FIRST MEETING MINUTES OF OLIVE JOYCARE SACCO LTD HELD AT KAWANGWARE

OFFICE, MR MWANGI OFFICE AS AT 4TH JUNE 2020

MEMBERS PRESENT

1. Mr. James Mwangi Kabugi - Chairman

2. Martin Kiara - Treasurer
3. Eunice Macharia - Secretary
4. Simon Muchina - ICT Support

AGENDA

1. New server purchase

2. System security
3. A.O.B

OPENING REMARKS

The meeting started at 11.00 AM with opening remarks from Simon Muchina who set out
the meeting agenda.

MIN|1|2020: PURCHASE OF NEW SACCO SERVER

Simon Muchina informed the meeting that there was need to purchase a new server,
so as to accommodate the new Sacco system.

Simon Muchina informed the meeting of the risked posed given that currently all our
data is being hosted by Coretec the system providers, where we have no control over
what is done with the data.

He informed the meeting of the required specification as directed and guided by the
sacco system providers coretec. As illustrated below:

1. Server

HP ProLiant DL380p Gen10 (RACK) P/N: 875671- 425, intel Xeon 4110-S (10Core, 3.0 GHz) 32GB (2 x
16GB) PC42400TR 2400MHz RDIMM, 2 x 1TB B 12G SAS 10k HDD, Smart Carrier SAS Smart Array
P440ar/2G, 2GB SR Controller / DVDRW / 4x1GB NIC, HP Embedded 4 port Gigabit Ethernet 331i,
1x500W RPS Hot Plug Power Supply, 2U Easy Install Rail 1

2. Microsoft Windows Server 2016 Standard

3. Microsoft SQL Server 2016 Standard or Enterprise.
4. Cisco 2960 Series and above
5. Router: Cisco 891 series (For MPLS link setup)

The specifications are attached.

The various quotations from vendors were presented by Simon Muchina as shown
below. We had various quotations from three vendors namely:

1. FGEE TECHNOLOGY
2. GLANTIX SOLUTIONS
3. TETOP EXPRESS

The cumulative prices are as shown below:

ITEM DESCRIPTION FGEE TECHNOLOGY GLANTIX SOLUTIONS TETOP EXPRESS

HP ProLiant DL380p 661,200 741,000 769,500
Gen10 (RACK) P/N:
875671- 425, intel Xeon
4110-S
MICROSOFT 77,520 74,100 69,540
WINDOWS SERVER
2016
MICROSOFT SQL 108,300 108,300 108,300
SERVER 2016
STANDARD
CISCO 891F 96,600 79,800 -
CISCO WS -C2960 +24 120,000 108,300 262,200
TC-S 24 POT
TOTAL 1,063,620 1,111,500 1,209,540

The members present settled on Fgee Technology who are more reliable and much
affordable compared to the other vendors. Attached are the quotations.

Martin was tasked to ensure he calls and negotiates the prices with Fgee Technology
and was to complete the same on 4th June 2020.

Mr James Mwangi gave us a deadline of up to 8th June 2020 to ensure the server and its
components has been delivered to our offices.

All were in agreement that purchasing of the server was an urgent matter and
was supposed to be finalized without any other delay.
MIN|1.1|2020: SYSTEM SECURITY & SERVER LOCATION

Martin Kiara enquired whether we had prepared where the server was to be
kept. Simon Muchina suggested it be kept and installed at Marsabit office, and
he was seconded by Eunice Macharia.

We agreed that Marsabit Plaza is the most suitable place to keep the server especially
due to security reasons.

MIN|2|2020: A.O.B

Martin Kiara emphasized the need to ensure the security of the server is at its best due
to the various threats posed by hackers.

ADJOURMENT

There being no other business, the meeting adjourned.

MINUTES DONE BY

Simon Muchina ……..………………………. ……………………………………..

MINUTES Approved BY

James Mwangi Kabugi ……..………………………. ……………………………………..

Martin Kiara ……..………………………. ……………………………………..

Eunice Macharia ……..………………………. ……………………………………..

Simon Muchina ……..………………………. ……………………………………..