Town of Woodbury Selectmen's Office 281 Main Street South P.O. Box 369 Woodbury, Connecticut

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1 Town of Woodbury Selectmen's Office 281 Main Street South P.O. Box 369 Woodbury, Connecticut First land deed from the Indians April 12th 1659 Telephone: (203) Fax: (203) Ad Hoc Telecommunications Committee Monday, February 11, pm Woodbury Fire Department Headquarters I Meeting Room Minutes The meeting of the Ad Hoc Telecommunications Committee was called to order at 7:00pm by Chairman Glen Dains. Present: Committee Members: Glen Dains, Alex DeSorbo, Janet Morgan, Martin Overton, Mike Ebner, consultant and Scott Belhumeur, IT NSI consultant. Selectman William Butterly and Frank Morgan were also present. Absent: Kurt Gengenbach Chairman Dains and the committee reviewed the set dates and times for future meetings. Meetings will start at 7pm and will be held in the meeting room at Fire Headquarters at 25 Quassuk Road in the public meeting room. A motion was made by Martin Overton and seconded by Janet Morgan to accept the next three meeting dates as follows: Tuesday, February 25, 2014 Tuesday, March 11, 2014 Tuesday, March 25, 2014 Chairman Dains asked if there was any further discussion. Hearing none, he called for a vote. Motion passed 4 0. Chairman Dains then invited Mike Ebner to make his presentation to the committee as the consultant that had been hired to put together a package on the Town of Woodbury's communications needs. A copy of his presentation is attached to these minutes. Mr. Ebner gave an in depth and detailed description of the overall status of the town's infrastructure and what is most likely needed. He explained what we have, where we should be heading and what it will take to get us there. Mr. Overton had several questions in regards to the overall vender process and who questions and/or problems are addressed to when they arise before, during and after the project. He feels there should be one lead vender that hires all the other venders and they work under Ad Hoc Telecommunications Committee 2/11/2014 Meeting Page 1 of 3

2 him/her. Both Mike and Glen explained that is not how this field of operation works and that we will be working with different venders for each segment of the project. A lengthy discussion of what is needed in each building and if all the town owned buildings were looked at, again. The committee felt that a pre-bid inspection should be part of the package. Mr. DeSorbo asked if all the drop location could be posted with marking tape or paper so that ALL venders could view all the buildings with the same knowledge. The committee felt this was an excellent idea. Mr. DeSorbo requested that a one page "feature's requested" from be sent to all the employees so they can have input in the design. Mike state each department was asked this when he visited with them but that he could send this out as requested. Chairmen Dains thanked Mike for the presentation. Chairmen Dains then asked for clarification from the First Selectman as to what the committee's purpose and mission objectives are. We do not want to become the dumping group for all things IT. The committee then had a lengthy conversation about all aspects of this project and other infrastructure in the town. A motion was made by Alex DeSorbo and seconded by Janet Morgan that the committee's mission be that of the "Project Overview", which is page three of Mr. Ebner's presentation and includes there 5 areas: VOIP Phone System Infrastructure Wiring and Data Switches Fiber Optic Network Wide Area Network Telecom Services Servers Network / Lan / Operating systems Chairman Dains asked if there was any further discussion on the committee's overall mission and responsibilities. Hearing none, he called for a vote. Motion passed 4 0. Selectman Butterly then gave an update on the Nutmeg network and a grant opportunity. He explained how fiber needs to get to the Senior/Community Center and that the grant may pay for part of that. Fiber Tech has given a quote from the police to the Sr. Community Center but Mr. Butterly was unsure if it was going up the hill in a trench or overhead to the old Sr. Center and then underground in pre-existing conduit. The committee felt at this point and with the time crunch to get the grant in we should not be overly worried at this point as to how the fiber is getting there but that we apply for the grant and when we bid the project we use the funds to get the best fiber option at that time after all venders have weighed in. Mr. Overton made a motion and recommended that the Selectman apply for the grant. The motion was seconded by Alex DeSorbo. Chairman Dains asked if there was any further discussion on the committee's overall mission and responsibilities. Hearing none, he called for a vote. Motion passed 4 0. The committee requested Scott and Mike revisit each building and place a marker in each area where a data drop/jack will be located. The Town Hall, on Mountain Road, is not part of this project. Ad Hoc Telecommunications Committee 2/11/2014 Meeting Page 2 of 3

3 The purchasing and bid process of the new town servers is not part of this project and will be left to the IT consultant to recommend the vender from the bids previously solicited. The funds for this project were originally $242,000 but after installing camera, software and a monitor in the Shove Building the funds to spend on this project are now around $220,000. Selectman Butterly updated us on a request that was made to Mr. Gnomes, the Town's Fiscal Officer, to seek out an answer from the Bond Council on what projects can come under the bond of the project. One of the questions was leasing vs. buying equipment. We should have answers for our next meeting. Discussion for our next meeting: RFP Mr. Ebner will have the RFP ready for the committee to review and discuss Janet Morgan requested the RFP be ed to the committee ahead of time so they can review it and have questions/suggestion ready for the meeting. Martin Overton made a motion to adjourn, second by Alex DeSorbo. Chairman Dains asked if there was any further discussion. Hearing none, he called for a vote. Motion passed 4 0. The meeting was adjourned at 9:20pm. Respectfully Submitted, Morga Sec ary Ad Hoc Telecommunications Committee Ad Hoc Telecommunications Committee 2/11/2014 Meeting Page 3 of 3

4 Town of Woodbury Ad Hoc telecommunications committee meeting February 11, 2014

5 Overview 'rastructure VOIP phone system infrastructure Infrastructure Wiring ietwork diagram and Fiber optic network W Telecom services count and proposed Servers Network / LAN

6 Objectives of project Need to upgrade the current infrastructure and wide area network before a new phone system can be deployed Need to increase the bandwidth (speed of network) Need to improve the reliability of the network Currently using DSL and cable to connect all buildings Need to improve the quality of service between locations for VOIP Improve the connectivity of each building to allow for future growth in services and applications Improve the network and equipment redundancy plans Implement disaster recovery Currently utilizing VPN (Virtual private network) between locations which needs to be improved for voice quality Current phone system in each building needs to be upgraded and networked. Need to improve the functionality and ease of use for phone system I

7 Wide area network upgrade Digital back office Joe Sauer Connectivity of buildings without going through provider Install private fiber that does not cross state highways Eliminates monthly recurring charges Submit paperwork for Nutmeg by 2.15 Internet access at Town Hall Timing could effect implementation/completion of "technology project" Capital expense and maintenance monthly monitoring services Most providers have a minimum bandwidth of 10M for fiber connectivity

8 Proposed network diagram Fir el-kmase Public Works Park & Rec Senior Center Police Der artment I awe Library CA T 6 Ronnitle_ hrr.gh ("Wt. Boyd Building Town 1-4a11 Shove Building

9 Charter proposed network diagram Parks & Roc 7 Mountain Rd Woodbury CT UPI S f nobler! Core \ ELAN m My. VIAKA Senior Cantor tis Um St Sou, Woodbuty. CT ; I 7tholow *Om 6. 1 MA toacia OF CAINA Theall S. LAN V1 At Pt V1AKA Boyd Br 27S Man St South Wesdbury CT ELAN TO MP Pablo Library 269 Man St South Woodbury, Cr t *DM 1970ant ;MOM **Mem, I Oct CsVORA GEED( StESX - Gel IA Tow* of M aadt.ny 4A14. NET Mb Charter ' "" " Business ways, Taw, onkaallsoy Cr OM um t OF I Amto C INIFFIcoc i- MEF

10 VOIP phone system review 79 handsets required for new system VOIP options Hosted / on premise (system on wall) / virtual servers 1. Hosted VOIP No service contract or software assurance costs 2. Vendor manages moves, adds and changes 3. Built in disaster recovery with hosted phone system 4. Limited need for IT resources to make moves, adds and changes 5. Monthly recurring charges higher than on premise system Include switches in phone system RFP Labor to configure the system and LAN 1. 10/100 vs 10/100/1000 phones

11 Phone system upgrade Existing phone systems are very old Difficult to find replacement equipment Costly to replace Difficult to find a phone system vendor to service current systems No service contracts for existing systems No back up plans in the event of a system going down Town has multiple types of phone systems that are not capable of being networked Many features and handsets are not working on existing system Auto attendant and voice mail upgrades Caller ID Direct inward dial (private number) Out of service redirect in the event of an outage Easy system administration Make moves adds and changes

12 Next steps in VOIP phone system Complete draft of phone system RFP Reviewed at 2.25 committee mtg Committee approves the RFP for VOIP phone system RFP released to vendors Vendors given 3 weeks to submit their response to the RFP Concept Telecom reviews responses to RFP and narrow down to short list 1 week Concept Telecom meets/reviews proposals with short list of vendors 2 to 3 weeks to complete analysis and comparison (based on # of proposals received) Schedule product and vendor demonstrations of proposed system to board - 1 week Decision on vendor

13 VOIP handset count Town of Woodbury - Infrastructure review with handsets Building Total # New dat a New data Number of Data ports Ports installed switch required VOIP handsel,- Shove 34 i (1) 48 Port, POE 13 Boyd (1) 48 Port, POE 12 Emergency Services (1) 48 Port POE 15 Police Department (1) 24 Port POE 11 DPW (1) 24 Port, POE 6 Senior Center 20 0 (1) 48 Port POE 8 Park & Rec 3 0 (1) 24 Port. POE 3 Library (1) 24 Port, POE 11 Total count

14 Infrastructure Need to upgrade data switches in all buildings 1. 10/100 or 10/100/ POE or non POE switches Existing cabling in buildings is a mix of CATS and CAME Get quotes for new inside wiring that needs to be completed Test existing wiring and document network

15 Fiber network 0 0 Router =MM. WIMP....OEM =MUM =MN= =SNP= r..0*--- Data switch Mr MI M mu I Or C) 0 C>

16 aucnid dloa J 3S / SIVD )1 3ef e4ec1 (I) 'OWL 1111 MIS I= I = 1 I M Illf AIM, AM/ _./ MI Mil ON MI II AIM' Air Jazndump

17 Town of Woodbury - Infrastructure review Building Total # New data New data Data ports Ports installed switch required Shove 34 7 (1) 48 Port POE Boyd (1) 48 Port POE Emergency Services (1) 48 Port POE Police Department (1) 24 Ports POE DPW (1) 24 Port POE Senior Center 20 0 (1) 48 Port POE Park & Rec 3 () (1) 21 Port POE Library (1) 24 Port POE Total count

18 Telecom services Currently using standard phone lines with phone system PRI vs SIP service (SIP Internet based dial tone) Redundant voice circuits Current network connections DSL and Cable Cost for phone lines all locations $1, per month Current monthly cost for cable and DSL circuits $375.00

19 Next committee meeting Tuesday, February 7:00PM Emergency Services building