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MINO`PES <br />CITY COUNCIL <br />JAN[JARY 12, 1994 <br />Pedersen pointed out that Maplewood is not a qood <br />comparison since Maplewood has a Capital Improvement <br />Fund, and Little Canada is just now playing catch-up. <br />The City Administrator began a review of the <br />Administration portion of the proposed General Capital <br />Improvement Budget. The first item on that listing <br />involved upgrades to the City's computer system, and <br />the Administrator reported that a lot of research has <br />gone into the options available. The Administrator <br />reported that the computer system is a critical need of <br />the City's. The current system was purchased in 1985. <br />Technologies change rapidly and software has advanced. <br />Upgrading of this system will make the City's staff <br />more efficient. Estimated cost is $8,900. Due to the <br />amount of research that has been done, that estimate is <br />pretty firm. The Administrator requested the authority <br />to purchase the system as soon as possible, pointing <br />out that this upgrade will result in an immediate <br />benefit to the City. <br />Morelan commented that it is very difficult for the <br />Council to determine whether the improvements will be <br />cost-effective and just how badly those improvements <br />are needed. Therefore, the Council must put quite a <br />bit of credence into the recommendation of staff. The <br />Council has no idea what the pay-back will be from an <br />upgraded system, however, Morelan realized that it was <br />difficult to put together those kinds of numbers. <br />The Administrator agreed that to put the numbers <br />together would be difficult, however, staff can give <br />examples of present system problems and protections <br />that are provided by the new system. An example is <br />that the new accounting software would prevent <br />double-payment of invoices, while the current system <br />does not. Closing of year-end is very laborious under <br />the present system which uses a 13th month. The new <br />system is more flexible and allows for adjustments to <br />be made after the year-end is closed. This is not <br />possible under the old system. The Administrator <br />reported that the current system does not provide <br />accounting reports in a format that would be usable for <br />the Council. The new system would do a better job, and <br />would also be able to inter-face with other systems to <br />enhance formatting and printing options. <br />Morelan asked if additional work stations would be <br />necessary. <br />Page 4 <br />