 

RAID 5, 10, 50 support Yes See attached data sheet. 

Hardware RAID, mirrored RAID Yes See attached data sheet. 

cache 

RAID Load Balancing Yes See attached data sheet. 

Full product line interoperability Yes See attached data sheet. 

Auto-Stat Disk Monitoring System Yes See attached data sheet. 

Volume Consistency Sets Yes See attached data sheet. 

Pooled and Tiered Storage Yes See attached data sheet. 

Snapshot and Auto-Replication Yes See attached data sheet. 

I 

Scheduler 

E-mail Home Yes See attached data sheet. 

Volume Management Yes See attached data sheet. 

Volume Cloning Yes See attached data sheet. 

with four copper Gigabit interfaces each for a total of 

eight Gigabit Ethernet interfaces. Optical is not 

supported.

Volume Snapshot Yes See attached data sheet. 

Volumes Up to 1,024 Yes See attached data sheet. 

Up to 512 Hosts Accessing Group Yes See attached data sheet. 

2GB ofbattery-backed memory(72 Yes See attached data sheet. 

hours) 

Supported by: Windows XP, Yes See attached data sheet. 

Windows 2000, Windows Server 

2003, NetWare®, Linux, Solaris, 

AIX®, HP-UX, Mac OS® X, 

VMware®ESX 

Expandable and stackable with other Yes See attached data sheet. 

chassis 

Independent controllers for each drive Yes See attached data sheet. 

Automatic spare configuration and Yes See attached data sheet. 

utilization 

Automatic bad block replacement Yes See attached data sheet. 

SNMP, telnet, SSH, HTTP, Web Yes See attached data sheet. 

(SSL), host scripting management 

interfaces, serial console and multiadmin 

support 

Multiple security access methods Yes See attached data sheet. 

including CHAP, IP address, iSCSI 

initiator association 

Notification via SNMP, e-mail, and Yes See attached data sheet. 

syslog

BID PRICE $ _--..,;$~4~7=,3~15~.O~O 

Manufacturer: 

Dell Equallogic 

Model:._~P..:::.S~6~00~0~E=--Wl=·th~16",",T~B=-==C::.:::;apJ;::;a~c=it:.LY~ 

_ 

Delivery Schedule: 

Hardware Delivered within one to two weeks oforder. 

Warranty: Limited warranty - One Year Basic Dell service. For a period ofone year 

telephone support services during local business hours exluding local national holidays; 

service parts shipped via next business day freight method or the next most expedited 

shipping available in the locality; access to software/firmware updates. 

Dell ProSupport for IT 4 Hour Response - Direct access to Dell Experts, 7x24x365 

phone support, collaborative hardware and software support, escalation support, global 

Command Center management. 

I CERTIFY THAT THE EQUIPMENT BEING OFFERED MEETS OR EXCEEDS 

THESE SPECIFICATIONS 

Date: 4/10/2009 

Signed By (Name & Title):-+-V-L....L..=.

Sales Quotation 

.SOLUTIONS 

LINKING TECHNOLOGY TO THE BOTTOM LINE 

Mttrix Solutions, LLC 

210 E.. Capitol Street 

Suite 1950A 

J.cbon, MS 39201 

601.352.2120 

Dat~ 

Quote: 

AM: 

4/13/2009 

QZ552 


Pur Numb

The Dell EqualLogic PS6000E is a virtualized iSCSI SAN that combines intelligence and automation 

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Acoustics: Sound Power Operating:

May 11, 2009, Item # 56 

The Board ofSupervisors (the "Board") acting for and on behalf ofHarrison County, Mississippi, 

(the "County") took up for consideration the matter of authorizing and approving a grant on behalf ofthe 

County from the Mississippi Development Authority (the "MDA") for the purpose of improving 

infrastructure related to Goldin Metals, Inc. and thus enhancing economic development through the 

creation ofjobs. 

Thereupon Supervisor w. S. Swe tman I I I 

following resolution: 

offered and moved the adoption of the 

RESOLUTION OF THE BOARD OF SUPERVISORS OF 

HARRISON COUNTY, MISSISSIPPI, TO AUTHORIZE AND 

APPROVE THE PRESIDENT OF TIlE BOARD, ON BEHALF OF 

THE COUNTY ENTERING INTO A GRANT AGREEMENT 

WITH THE MISSISSIPPI DEVELOPMENT AUfHORITY IN 

ORDER TO RECEIVE A GRANT ON BEHALF OF THE 

COUNTY FROM TIlE MISSISSIPPI DEVELOPMENT 

AUTHORITY IN AN AMOUNT NOT TO EXCEED ONE 

HUNDRED SIXTY FIVE THOUSAND THREE HUNDRED SIXTY 

THREE DOLLARS ($165,363) FOR THE PURPOSE· OF 

IMPROVING INFRASTRUCTURE RELATED TO GOLDIN 

METALS, INC. AND THUS ENHANCING ECONOMIC 

DEVELOPMENT THROUGH THE CREATION OF JOBS. 

WHEREAS, the Mississippi Business Investment Act, Sections 57-61-1 et. seq., of the 

Mississippi Code of 1972, as amended, (the "Act") was enacted for the purpose of promoting business 

and economic development in the state of Mississippi (the "State") through job producing programs and 

by providing loans and grants to counties to assist in securing investment by private companies locating 

in the State; and 

WHEREAS, pursuant to Section 57-61-36 ofthe Act, MDA is authorized to make a grant to the 

County for the purpose of improving infrastructure related to Goldin Metals, Inc. and thus enhancing 

economic development through the creation ofjobs; and 

WHEREAS, pursuant to the Act and the guidelines adopted by MDA, the County has filed an 

application with MDA for a grant to improve infrastructure related to Goldin Metals, Inc.; and 

WHEREAS, based on the application, the Act and the guidelines, MDA has agreed to provide a 

grant to the County for the purposes set forth; and 

WHEREAS, before the grant can be processed, a Grant Agreement must be entered into by the 

County and MDA, setting out the terms and conditions ofthe grant. 

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE 

COUNTY, AS FOLLOWS:

Section 1. That all of the findings of fact made and set forth in the preamble to this resolution 

shall be and the same are hereby found, declared, and adjudicated to be true and correct. 

Section 2. That the Board of Supervisors of Harrison County, Mississippi, is now fully 

authorized and empowered under the provisions of Sections 57-61-1 et. seq, of the Mississippi Code of 

1972, as amended, to proceed with the execution ofthe Grant Agreement with MDA. 

Section 3. That the President and Clerk of the Board are hereby authorized and directed to 

execute any and all documents and certificates as may be necessary in order to consummate the 

transaction contemplated by the resolution and upon execution, each of the documents and certificates 

shall be legal, valid, and binding obligations ofthe County enforceable in accordance to the tenns ofeach. 

NOW, THEREFORE, IT IS HEREBY ORDERED BY TilE BOARD OF SUPERVISORS 

OF HARRISON COUNTY, MISSISSIPPI, that: 

Supervisor Kim B. Savant seconded the motion to adopt the above and foregoing 







AYE 

AYE 

AYE 

AYE 

AYE 

The motion having received the affinnative vote from the majority ofthe Supervisors present, the 

motion was declared carried and the order adopted. 

THIS, the .llt.b.day of May 2009. 

•

CERTIFICATION 

The Harrison County Board of Supervisors understands that all recipients of federal grant funds 

are required to comply with nondiscrimination requirements contained in various federal laws. 

Section 809 of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, prohibits 

discrimination as follows: 

"No person in any state shall on the ground ofrace, color, religion, national origin, sex 

(or disability) be excluded from participation in, be denied the benefits of, or be subjected to 

discrimination under, or denied employment in connection with anyprogram or activityfunded in 

whole or in part with funds made available under this title. " 

The Harrison County Board of Supervisors understands the need to provide equal employment 

opportunities to all persons regardless ofrace, color, religion, national origin, sex or disability. 

4fL~'~ 

Marl Ladner, PresIdent 

Harrison County Board ofSupervisors

MINUTES 




ORDER APPROVING A ONE YEAR CONTRACT FOR 

PROFESSIONAL SERVICES BY AND BETWEEN 

HARRISON COUNTY AND THE SOUTHERN MISSISSIPPI 

PLANNING AND DEVELOPMENT DISTRICT (SMPDD) 

TO PROVIDE GIS TECHNICAL ASSISTANCE AT A COST 

NOT TO EXCEED $30,000.00, AND AUTHORIZING THE 

BOARD PRESIDENT TO EXECUTE SAME 

May 11,2009, Item # 57 

ORDERED BY THE BOARD OF SUPERVISORS OF HARRISON COUl'JTY, 

MISSISSIPPI, that the Board does HEREBY APPROVE a one year contract for professional 

services by and between Harrison County and the Southern Mississippi Planning and 

Development District (SMPDD) to provide GIS technical assistance at a cost not to exceed 

$30,000.00; and the Board does HEREBY AUTHORIZE the Board President to execute the 

contract which follows this Order as Exhibit A. 






Supervisor WILLIAM W. MARTlN voted 


AYE 

AYE 

AYE 

AYE 

AYE 




CONTRACT FOR PROFESSIONAL SERVICES 

THIS AGREEMENT entered into as of the day of , 2009, by and 

between HARRISON COUNTY, MISSISSIPPI, (herein called the "COUNTY") and the 

SOUTHERN MISSISSIPPI PLANNING AND DEVELOPMENT DISTRICT (herein called 

the "SMPDD"). 

WITNESSETH THAT: 

WHEREAS, the COUNTY desires to engage SMPDD to render certain technical 

or professional services, hereafter described: 

NOW, THEREFORE, the parties hereto do mutually agree as follows: 

1) Employment of SMPDD - The COUNTY hereby agrees to engage the SMPDO, 

and the SMPDD hereby agrees to provide the services hereinafter described. 

2) Scope of Services - SMPOD will furnish the appropriate personnel and attendant 

resources to perform the services described in the "Scope of Services," which is 

attached hereto and made a part hereof by reference. 

3) Period of Performance - The SMPDD will undertake performance of the services 

referred to in "Scope of Services," for the period beginning upon approval by the 

COUNTY and will continue such services for a period of twelve months. 

4) Termination of Convenience to the SMPOD - The SMPOD may terminate this 

Contract at any time by giving written notice to the COUNTY of such termination. If this 

Contract is terminated by the SMPOO as provided herein, the COUNTY will be 

reimbursed equal to its contribution, less any costs actually incurred by the SMPOD 

which are directly attributable to the services covered by this Contract. 

5) Termination of Convenience to the COUNTY - The COUNTY may terminate this 

Contract at any time by giving written notice to the SMPOD of such termination. If this 

Contract is terminated by the COUNTY as provided herein, the SMPDO will be 

reimbursed equal to its contribution, less any costs actually incurred by the COUNTY 

which are directly attributable to the services covered by this Contract. 

6) Changes - This contract may be altered from time to time with the approval of 

both the parties. Such changes, including any increase or decrease in the amount of 

the COUNTY's contribution or compensation received by SMPOO shall be incorporated 

in written amendments to this Contract. 

7) Compensation - Sixty-five dollars ($65.00) per hour, not to exceed $30,000, for 

performing administrative services, technical guidance and technical labor through the 

end of the contract period. Services are described in the "Scope of Services." The 

COUNTY will be billed on a monthly basis for services performed during the month 

prior. 

Page I of3

8) COUNTY Cooperation - The COUNTY hereby agrees that its officials and 

employees will cooperate with the SMPDD in the discharge of its responsibility under 

this Contract and will be available for consultation at such times as may be mutually 

agreeable to both parties. The COUNTY shall make available to the SMPDD or its 

designated agents, all data, records, reports, or other information as are existing, 

available, and necessary for carrying out this Contract. 

9) Products of this Contract - It is understood and acknowledged by the COUNTY 

that SMPDD shall retain ownership of all work products it develops as necessary to 

produce the items which the SMPDD is required to produce for the COUNTY under this 

Agreement. 

IN WITNESS WHEREOF, the SMPDD and the Local Government have executed this 

Agreement as of this date first above written. 

ATTEST: 

SOUTHERN MISSISSIPPI PLANNING 

AND DEVELOPMENT DISTRICT 

LESLIE NEWCOMB 

EXECUTIVE DIRECTOR 

ATIEST: 

HARRISON COUNTY, MISSISSIPPI 

MARL! N LADNER 

PRESIDENT, HARRISON COUNTY 


Page 2 of3

Scope of Services 

• 

• 

• 

• 

• 

• 

• 

• 

Provide technical guidance for mapping staff for the editing, update and 

maintenance of the County Geographical Information System (GIS) 

Assist, as necessary, with map data editing, maintenance and 

manipulation 

Assist mapping staff with development of standard operating procedures 

for application and data maintenance 

Guide development of Intranet and Internet mapping applications for interdepartmental 

and public map viewing 

Answer/address all technical questions/problems and provide research 

regarding GIS development as necessary 

Provide ArcGIS Server Training 

Research GIS needs for all County departments interested in GIS 

application development 

Draft Strategic Plan for County GIS Development and Management 

Page 3 of3

MINUTES 




ORDER APPROVING PAYMENT OF COLEMAN 

HAMMONS CONSTRUCTION CO., INC.'S PAYMENT 

APPLICATION NO. 10 FOR THE PEDESTRIAN 

PATHWAY PROJECT PW#10358 IN THE TOTAL 

AMOUNT OF $586,577.50, OF WHICH $569,386.30 IS TO BE 

PAID FROM 170-369-904 AND $17,382.20 FROM 

156-355-906, AS RECOMMENDED BY BROWN & 

MITCHELL, INC., PROJECT ENGINEERS, AND BOBBY 

WEAVER, SAND BEACH DIRECTOR 

May 11,2009, Item # 58 


MISSISSIPPI, that the Board does HEREBY APPROVE payment ofColeman Hammons 

Construction Co., Inco's Payment Application No. 10 for the Pedestrian Pathway project 

PW#I0358 in the total amount of$586,577.50, ofwhich $569,386.30 is to be paid from 

170-369-904 and $17,382.20 from 156-355-906, as recommended by Brown & Mitchell, Inc., 

Project Engineers, and Bobby Weaver, Sand Beach Director. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER ACCEPTING THE PROPOSAL OF KENNY 

LENAZ ALSTON, WITH LAND SURVEYOR, INC., TO 

SURVEY PROPERTY AT THE COUNTY JAIL FOR THE 

PROPOSED NEW ADDITION, AND AUTHORIZING THE 

BOARD PRESIDENT TO EXECUTE THE LETTER OF 

ACCEPTANCE 

May 11,2009, Item # 59 


MISSISSIPPI, that the Board does HEREBY ACCEPT the proposal ofKenny Lenaz Alston, 

with Land Surveyor, Inc., to survey property at the county jail for the proposed new addition; and 

the Board does HEREBY AUTHORIZE the Board President to execute the letter ofacceptance, 

which follows this Order as Exhibit A. 








AYE 

AYE 

AYE 

AYE 

AYE 




05/04/2009 


1801 23 rd Avenue, 

Gulfport,MS 39502 

Dear Sir or Madam: 

This letter concerns the terms ofour engagement to provide survey services to you for the 

property located at the Harrison County, Detention Center Expansion, 10451 Larkin Smith Drive, 

Gulfport, MS, 39503. 

My services wiU be billed on an hourly basis at our regular hourly rates. 

hourly rate schedule is attached to this letter. 

Our regular 

Survey will be completed with 30 days ofnotice to proceed. 

Invoice will be due within 30 days ofinvoice date. 

Ifyou agree with all ofthe above, please sign and return the enclosed copy ofthis letter. 

not commence work until I receive the signed copy ofthis letter. 

I will 

Yours very truly, 

Kenny Lenaz Alston, Land Surveyor, Inc. 

Accepted and Agreed: 

By:7;7L~ 

Date: 

~----:----:----:----:---::--:-------- -------- 

Principal or Authorized Agent

Kenny Lenaz Alston Land Surveyor,lnc. 

4602 Kendall Ave. 

Gulfport,MS 39507 

Voice (228) 864-2645 

Fax (228) 864-2660 

05/04/2009 

Hanison County Jail Survey Proposal 

1.21 Compensation. 

A. Hourly Rate of$130 for 1 or 2 person robotic-G.P.S. survey crew B. Hourly Rate of 

$90 for drafting, office and research. Entire survey not to exceed a stipulated sum of 

$15,000. 

1.4.1 Insurance. I carry professional liability insurance.- I am a solo operation, with the 

exception ofsome help from my wife. We carry personal health insurance and have 

dropped workman's compensation, which state law does not require in our circumstance. 

3.3 Magnetic North. Through the use ofGY.S., I like to use grid north bearing and state 

plane coordinates. 'Ibis is more in tune with:future mapping uses such as OJ.S. 

3.7 The elevation datum will be NAVD 88. This is what the new F.E.M.A. maps are 

based on. 

5.5 As far as underground utilities, I can only rely on Mississippi One Call. 

In summary, I would look forward to working for the County. I would certainly put my 

best effort forward. The stipulated sum is very hard to calculate due to access 

res1rictions, etc. that will most certainly slow the job down. Thanks, and Sincerely 

Yours, Kenny L. Alston Land Surveyor

Thi-< ;""'\1'\\11 '"~ pllli

.:;AIA Document G601" -1994 

Request for Proposal- Land Survey 

[" ] SURVEYOR 

[" ]OWNER 

[ " ] ARCHITECT 

DATE: April 15.2009 

PROJECT (Name and address) 

Harrison County Detention Center Expansion 

lO451 Larkin Smith Drive 


OWNER (Name and Address) 


180l 23rd Avenue 


SURVEYO~ (Name alld Address) l ,. ~ /ILI STO r1 La. Y'l j 

Ken Austin \-

Cf the Owner acc~pts the proposal, all three .:opies of this document will be signed by the Owner; one will be 

returned to the Surveyor and one to the Architect. Upon execution and receipt by both parties, this docum.:nt and all 

attachments listed ill Articks 6. 1 and 8 shall form the Agreement between the O\mer and the Sun'eyor. 

The Surveyor shall hold the proposal open for acceptance by the Owner for a period of Thirty 

days niter the date of submittal to the Owner. 

(301 calendar 

LAND SURVEY PROPOSAL 

ARTiCLE 1 GENERAL PROVISIONS 

§1.1 TIME 

§ 1.1.1 Subject to ;my limitations stated in this propos:ll, the specified wnd SUf\'ey Sh~lll be completed and the 

drawing(s) and report(s) delivered to the O\mer and the Architect within Thirty ( 30 ) calendar days after 

written authorization to proceed is received, barring circumstanl'cs beyond the Surveyor's control that force a dday. 

In such instunce, the Surveyor will inform the Owner of the cause of the delay. 

§ 1.2 COMPENSATION 

§ 1.2.1 The Surveyor shall aUach the lump slim fee or rale and price schedule information or both to this proposal. 

The cost of the Land Survey (including the fumishing ofall materials, sun-'eying equipment and computers. labor 

and any required insurance) shull be based llpon the method(s} checked below: 

[-.J] a stipulated Slun for all services based on this proposal. with adjustments to the stipulated sum being 

~:puted in accorse~th~ s.;r;:;,2 ha~~c schedule if changes in the work :Ire authorized; 

[J charges computed in accordance with the Surveyor's current attached rate schedule \....hich shaH include a 

lump sum for mobilization, demobilization. travel and per diem expenses, stating the maximum amoUnt ofcost that 

will be incurred without prior written authorization by the Owner; 

OR . 

(J as specified below. 

§ 1.3 BILLING AND PAYMENT 

§ 1.3.1 Billing for the survey shall be as checked below: 

{ -.J I to the Owner's i\ddress above, with a copy ro the Architect; 

OR 

[1 to the Owner in care of the Architect, in dupJic;lte, at the Architect's oftlce address. 

§ 1.3.2 Payment shnll be made as follows: 

(Hen! ;1/Sert pllymt'JIl prO\·isions.) 

Payment upon completion of the work. 

§ UINSURANCE 

§ 1.4.1 The Surveyor shall provide and maintain insurance coverage for claims under Workers' Compens:ltion Acts: 

claims for damages because of bodily injury, inclUding personal injury, sickness or disease, or death ofemployees or 

of any other person; and from claims for damages because of injury to or destmction of tangible property, including 

loss of lise resulting therefrom. The Surveyor's proposal shall stale the covemges and limits of li.tbility of 

professional liability insumnce that will be maintained for protection from claims arising out of the performance of 

profess,ional services. Certiticates of Insurance ~Vfencin'the.:abr coverages shall be made available at the 

O\mer 5 request. 5 e e q if?llCPJeq 

§ 1.5 PROTECTION OF PROPERTY 

§ 1.5.1 The Surveyor shall contacl Ihe Owner for infonnation regarding the site and shall take all rea.'ionuble 

precautions to pre\\':1U damage to property, visible and concealed. and shall reasonably restore the site to the 

condition existing priorto lhe Surveyor's entry. including. but not limited 10. repail' of lawns ;lod plantings. 

Inll. 

AlA DOl;umentG6011l.O -1994. Copyrlghtteets. All rights reserved. WARNING: Thi~ AlA" 

OOl:umant is protected by U.S. Copyrlghl Law and Internal10nal Treaties. Unauthoriud reproduction or distribution of this AlA" Document. or any 

porlion of it. may rasult In saver", civil and criminal penalties, and Will be prosecuted to lhe maximum eXlent possible under the lew. This documenl 

was produced by AlA soltware at 13:33:54 on 04115·2009 under Order No.l000382142_2 wh,,:h expires on 12.'18'2009. and is nOl tor resale. 

Usar NOles: (3613491674) 

2

§ 1.6 QUALIFICATIONS 

§ 1.6.1 All services shull be performed by qualified personnel underthe supervision of a protessiullaI licensed or 

otherwise qualified by the stute to practice land surveying. and the doclUllelll(~) "lib mined Shall be:.!r the Sun'eyor's 

seal and statement to that effect. 

§ 1.7 USE OF SURVEYOR'S DRAWINGS 

§ 1.7.1 It is understood that the Owner, or lhe Architect on the Ownds behalf. may reproduce the Surveyor's 

drawings without modification and distribute the prints in connection with the use or disposition of the property 

without incurring obligation for additional compensation to the Surveyor. The original drawings shall relllain the 

property of the Surveyor. 

§ 1.8 ACCURACY STANDARDS 

§ 1.8.1 Precision of the survey 511

l..J 1 

directed to the top of the sheet: 

OR 

1 J as speCified below. 

[..J J § 3.4 Include legend ofsymbols and abbreviations lIsed on the dmwing(s). 

{ ...J 1 § 3.5 Spot elevations on paving or other hard surfaces shall be to the llC:trest .01 foot: on mher surfaces. to 

the nearest .10 foot. If required by Section 3.1. lise equivalent metric units. 

[,,] § 3.6 Boundary and topographic information. where both are required. shall be on the sume dl1lwing l\nle~s 

otherwise requested by the Architect. 

[..J] 

§ 3.7 State elevation datum on CilCh drawing: 

[J u.o;e National Vertical GeOdetic Datulll (;-.lVGD) 1919 and give location of benchmark used; 

OR 

[ .J use assumed elevation at 

OR 

[1 use official town datum; 

OR 

[.,,] as specified below. 

Nonh American Datum (NAD 83) and give locl~ons ofjenchmajP. 

See. q 

ffp\.,oheq 

(" ) § 3.8 Furnish to the Architect one reproducible transparency .md three prints ofeach drawing. The Surveyor 

shall sign and seal each drawing and shall state that to the best of the Surveyor's knowledge. information and belief, 

all information thereon is true nnd accurately shown. 

ARTICLE4 LAND (BOUNDARY) SURVEY REQUIREMENTS 

Survey requirements shaH be established as indicated belo\\'. 

[,,] § 4.1 Show bO\lndary lines, giving length and beating (including reference or basis) on each straight line; 

interior angles, radius. point oftangency and length ofcuP/ed lines. Unless otherwise prohibited by law, where no 

monument exist.~, set permanent iron pill (monument) or other suitable permanent monument at property corners; 

drive pin adequately into ground to pre\'cnlmovernent and murk with wood stake; state on the drawing(s} whether 

comers were found or set and describe each. 

[} § 4.2 Furnish a legal description that conforms to the record title boundaries. Prior to making this survey 

and insofar as is possible. the Surveyor shall acquire datu including, but not limited to. deeds. maps, certificates or 

abstracts of title, section line and Other boundary line locations in the ricinity. 

[J Reconcile any discrep~tncies between the survey .md the recorded legal description. 

[ ..J J § 4.3 Give area in square teet if less than olle nere; in acres (10 .00 I acre) if over onc acre. If required by 

Section 3.1. use equivalent metric units. 

Inll. 

[ ...J J § 4.4 Note identity. jurisdiction and width ofadjoining streets and highways. \\idth and type of pavement. 

Identify street mOnuments and show disrance to the nearest intersection. 

[..J] § 4.5 Plot localion of structures on the property. Dimension 10 property lines nnd other buildings. NOle 

vucant p(lrcels as VACANT. Describe building materials and note number of stories. 

[] Dimension perimeters in feet and inches to nearest 1/2 inch; 

OR 

{,,] dimension perimeters in feet and decimals to .05 foot: 

OR 

AlA Oocument G601 nl -1994. COPl"lghr ~ 1972. 1979 and 1994 by The AmericalllrtstilUle 01 Architects. All rights resluved. WARNING: ThIs AlA' 

Document is prolected by U.S. Copyright Law and Internallonal TreeriM. Unauthorized reproduction or distribution of this AlA· Document. Dr any 

porllon 01 it, may reSult In severe civil and criminal penallies, and \Viii be prosecuted to the maximum extenl pOSSlb!llunder the law. This document 

was produCed by AlA sollllare 3t 13;33:54 on 04;15'2009 under Order NO.1000382142_2 which elcpires 0/1 12'18 1 2009. and is nOllor resale. 

Usor Notes: . (3613491674) 

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§ 8.2 

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ARTICLE 9 SUBMISSION OF PROPOSAL 

By signing this document. the Land Surveyor represents that aU approprime attachments and additions h;\Ve been 

made and th:\t :my proposed deviations from the requiremems of the Owner's request have been clenrly identified. 

LANDSU 

PROPOSAL DATE 

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ARTICLE 10 ACCEPTANCE OF PROPOSAL 

By signing this document, the Owner accepts the bnd Surveyor's proposal, including all attachments listed in 

Articles 6, 7 and 8 that henceforth shall forl1lthe Agreemem between the Owner and the Land Surveyor. 

OWNER 

ACCEPTANCE DATE 

(SigllC//11re) 

(Momll. dlry a/ld year) 

/" ;\furlin Ladner. President 

(Prill/ed /lC/me alld title) 

Inlt. 

AlA Document GGD1 flI - 1994. Copyrlght@ 1972. 1979 and 1994 by The American Instilule 01 Arcl1ilecls. AU rights reserved. WARNING: This AlA 3 

Document is protected by U.S. Copyright Law lind Internallonal Treaties. UnaUlhDl"~ed reproduction or dlslribution of Ihls AlA! Document. or any 

portion 01 it. may result 1/1 severe cIvil a/1d crImInal penalllll5, and \"1m be proseculed 10 Ihe maximum exlent possible under the lilW. Tnis documenl 

\'Vas produced by AlA software al 13:33:54 On O~iI5i2009 under Order No. 1000382142_2 which expires Dn 12118'2009. and is nor lor resale. 

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MINUTES 




ORDER APPROVING APPLICATION FOR A 

COMPETITIVE FEDERAL JUSTICE ASSISTANCE 

GRANT (JAG) FOR FUNDING UNDER THE AMERICAN 

RECOVERY AND REINVESTMENT ACTION OF 2009 FOR 

TECHNOLOGY RESEARCH AND DEVELOPMENT OF A 

PROGRAM FOR INMATE ELECTRONIC MEDICAL 

RECORDS SYSTEM, AT A COST OF $107,590.00, AND 

AUTHORIZING THE COUNTY ADMINISTRATOR TO 

EXECUTE SAME 

May 11,2009, Item # 60 


MISSISSIPPI, that the Board does HEREBY APPROVE application for a competitive Federal 

Justice Assistance Grant (JAG) for funding under the American Recovery and Reinvestment 

Action of2009 for technology research and development ofa program for inmate electronic 

medical records system, at a cost 01'$107,590.00; and the Board does HEREBY AUTHORIZE 

the County Administrator to execute same. The information received this grant follows as 

Exhibit A. 








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present, the motion was declared carried and the order adopted this 11 th day ofMay 2009.

Program Narrative 

The central intent ofthis project is to develop, train, and deploy a comprehensive inmate 

electronic health record system on behalfofthe Harrison County Mississippi Board of 

Supervisors and the Harrison County Mississippi Sheriffs Department. 

Electronic Health Records (ERR) are tools that enhance a health professionals' capability 

to provide and manage care, while also facilitating patients' ability to understand and 

participate in the management oftheir care. The U.S. Department ofRealth and Human 

Services, as well as primary care organizations such as the American Academy ofFamily 

Physicians, strongly advocate for ERRs as necessary ifphysicians are to improve the way 

they manage care and health outcomes. 

The provision ofhealthcare in correctional facilities is fraught with challenges in addition 

to those that occur in more ordinary settings. Correctional healthcare staffs, namely 

county correctional facilities are plagued by the proliferation ofpaper, the task of 

deciphering handwriting, the constant search for charts, and the repetitive collection and 

duplication ofinformation while providing 24/7 care in an environment where security is 

paramount. 

The use ofa single inmate chart inevitably leads to critical medical information being 

misplaced. Using technology to generate centralized medical records can help solve 

these challenges. An electronic medical record (EMR) system creates a central medical 

record that is available simultaneously to clinical staff 

In the corrections environment, litigation is frequent and expensive. Improving the 

quality ofpatient documentation and eliminating chart fragmentation can help ease the 

litigation burden. Lawsuits can result in fines and/or burdensome consent decrees when a 

county or state cannot document that specific healthcare was provided, which further 

reduces funds available for inmate healthcare. An inmate electronic medical record can 

streamline and automate documentation while solving chart fragmentation issues, thereby 

alleviating the pressures and cost associated with litigation.

Project Objectives 

The primary objective ofthis proposal is to use technology to generate centralized 

electronic medical records that can help solve health challenges experienced by 

healthcare and law enforcement officials at the Harrison County Adult Detention Center. 

This proposal intends to create at least (2) newjob opportunities to provide technical 

support for this program and serve as a pilot imitative for other law enforcement agencies 

throughout the State ofMississippi implementing electronic medical records for 

correctional facilities. This project can also he started and implemented within 90 days 

from the date grant is awarded and employees will be hired within (30) days. In addition 

to job creation, all equipment and resources that is required for this project shall give 

local businesses procurement priority which will further enhance stimulus to the local 

economy. 

Organizational Capabilities and Competencies 

The Harrison County Board of Supervisors will track all program draws and expenditures 

in compliance will applicable state and federal regulations. All funds used for this 

project will not be commingled with any other federal funds the Harrison County Board 

ofSupervisors has or will acquire. 

Project Timeline 

• Begin interviews for project manager and project analyst within 10 days after 

program is awarded 

• Procurement of (~omputerand software equipment (5-10 days after program is 

awarded) 

• Finalize hiring ofproject manager and project analyst (5-10 days after completion of 

interview process) 

• Training begins for new hires (upon selection ofnew hires) 

• Hardware and Software integration will jail management system (20-30 days after 

award) 

• Electronic health record software installation (30 days after award) 

• System training will begin for healthcare and jail staffs ( 30 days after award) 

• System test will begin (45 days after award) 

• Go live with system implementation (45-60 days after award) 

• Project performance audits (20-30 days after go live date)

Program Abstract 

The Harrison County Board ofSupervisors located in Gulfport, Mississippi is applying 

for funding llllder The Recovery Act 2009: National Institute ofJustice's Law 

Enforcement Technology Research and Development Program. The primary goals ofthis 

project will be to (l) provide the Harrison COllllty Sheriffs Department with an electronic 

medical records system that will centralize inmate medical health records, improve the 

efficiency ofmanaged care outcomes. (2) Instantly create employment opportunities and 

technical training. 

It is the intent ofthe Harrison County Board ofSupervisors to fonn a strategic 

partnership with its correctional healthcare provider Health Assurance, LLC to develop, 

train and deploy a comprehensive electronic records system for the inmate population of 

the Harrison County Adult Detention Center within (90) days after program funding.

OMS APPROVAl NO. 1121-0188 

EXPIRES 5-98 (Rev. 1/97) 

Budget Detail Worksheet 

Purpose: The Budget Detail Worksheet may be used as a guide to assist you in the preparation of 

the budget and budget narrative. You may submit the budget and budget narrative using this form or in 

the fonnat ofyour choice (plain sheets, your own fonn, or a variation ofthis fonn). However, all 

required information (including the budget narrative) must be provided. Any category ofexpense not 

applicable to your budget may be deleted. 

A. Personnel - List each position by title and name ofemployee, ifavailable. Show the annual 

salary rate and the percentage oftime to be devoted to the project. Compensation paid for employees 

engaged in grant activities must be consistent with that paid for similar work within the applicant 

organization. 

NarnelPosition Computation Cost 

1Project Manager 

IData Processing Analyst 

IPostition 3 

!Poslition 4 

Ipoo",,", 

Postilion 6 

1Part TIme 11$14,232.00 

IFUII Time I 1$25,000.00 

I:::::::=:::::::===::::===::::=:::::::=:::::::======:II========~ 

1 1I~~ 

I 1 1 

1 II!===== 

SUB-TOTAL $39,232.00 

B. Fringe Benefits - Fringe benefits should be based on actual known costs or an established 

formula. Fringe benefits are for the personnel listed in budget category (A) and only for the 

percentage oftime devoted to the project. Fringe benefits on overtime hours are limited to FICA, 

Workman's Compensation, and Unemployment Compensation. 

Narne/Position Computation Cost 

============== 

IFringe benefit 2 Insurance 1139232 X .04 I 1$1,177.00 

;::=========================== 

IFringe benefit 3 Worker Compensation 1139232 X .04 I 1$2,140.00 

1Fringe benefit 1 FICA 1139232 X .0765 11$3,001.00 

I=Frin==ge=be=nefi=,t4===============11 I 1 

I_Fr_in_ 9 _e_be_n_efi_lt_5 

1'i=1===================~II========:; 

SUB-TOTAL $6,318.00 

Total Personnel & Fringe Benefits $45,550.00 

OJP FORM 7150/1 (5-95)

c. Travel - Itemize travel expenses ofproject personnel by pmpose (e.g., staffto training, field 

interviews, advisory group meeting, etc.). Show the basis ofcomputation (e.g., six people to 3-day 

training at $X airfare, $X lodging, $X subsistence). In training projects, travel and meals for trainees 

should be listed separately. Show the number oftrainees and the unit costs involved. Identify the 

location oftravel, ifknown. Indicate source ofTravel Policies applied, Applicant or Federal Travel 

Regulations. 

Purpose ofTravel Location Item Computation Cost 

Travel entry 1 Program 

IGulfport, MS 111,112 miles x.48 per mile 

monitoring 

1$5,000.00 

ITravel entry 2 



rravel entry 5 



II I I 

II 

II 

II 

II 

II II I 

TOTAL $5,000.00 

1 

I 

I 

I 

I 

D. Equipment - List non-expendable items that are to be purchased. Non-expendable equipment 

is tangible property having a useful life ofmore than two years and an acquisition cost of$5,000 or 

more per unit. (Note: Organization's own capitalization policy may be used for items costing less than 

$5,000). Expendable items should be included either in the "supplies" category or in the "Other" 

category. Applicants should analyze the cost benefits ofpurchasing versus leasing equipment, especially 

high cost items and those subject to rapid technical advances. Rented or leased equipment costs 

should be listed in the "Contractual" category. Explain how the equipment is necessary for the success 

ofthe project. Attach a narrative describing the procurement method to be used. 

Item Computation Cost 

Equipment entry 1 Electronic Health Record Software I Implementation and Software rights fee *(1 time fee) I 1$25,000.00 

I 

eqiupment entry 2 (2) Dell Desktop Computers 1(2) desktops X 800.00 each 

I 1$1,600.00 1 

lequipment entry 3 (3) Dell latitude Notebooks 1(3) laptops X 900,00 each 

1 1$2,700.00 I 

leqUiPment entry 4 (1) Dell SQl Server 1/(1) Server X 4000.00 each 

I 1$4,000.00 I 

lequipment entry 5 (1) year monitoring Fee 

11000 inmates x $1.50 per inmate per month 

1 1$18,000.00 I 

TOTAL $51,300.00

E. Supplies ~ List items by type (office supplies, postage, training materials, copying paper, and 

expendable equipment items costing less that $5,000, such as books, hand held tape recorders) and 

show the basis for computation. (Note: Organization's own capitalization policy may be used for 

items costing less than $5,000). Generally, supplies include any materials that are expendable or 

consumed during the course ofthe project. 

Supply Items Computation Cost 

ISupply item 1, Copy paper 1130boxes x 18.00 per box 1 1$540.00 

'=su=P=P'=Y=ite=m==2==Tr=a=in=in=g=ai=d=so=ftw==ar=e=======~II==========================1 1$1,000.00 

ISUPPIY item 3 (2) PDA Phones 11(2) Phones x 300.00 per phone 1 1$600.00 

~==============: 

Isupply item 4 PDA Phone/Data Service Plans (2) II $75.00 per month each x 24 months I 1$3,600.00 

I~SUP==PIY==ite==m==5======~II I 1=== 

Isupply item 6 II I I 

I==SUP==PIY=ite=m=7========~II I 1=========== 

I=SU P =PIY=ite=m=8===========9 11 

I '=== 

l~sUP~PI~yit~em~9_~__~__---,11 I 1 _ 

TOTAL $5,740.00 

F. Construction - As a rule, construction costs are not allowable. In some cases, minor repairs or 

renovations may be allowable. Check with the program office before budgeting funds in this 

category. 

Purpose Description ofWork Cost 

four lines per entry, use boxes below or an additional 

page for more space if required 

I 

NOT APPLICABLE 

II 

I 

I II II I 

I II II I 

I II II I 

TOTAL $0.00

G. Consultants/Contracts - Indicate whether applicant's formal, written Procurement Policy or 

the Federal Acquisition Regulations are followed. 

Consultant Fees: For each consultant enter the name, ifknown, service to be provided, hourly or daily 

fee (8-hour day), and estimated time on the project. Consultant fees in excess of $450 per day require 

additional justification and prior approval from OJP. 

Name of Consultant Service Provided Computation Cost 

ISUPPIY item 1, one line per entry 

Imaximum of three lines 

I II I 

ISupply item 1, one line per entry 

ISupply item 1, one line per entry 

II 

NOT APPLICABLE 

ISupply item 1, one line per entry II I 

:1 I: 

I' 

II 

II 

Subtotal $0.00 

Consultant Expenses: List all expenses to be paid from the grant to the individual consultants in 

addition to their fees (i.e., travel, meals, lodging, etc.) 

Item Location Computation Cost 

IConsultant expense entry 1, one line PWlmaximum ofthree lines 

/I 1 

I II NOT APPLICABLE 

II I 

I II II I 

I 

Ilmaximum of three lines 

I Il I 

IConsultant expense entry 1, one line PWImaximum of three lines 

II II I 


Contracts: Provide a description ofthe product or service to be procured by contract and an estimate 

ofthe cost. Applicants are encouraged to promote free and open competition in awarding contracts. 

A separate justification must be provided for sole source contracts in excess of$100,000. 

I 

I 

Item 

maximum of four lines, additional information should be attached on a separate sheet(s) 

Cost 

r,,;mom of love If~ 

I 


TOTAL $0.00 

I

H. Other Costs - List items (e.g., rent, reproduction, telephone, janitorial or security services, 

and investigative or confidential funds) by major type and the basis ofthe computation. For example, 

provide the square footage and the cost per square foot for rent, or provide a monthly rental cost and 

how many months to rent. 

Description Computation Cost 

four lines per entry, use boxes below or an additional 

page for more space if required 

INoT APPLICABLE 

I ) I I 

II I I I 

I II I I I 

I II I I I 

I II I I I 

I II I I 

TOTAL $0.00 

I 

I. Indirect Costs - Indirect costs are allowed only ifthe applicant has a Federally approved indirect 

cost rate. A copy ofthe rate approval, (a fully executed, negotiated agreement), must be attached. If 

the applicant does not have an approved rate, one can be requested by contacting the applicant's 

cognizant Federal agency, which will review all documentation and approve a rate for the applicant 

organization, or ifthe applicant's accounting system permits, costs may be allocated in the direct costs 

categories. 

Description Computation Cost 

lone line per entry 

II II 

lone line per entry 

II II 

INOT APPLICABLE 

II II 

I 11 II 

I II II 

I II II 

TOTAL $0.00

· . 

Budget Summary- When you have completed the budget worksheet, transfer the totals for each 

category to the spaces below. Compute the total direct costs and the total project costs. Indicate the 

amount ofFederal requested and the amount ofnon-Federal funds that will support the project. 

Budget Category 

A. Personnel 

B. Fringe Benefits 

C. Travel 

D. Equipment 

E. Supplies 

F. Construction 

G. Consultants/Contracts 

H. Other 

Total Direct Costs 

I. Indirect Costs 

TOTAL PROJECT COSTS 

Amount 

$39,232.00 

$6,318.00 

$5,000.00 

$51,300.00 

$5.740.00 

$0.00 

$0.00 

$0.00 

$107,590.00 

$0.00 

$107.590.00 

Federal Request 

$107,590.00 

Non-Federal Amount

The public is hereby notified that the Harrison County Board of Supervisors is 

applying for a competitive Federal Justice Assistance Grant (JAG) through the 

United States Department of Justice that has become available under the 

American Recovery and Reinvestment Act of 2009. 

The purpose of the grant would be to allow for the development, training and 

deployment of an Inmate Electronic Medical Records System for the Harrison 

County Sheriffs Department. This will create a central medical record that will 

enhance the overall management and efficiency of inmate healthcare at the 

Harrison County Detention Centers. 

Federal grant funds, if awarded, would be used to purchase software and 

hardware to facilitate electronic medical records to be accessible to healthcare 

professional at the facilities and around the state. The estimated cost of the 

project would be approximately $107,000 which would consist of 100 percent 

federal grant dollars under the direct solicitation grant application to the 

Department of Justice. This proposal has been reviewed by the Harrison County 

Board of Supervisors. 

A copy of the completed grant application is available for public viewing and 

copying at the Administrative Office of the Harrison County Board of Supervisors 

during normal business hours.

........_-_._-------- 

MINUTES 




ORDER APPROVING MEMORANDUM OF AGREEMENT 

AMONG THE FEDERAL EMERGENCY MANAGEMENT 

AGENCY, THE ADVISORY COUNCIL ON HISTORIC 

PRESERVATION, THE MISSISSIPPI DEPARTMENT OF 

ARCHIVES AND HISTORY, THE MISSISSIPPI 

EMERGENCY MANAGEMENT AGENCY AND THE 

HARRISON COUNTY HOARD OF SUPERVISORS 

REGARDING THE DISPOSITION OF THE 

GULFPORT-HARRISON COUNTY PUBLIC LIBRARY, 

GULFPORT, MISSISSIPPI, AND AUTHORIZING THE 

BOARD PRESIDENT TO EXECUTE SAME 

May 11,2009, Item # 61 


MISSISSIPPI, that the Board does HEREBY APPROVE memorandum ofagreement among the 

Federal Emergency Management Agency, the Advisory Council on Historic Preservation, the 

Mississippi Department ofArchives and History, the Mississippi Emergency Management 

Agency and the Harrison County Board ofSupervisors regarding the disposition ofthe 

Gulfport-Harrison County Public Library, Gulfport, Mississippi, and authorizing the Board 

President to execute same. The Memorandum ofAgreement follows this Order as Exhibit A. 








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· ..J 

MEMORANDUM OF AGREEMENT 

AMONG 

THE FEDERAL EMERGENCY MANAGEMENT AGENCY, THE ADVISORY 

COUNCIL ON HISTORIC PRESERVATION, THE MISSISSIPPI 

DEPARTMENT OF ARCHIVES AND HISTORY, THE MISSISSIPPI 

EMERGENCY MANAGEMENT AGENCY AND THE HARRISON COUNTY 

BOARD OF SUPERVISORS REGARDING THE DISPOSITION OF THE 

GULFPORT-HARRISON COUNTY PUBLIC LIBRARY, GULFPORT, 

MISSISSIPPI 

WHEREAS, the Federal Emergency Management Agency (FEMA) of the Department 

of Homeland Security (DHS), has entered into a Programmatic Agreement (Statewide 

Agreement) with the Mississippi State Historic Preservation Officer (SHPO) of the 

Mississippi Department of Archives and History (MDAH) and the Mississippi 

Emergency Management Agency (MEMA), which was executed January 5, 2004, to 

address FEMA's responsibilities under Section 106 ofthe National Historic Preservation 

Act (NHPA), 16 U.S.C. Section 470(f), and the regulations at 36 CFR Part 800 

implementing Section 106 and 110(t) ofthe Act; and 

WHEREAS, in response to Hurricane Katrina, Presidentially Declared Disaster FEMA 

1604-DR-MS (the Disaster) FEMA proposed to administer the Federal Disaster Public 

Assistance Program pursuant to the Robert T. Stafford Disaster Relief and Emergency 

Assistance Act, 42 U.S.C. § 5121 et seq., and its implementing regulations contained in 

44 CFR Part 206; and 

WHEREAS, as a result of the Disaster, FEMA will provide Public Assistance (PA) 

funding to the Applicant Harrison County Board ofSupervisors (HCBS) through MEMA 

for relocation of the library function which will result in the abandorunent of the 

Gulfport-Harrison County Public Library Building located at 1300-21 st Avenue, Gulfport, 

MS (the Undertaking); and 

WHEREAS, FEMA has determined the Area of Potential Effects for the proposed 

undertaking to be the existing library location at 1300-21 st Avenue, Gulfport, MS and the 

proposed location of the new library in the Orange Grove community on a 4.45-acre 

parcel (parcel ID 0708H-02-022.000) located northwest of the intersection of Old 

Highway 49 and Kenwood Drive; and 

WHEREAS, the Keeper of the National Register has determined that the Gulfport 

Harrison County Public Library Building is eligible for listing on the National Register of 

Historic Places (NRHP) under Criteria A & C and criteria consideration G; and 

WHEREAS, MDAH has voted to designate the Gulfport-Harrison County Public 

Library Building a Mississippi Landmark under the Antiquities Law ofMississippi; and 

FEMA MOA Gulfport-Harrison County Public Library

WHEREAS, FEMA has detennined that the abandonment of the Gulfport-Harrison 

County Public Library Building may result in an adverse effect to the historic property; 

and 

WHEREAS, the HCBS has not yet fully determined the future of the Gulfport-Harrison 

County Public Library Building but has applied for funds through FEMA'sPA Program 

for relocation of the library function and has decided to move fOlWard with the Section 

106 review process in an effort to identify various re~use alternatives available for the 

future disposition ofsaid property in compliance with all State and Federal laws relating 

to structures that are a Mississippi Landmark and/or eligible for listing on the NRHP; and 

WHEREAS, FEMA has notified the Advisory Council on Historic Preservation (ACHP) 

of this Undertaking and Memorandum Of Agreement (MOA); and the ACHP has elected 

to participate in the consultation; and 

WHEREAS, FEMA has consulted with the SHPO and the ACHP pursuant to 36 CFR 

Part 800, regulations implementing Section 106 ofthe NHPA (16 U.S.C. 470f); and 

WHEREAS, MEMA and the HCBS were invited to participate in consultation on this 

MOA, and have accepted to participate in consultation as Invited Signatories; and 

WHEREAS, FEMA has invited We the People to Save Our Library, a local citizens 

group, to participate in this consultation and sign this MOA as a Concurring Party; and 

WHEREAS, FEMA has invited the South Mississippi Heritage Preservation and 

Education Group, a local citizens group, to participate in this consultation and sign this 

MOA as a Concurring Party; and 

WHEREAS, FEMA has invited the Relatives of Captain Joseph T. Jones, who have an 

interest in the preservation of the Captain Joseph T. Jones Monument (formerly situated 

adjacent to the Gulfport-Harrison County Public Library and determined by the SHPO 

and FEMA to be a contributing resource to the Gulfport Public Library historic property), 

and the library building to participate in this consultation and sign this MOA as a 

Concurring Party; and 

NOW THEREFORE, FEMA, the ACHP, SHPO, MEMA and the HCBS agree that the 

Undertaking shall be implemented in accordance with the following stipulations in order 

to evaluate the effect ofthe Undertaking on the historic property. 

STIPULATIONS 

FEMA will ensure that the following measures are carried out: 

I. INTERIM PROTECTION OF THE GULFPORT·HARRISON COUNTY 

PUBLIC LIBRARY 

FEMA MOA Gulfport-Harrison County Public Library 2

The HCBS agrees to take appropriate measures to prevent or limit·further adverse 

effects to the Gulfport-Harrison County Public Library Building during the period 

that FEMA and HCBS are fulfilling the responsibilities ofthis MOA. 

A. The HCBS shall ensure that measures to maintain the Gulfport-Harrison County 

Public Library are accomplished until such time as a lessee signs a lease for the 

structure. Specifically, the HCBS shall maintain the existing fence in good 

working order to reasonably prohibit, to the extent possible, looting and 

vandalism to the historic property. 

B. The HCBS will continue to secure and passively ventilate the Gulfport-Harrison 

County Public Library to minimize further deterioration ofthe building. 

C. The HeBS will not damage or demolish the building at the Gulfport-Harrison 

County Public Library site if it accepts a viable re-use proposal meeting the 

criteria cited in Stipulation II.e ofthis MOA. 

II. 

MARKETING AND RE-USE OF THE GULFPORT·HARRISON COUNTY 

PUBLIC LIBRARY PROPERTY 

HCBS will solicit proposals to identify viable re-use proposals for the Gulfport-Harrison 

COlUlty Public Library property. 

A. Within 45 days of the execution date of this MOA, HCBS shall prepare a draft 

marketing and re-use package for the Gulfport-Harrison COlUlty Public Library 

property. The draft marketing and re-use package will eonfonn to local and state 

laws governing the County's leasing ofproperties and include an advertising plan 

employing the HCBS website and local news outlets. The draft package will be 

accompanied by a proposed solicitation schedule, an explanation of the package 

transmittal process, and a proposed schedule for receiving and reviewing 

submitted re-use proposals. 

B. The HeBS will submit the draft marketing and re-use package to the SHPO and 

FEMA for review and comment. Within 14 days ofreceipt, the SHPO and FEMA 

will provide their comments on the draft package to HCBS. HCBS will take the 

SHPO and FEMA comments into consideration and revise the marketing package, 

as appropriate. If SHPO and/or FEMA do not provide comments after 14 days of 

receipt, HCBS may presume their concurrence and proceed with the draft 

marketing and re-use package. 

C. Upon the SHPO's and FEMA's review ofthe marketing package, the HCBS shall 

distribute the marketing package to potential lessees who demonstrate an interest, 

via telephone, email, fax, written notice, or in-person. The package shall consist 

ofthe following materials: 


a. Photographs ofthe property; 

b. A parcel map; 

c. Information on the property's value as determined by a Certified 

General Appraiser who has given due consideration to historic value; 

d. Information about the property's eligibility for listing in the NRHP and 

its significance as a designated Mississippi Landmark; 

e. Notification specifying the historic preservation easement restriction 

attached to the property deed; 

f. Notification that the re-use ofthe existing structure will be pursuant to 

the terms ofa lease and will require the lessee to repair and rehabilitate 

the existing structure in accordance with the recommended approaches 

in The Secretary of the Interior's Standards for the Treatment of 

Historic Properties (SOl Standards) (U.S. Department of the Interior, 

National Park Service, 1995) and in compliance and continued 

cooperation with the Mississippi Landmarks program; 

g. Information about the federal and state's historic preservation tax 

incentives for the rehabilitation ofhistoric buildings; and 

h. Notification that potential lessees will be expected to demonstrate 

financial ability to fully fund the repair and rehabilitation of the 

existing structure, its long-term maintenance, and the costs associated 

with insurance and liability coverage. 

D. HCBS will review and consider re-use proposals it has received from potential 

lessees for a minimum ofone (1) year from the date ofthe first advertisement 

on the HCBS website and other websites. 

E. If the HCBS accepts a viable re-use proposal that conforms to SOl Standards 

and the long~tenn preservation of the GulfPort-Harrison County Public 

Library property, the HCBS will notify FEMA and the SHPO and shall 

proceed pursuant to Stipulations III ofthis MOA. 

F. If the HCBS does not accept a re-use proposal for the existing library 

building, the HeBS will notify FEMA and the SHPO and shall proceed 

pursuant to Stipulation V ofthis MOA. 

HI. LEASING AND REHABILITATION OF THE EXISTING PUBLIC 

LIBRARY BUILDING 

The HCBS will comply with all applicable state and federal laws and regulations that 

pertain to the historic preservation of the Gulfport-Harrison County Public Library 

Building. 

A. Should the HeSS detennine that it will accept a viable re-use proposal, the HCBS 

or future lessee will notify the MDAH Board of Trustees Pennit Committee 

during the early stages ofproject planning, prior to the letting of bids, by filing a 

Notice ofIntent Form ofPublic Construction, Public Improvement, or Transfer of 


Public Property to Private Ownership pursuant to the Antiquities Law of 

Mississippi. The MDAH must approve the design before issuing the pennit to 

ensure that both the Mississippi Landmark and National Register statuses of the 

property are not jeopardized and that compliance with the Standards is achieved. 

B. Should the HCBS determine that it will accept a viable re-use proposal, the HCBS 

will stipulate in future agreements that the Gulfport-Harrison County Public 

Library Building is a Mississippi Landmark eligible for listing on the NRHP and 

subject to a perpetual historic preservation easement under Section 39-7-1 et seq. 

of the Antiquities Law of Mississippi (Mississippi Code of 1972, as amended.) 

The HCBS will require that·the contracting documents stipulate that the lessee is 

responsible for completing future repairs in accordance with the provisions ofthe 

Mississippi Landmark Program and the SOl Standards for Preservation, 

Rehabilitation, Restoration and Reconstruction. However, if after reviewing reuse 

proposals, should the HeRS decide to pursue a proposal that includes a 

treatment that is not consistent with the SOl Standards, the HCBS shall comply 

with Stipulation V. ofthis MOA. 

IV. 

CAPTAIN JOSEPH T. JONES MONUMENT 

Within 120 days after the execution of this MOA, the HeBS, in consultation with the 

SHPO, will secure the services of a professional conservator of its choice to clean and 

repair the Captain Joseph T. Jones monument (which consists of a bronze statue and a 

granite base and pedestal). The HeBS, in consultation with the SHPO, shall ensure that 

the monument is reinstalled in its original location, using the original bronze statue and 

granite base and pedestal, and maintained in perpetuity. The cleaning, repair and 

reinstallment of the monument shall be in compliance with the Mississippi Landmarks 

Program and receive all necessary permits and approvals. HeBS shall notify the 

signatories to this MOA in writing when the cleaning, repair, and reinstallment of the 

monument are completed. 

V. RECORDATION 

'Should the HeBS detennine that it has received no acceptable re-use proposals, and 

demolition of the Gultport-Harrison County Public Library Building becomes necessary 

after due consideration ofsubmitted re-use proposals, within six (6) months ofthe HCBS 

detennination that no acceptable lessee and proposal have been identified, FEMA and 

HCBS will ensure that the existing library building is recorded prior to its demolition in 

accordance with the following: 

A. Prior to the demolition of the existing library building, FEMA and HCBS will 

record the current appearance of the existing Gulfport-Harrison County Public 

Library with a series of large format 4 x 5-inch black and white photographs 

documenting each fa~ade and the interior architectural features. Photographs will 

include: 

FEMA MOA Gulfport-Harrison County Public LibrQry 5

1. An aerial view of the building and/or streetscape views of the building 

showing its overall fonn and setting. 

2. General exterior views of the building showing each f~acle, and detailed 

views showing significant architectural details and typical building 

materials. 

3. Overall interior views of the building showing representative spaces and 

detailed views showing significant architectural details and typical 

building materials. 

4. Exterior views will be keyed to a site plan while interior views will be 

keyed to a floor plan of the building. The photographs will be printed on 

acid free paper and indexed. The indexing will include the date 

photographed, site number, site name, site address, direction, frame 

number, subject matter, and photographer's name recorded on the reverse 

side in pencil. These will be accompanied by black and white 4 x 5-inch 

negatives for each photograph in acid-free sleeves. FEMA will submit 

one set ofthe original prints and the photographs' negatives to the SHPO 

for its acceptance and retention in its permanent records. FEMA will also 

provide a set of original prints to the Harrison County Library System for 

its retention. 

B. FEMA will submit measured site plans, floor plans, sectional drawings, elevation 

drawings and construction details for the existing library building to accompany 

the photographs and negatives. These shall be measured drawings produced at a 

precise scale from actual dimensions recorded in the field. Drawings may be 

produced either by hand or with computer-aided drafting (CAD). These plans and 

drawings shall be provided to the SHPO and will confonn to the following 

guidelines: 

1. Scale: The measured site plans, floor plans, sectional drawings, and 

elevation drawings shall be drawn at 1/8 ofan inch equaling 1 foot. 

2. Sheet Size: The standard sheet size for the measured drawings shall be 24 

inches by 36 inches. 

3. Drawing Details: The drawings will include materials lists, photographic 

keys, historical notes, and descriptive notes explaining key features. 

C. A completed MDAH Historic Resources Inventory Form for the existing library 

building, including location map. 

D. An architectural description and historic context for the existing library building 

as it relates to its period of significant association. 


E. Within six (6) months of HCBS's determination that no acceptable re-use 

proposal for the existing library building has been submitted, FEMA will provide 

all of the above documentation to the SHPO. The SHPO shall have 14 days to 

notify FEMA of its acceptance or rejection of the documentation package. If the 

SHPO fails to notify FEMA of its rejection of the documentation package within 

the 14 days, FEMA may presume the documentation satisfactory. 

VI. 

ANTICIPATORY DEMOLITION 

As part of the planning for the proposed site, FEMA will not grant assistance to the 

HCBS should it, with intent to avoid the requirements ofthis MOA or Section 106 ofthe 

NHPA, significantly adversely affect a historic property to which the assistance would 

relate, or having legal power to prevent it, allow such significant adverse effect to occur. 

After consultation with SHPO and ACHP, FEMA may determine that circwnstances 

justify granting such assistance despite an adverse effect created or pennitted by HCBS, 

and will complete consultation pursuant to 36 CFR § 800.9(c). 

VII. CONSIDERATION AND TREATMENT OF ARCHAEOLOGICAL 

PROPERTIES AT THE ORANGE GROVE LOCATION OF THE NEW 

LIBRARY 

A. FEMA will complete a Phase I Cultural Resource Assessment within the Area of 

Potential Affects (APE) for the proposed location ofthe new library in the- Orange 

Grove community of Gulfport, Mississippi as part of a larger consideration of 

environmental impacts associated with the project and for an Environmental 

Assessment (EA) document. The proposed location of the new library is on a 

4.45-acre parcel (parcel ID 0708H-02-022.000), which is located northwest ofthe 

intersection ofOld Highway 49 and Kenwood Drive. 

B. Pursuant to 36 CFR § 800.4, FEMA will consult the SHPO on the results of the 

Phase I Cultural Resource Assessment for the new library location. FEMA, in 

consultation with the SHPO, will assess the effects of the Undertaking on any 

archaeological sites, which it finds to be National Register-eligible. FEMA will 

evaluate measures to avoid any such adverse effects to National Register-eligible 

archaeological sites. Ifadverse effects to National Register-eligible archaeological 

sites may not be avoided, FEMA will develop appropriate measures to minimize 

or mitigate the adverse effects. 

VIII. UNANTICIPATED DISCOVERIES AND TREATMENT OF HUMAN 

REMAINS 

A. HCRS will notify FEMA and MEMA of discoveries or unforeseen effects to 

potential archaeological sites, including human remains, at both the existing library 

location and the new library location, as soon as practicable, and stop work 

immediately within the vicinity of the findings. HCBS shall ensure that 

archaeological discoveries and previously unidentified human remains are secured 


in place, that access to the sensitive area is restricted, and that all reasonable 

measures are taken to avoid further disturbance of the discoveries. The HCBS 

notification to FEMA and MEMA will include a telephone call to the FEMA 

Environmental Liaison Officer (ELO) and an e-mail notification with attached 

digital photographs ofthe discovery or unforeseen effect. 

B. IfHCBS, their contractors, their lessees and/or lessee's contractors uncover human 

remains during ground disturbing activities, HCBS shall be responsible for 

immediately notifying the local police department, the County Coroner's Office, 

FEMA and MEMA of the unexpected discovery. The local law enforcement 

officials shall assess the nature and age of the human remains. If the County 

Coroner determines that the human remains are older than 50 years of age and are 

not part ofa crime scene, HCBS shall notify FEMA and FEMA shall provide notice 

to the SHPO within twenty-four hours after receiving notice of the County 

Coroner's determination. 

C. FEMA shall take the lead in working with the SHPO and American Indian tribes, as 

appropriate, to ensure compliance with NHPA, State Antiquities Law (39-7-1 et 

seq. of the Mississippi Code of 1972, as amended) and the graves and cemetery 

provisions of the Crimes Against Public Morals and Decency Law (97-29-23 and 

25, Mississippi Code of 1972). When applicable, FEMA shall follow the guidelines 

in the ACHP's 2007 Policy Statement Regarding the Treatment ofBurial Sites, 

Human Remains, and Funerary Objects and invite the appropriate American Indian 

tribes to participate in the consultation process. 

D. FEMA will notify and consult with the SHPO to detennine if further steps to 

evaluate and treat the potential archaeological site/s and/or human remains are 

necessary. FEMA will provide HCBS, MEMA, and American Indian tribes, as 

appropriate, with the opportunity to participate in this consultation. FEMA may, in 

consultation with the SHPO and American Indian tribes, assume that a newly 

discovered archaeological site is eligible for the National Register for purposes of 

thisMOA. 

E. FEMA and the SHPO will conclude consultation when 1) the archaeological 

discovery does not contain human remains and FEMA detennines in consultation 

with the SHPO that the archaeological discovery is not eligible for listing in the 

National Register or 2) FEMA determined in consultation with the SHPO that the 

unanticipated effect will not adversely affect an archaeological site. FEMA will 

notify HCBS that work may reswne in the area of the discovery or unanticipated 

effect after FEMA completes its evaluation of the archaeological findings and the 

effect ofthe project on those findings. 

IX. 

DISPUTE RESOLUTION AND CONDITIONS 

Should any Signatory to this MOA object to actions proposed or the manner in which the 

tenns of this MOA are implemented, FEMA shall consult with such party to resolve the 


objection. The HCBS will not initiate or proceed with proposed projects until objections 

have been resolved to the satisfaction of the Signatories. If FEMA determines that such 

objections cannot be resolved, FEMA will: 

A. Forward all documentation relevant to the dispute, including FEMA's proposed 

resolution, to the ACHP. The ACHP shall provide FEMA with its advice on the 

resolution of the objection within thirty (30) days of receiving adequate 

documentation. Prior to reaching a final decision on the dispute, FEMA shall 

prepare a written response that takes into account any timely advice or comments 

regarding the dispute from the ACHP and Signatories, and provide them with a 

copy of this written response. FEMA will then proceed according to its final 

decision. 

B. If the ACHP does not provide its advice regarding the dispute within the thirty 

(30) day time period, FEMA may make a final decision on the dispute and 

proceed accordingly. Prior to reaching such a final decision, FEMA shall prepare 

a Mitten response that takes into account any timely comments regarding the 

dispute from the Signatories to the MOA, and provide them and the ACHP with a 

copy ofsuch written response. 

C. Any recommendation or comment provided by ACHP shall be understood to 

pertain only to the subject of the dispute; the Signatories responsibilities to carry 

out all actions under this MOA that are not the subjects ofthe dispute will remain 

unchanged. 

x. AMENDMENTS~ DURATION AND TERMINATION 

A. This MOA may be amended when such an amendment is agreed to in writing by 

all Signatories. The amendment shall be effective on the date of the signature by 

the final Signatory and a copy is filed with the ACHP. 

B. This MOA will remain in effect for five (5) years from the date of execution, 

unless extended for a two-year period by written agreement negotiated by all 

Signatories. 

C. If any Signatory to this MOA detennines that its terms will not or cannot be 

carried out, that party shall immediately consult with the other Signatories to 

attempt to develop an amendment per Stipulation X.A. If within thirty (30) days 

(or another time period agreed to by the Signatories) an amendment cannot be 

reached, any Signatory may terminate the MOA upon written notification to the 

other Signatories provided that the parties consulted during this period seek other 

means that would prevent termination. 

D. If the MOA is prematurely terminated, prior to work continuing on the 

Undertaking, FEMA must either 1) execute a new MOA pursuant to 36 CFR § 

800.6, or 2) request, take into account, and respond to the comments ofthe ACHP 


under 36 CFR § 800.7. FEMA shall notify the Signatories as to the course of 

action it will pursue within thirty (30) days oftermination (or another time period 

agreed to by the Signatories.) 

XI. 

EXECUTION AND IMPLEMENTATION OF THIS MOA 

A. Execution and implementation of this MOA evidences that FEMA has afforded 

ACHP a reasonable opportunity to comment on the Undertaking and its effects on 

historic properties, that FEMA has taken into account the effects of the 

Undertaking on historic properties, and that FEMA has satisfied its 

responsibilities Wlder Section 106 of the NHPA and applicable implementing 

regulations. 

B. This MOA shall become effective immediately upon signature by all Signatory 

Parties. FEMA shall provide each Signatory with a complete copy of this MOA, 

including the original signature pages within 21 days of execution. FEMA shall 

provide each Concurring Party with a complete copy of the executed MOA 

including all signature pages within 21 days ofexecution. 



AMONG 







MISSISSIPPI 

SIGNATORIES 

FEDERAL EMERGENCY MANAGEMENT AGENCY 

By: Date: ~ 

Benjamin A. Watson 

Acting Director, TRO Biloxi, MS 

By: .Date: _ 

Michael Grisham, 

Environmental Liaison Officer 

FEMA 1604-DR-MS 

MISSISSIPPI STATE HISTORIC PRESERVATION OFFICER 

By: Date: 

--------- 

H. T. Holmes 

State Historic Preservation Officer, MS 

ADVISORYCOUNCIL ON HISTORIC PRESERVATION 

By: Date: _ 

John M. Fowler, Executive Director 



AMONG 






GULFPORT·HARRISON COUNTY PUBLIC LIBRARY, GULFPORT, 

NIISSISSIPPI 

INVITED SIGNATORIES 

MISSISSIPPI EMERGENCYMANAGEMENT AGENCY 

By: 

Thomas M. Womack 

State Coordinating Officer 

Date: 

-------~---------' --------~ 

HARRISON COUNTYBOARD OF SUPERVISORS 

By: Date: _ 

Marlin Ladner, Ph.D. 

President, Board ofSupervisors 



AMONG 



DEPARTMENT OF ARCHIVES AND mSTORY, THE MISSISSIPPI 




MISSISSIPPI 

CONCURRING PARTY: 

WE THE PEOPLE TO SAVE OUR LIBRARY· 

By:. ---:Date: _ 



AMONG 







MISSISSIPPI 


SOUTHMISSISSIPPI HERITAGE PRESERVATIONAND EDUCATION GROUP 

By: -,--- .Date: _ 



AMONG 



DEPARTMENT OF ARCHIVES AND mSTORY, THE MISSISSIPPI 




MISSISSIPPI 


RELATIVES OF CAPTAINJOSEPH T JONES 

By: Date: _ 


~ 


AMONG 






GULFPORT~HARRISONCOUNTY PUBLIC LIBRARY, GULFPORT, 

MISSISSIPPI 


RELATIVES OF CAPTAIN JOSEPH T. JONES 

By: 

Date: 

-------------- --------- 


MINUTES 




ORDER APPROVING FOR FINAL READING AND FINAL 

ADOPTION OF AMENDMENT TO THE HARRISON 

COUNTY ANIMAL CONTROL ORDINANCE, SECTION 7 

(C) AND 8 (B) 

May 11,2009, Item # 62 


MISSISSIPPI, that the Board does HEREBY APPROVE for final reading and does HEREBY 

ADOPT amendment to the Harrison County Animal Control Ordinance, Section 7 (c) and 8 (b), 

which follows as Exhibit A. 








AYE 

AYE 

AYE 

AYE 

AYE 




AN AMENDMENT TO THE HARRISON COUNTY ANIMAL CONTROL ORDINANCE, 

AND FOR RELATED PURPOSES, 

WHEREAS, on or about July 7, 2003, Harrison County adopted the Harrison County Animal 

Control Ordinance; and 

WHEREAS, the adoption of the Harrison County Animal Control Ordinance was done in aid and 

furtherance of the public safety, health and general welfare of the Citizens of Harrison County; and 

WHEREAS, the Board finds that it is necessary and 

desirable to amend this Ordinance as 

hereinafter set forth. 

NOW THEREFORE, BE IT ORDAINED BY THE HARRiSON COUNTY BOARD OF 

SUPERVISORS ("THE BOARD"), THAT THE HARRISON COUNTY ANIMAL CONTROL ORDINANCE 

HERETOFORE ADOPTED ON OR ABOUT JULY 7,2003, SHALL BE AMENDED AS FOLLOWS: 

SECTiON 7. 

CONTROL OF ANIMALS 

Amend Subsection (c) as follows: 

(c) 

Before the animal will be released to the owner: 

(1) All citations will be paid to the County and impoundment costs, 

including, but not limited to veterinarian care, with housing and 

feeding, paid to the animal shelter; and 

(2) Any dog, cat, other animal, or fowl caught, picked up or 

impounded as herein provided, if none exist, shall be placed with 

an identification microchip prior to being released to their owners, 

with such cost of Five Dollars ($5) for placing the identification 

microchip being assessed to the owner, which shall be paid prior 

to release; and 

(3) Any dog, cat, other animal, or fowl caught, picked up or 

impounded for a third time, in such event, the animal shall be 

spayed or neutered prior to its release for a cost up to $50 to be 

paid by the owner prior to release. 

SECTiON 8. 

RABIES VACCINATION OF ANIMALS 

Amend Subsection (b) as follows: 

(b) 

It is the purpose of this Section, to provide for rabies vaccinations as set 

forth in Miss. Code Ann. § 41-53-1, et. seg.(1972). The dog or cat, at 

three (3) months of age or older, shall be vaccinated against rabies. 

Thereafter, in lieu of a yearly vaccination, the dog or cat may be 

vaccinated with a serum, which lasts three (3) years. Vaccinations of 

dogs or cats so vaccinated shall thereafter be required every three (3) 

years, or as required by the State Board of Health.

SECTiON 18. 

EFFECTIVE DATE 

In order to provide for the health and safety of the public, this Ordinance amendment shall take 

effect and be in force thirty (30) days from and after its adoption. Further, it shall be published and 

spread upon the official minutes of Harrison County in the manner by law provided. 

The above and foregoing Amendment to the Harrison County Animal Control Ordinance was 

introduced in writing by Supervisor W. S. Swetman III, who moved the adoption. Supervisor Connie M. 

Rockco seconded the Motion to adopt the amendment, and after discussion, and the question being put to 

a roll call vote. the result was as follows. 





Supervisor WI LLiAM MARTI N voted 

AYE 

AYE 

AYE 

AYE 

AYE 

The question having received the affirmative vote of the majority of all the supervisors present and 

voting, the Motion carried and the Amendment to the Harrison County Animal Control Ordinance was 

adopted on this the 11 th day of May, 2009. 

-2-

MINUTES 




ORDER APPROVING APPROPRIATION OF $1,000.00 TO 

THE GULFPORT POLICE ATHLETIC LEAGUE TO 

ADVERTISE COUNTY RESOURCES ON THE PROGRAM 

FOR COOKING SHOW AT THE BEAU RIVAGE, MAY 29, 

2009 PAYABLE FROM 002-100-522 

May 11,2009, Item # 63 


MISSISSIPPI, that the Board does HEREBY APPROVE appropriation of$l,OOO.OO to the 

Gulfport Police Athletic League to advertise county resources on the program for cooking show 

at the Beau Rivage, May 29,2009 payable from 002-100-522. 


order, whereupon the question was put to a vote with the folJowing results: 






AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER APPROVING ADVERTISEMENT OF COUNTY 

RESOURCES AT THE YOUTH FOR CHRIST GOLF 

TOURNAMENT IN THE AMOUNT OF $1,000.00. 

PAYABLE FROM 002-100 522 

May 11,2009, Item # 64 


MISSISSIPPI, that the Board does HEREBY APPROVE advertisement ofCounty resources at 

the Youth for Christ GolfTournament in the amount of$1,000.00. payable from 002-100 522. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 




ORDER APPROVING A $7,500.00 APPROPRIATION TO 

THE CITY OF GULFPORT, AS PER TERMS OF THE 

INTERLOCAL AGREEMENT, TO FUND THE SUMMER 

PROGRAM ORGANIZED BY THE EULICE N. WHITE 

UNITED CIVIC ORGANIZATION, PAYABLE FROM 

002-100-701 

May 11,2009, Item # 65 


MISSISSIPPI, that the Board does HEREBY APPROVE a $7,500.00 appropriation to the city of 

Gulfport, as per terms ofthe Interlocal Agreement, to fund the summer program organized by the 

Eulice N. White United Civic Organization, payable from 002-100-701. 








AYE 

AYE 

AYE 

AYE 

AYE 




MINUTES 



(SUPERVISOR ROCKCO OUT ON VOTE.) 


ORDER APPROVING THE EMPLOYMENT OF TIM C. 

HOLLEMAN, OF BOYCE HOLLEMAN & ASSOCIATES, 

AS THE BOARD ATTORNEY, EFFECTIVE .JULY 1,2009 

May 11,2009, Item # 66 


MISSISSIPPI, that the Board does HEREBY APPROVE the employment ofTim C. Holleman, 

ofBoyce Holleman & Associates, as the Board Attorney, effective July 1,2009. 








AYE 

AYE 

AYE 

AYE 

(OUT ON VOTE) 




MINUTES 



May 11,2009, Item # 67 


Supervisor KIM B. SAVANT moved, and Supervisor WILLIAM W. MARTIN 

seconded, adoption ofthe following: 

ENTER CLOSED SESSION to discuss whether or not to enter into Executive Session to 

discuss: 

a) Report on litigation concerning the Youth Detention Center. 

b) Litigation styled Alves v. Harrison County. 

c) Report on litigation involving the Secretary ofState. 

d) Possible litigation involving the television monitoring system at the Living 

Center. 

e) Personnel matter with the County Administrator. 

There was a unanimous vote by the Board to enter closed session. 

ALL ORDERED AND DONE, this 1ph day ofMay 2009.

MINUTES 



May 11,2009, Item # 68 


Supervisor KIM B. SAVANT moved, and Supervisor WILLIAM W. MARTIN 


ENTER EXECUTIVE SESSION. 

There was a unanimous vote by the Board to enter Executive Session. 

ALL ORDERED AND DONE, this 11 th day ofMay 2009.

MINUTES 



May 11,2009, Item # 69 

Supervisor WILLIAM W. MARTIN moved, and Supervisor CONNIE M. ROCKCO 


RECONVENE FROM EXECUTIVE SESSION. 

There was a unanimous vote by the Board to reconvene from executive session. 

The Board Attorney reported that the Board received an update on the previously listed 

matters. No official Board action was taken. 

ALL ORDERED AND DONE, this 11 th day ofMay 2009.

MINUTES 



May 11,2009, Item # 70 

The following items came on for discussion by the Board, with no Board action being 

taken. 

a) Supervisor Rockco stated that the county paid too much for the property where the 

new District 2 fire station will be located and requested the appraiser to appear before the Board 

and explain his appraisal. 

b) Supervisor Savant mentiOlmed that pulpwood from the cleared property needed to 

be disposed of. The Board Attorney stated that this item needed to be first declared surplus. 

c) Supervisor Rockco inquired about conditional use pennit instead ofzoning 

change. Conditional use permits are generally given when manufactured homes are used on a 

temporary basis. 

d) Supervisor Rockco appraised the Board that she is working on a tax abatement 

project for properties south ofthe railroad tracks from the Biloxi Bridge to the Henderson Point 

Bridge. 

e) Supervisor Ladner stated that he had read that the government was cutting the 

state criminal alien assistance program. 

f) Supervisor Savant thanked Supervisor Ladner, the Board President, and Pam 

Ulrich, County Administrator, for their hard work on reaching an agreement for the Gulfport 

Library building. 

g) Supervisor Rockco requested a review ofthe county subdivision regulations 

concerning fire hydrants so that they are able to provide enough pressure to service fire trucks. 

She also suggested that the Fire Services inspect the fire hydrants to ascertain their proper 

function.

MINUTES 



May 11,2009, Item # 71 

ORDERED that the Board ADJOURN IN THE SECOND JUDICIAL DISTRICT until 

Term in Course. 

THIS 111.h day ofMay 2009.

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