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Home My WebLink About08-31-93 CCMLAKE ELMO CITY COUNCIL WORKSHOP MEETING AGENDA Tuesday, August 31, 1993 (3800 Laverne Ave. N., Council Chambers) 5:00 P.M. MEETING CONVENES 1. Recodification Review 7:00 P.M. 1. Computer Software Justification - John Redpath/Dave Mol, VTR 2. Budget Discussion 3. Adjourn AUGUST 31, 1993 BUDGET WORKSHOP LAKE ELPTO'S TAXABLE VALUE TOTAL BUDGET INCREASE AGREED ADDITIONS TO BUDGET Storm Water Plan Animal Shelter Fuel T ,k Rep7�aceme t (Public Works) ,O�,T,x J� �9,e. -VA Aq All Total agreed additions OTHER MAJOR BUDGET ADDITIONS Youth Service Bureau Family Violence Newsletter Computer Software Computer Networking Staff Salary Increases Firemen's Compensation RESERVE ADDITIONS Ultice B g & CIP Building Insp.Vehicle Fire Department Public Works Total other additions TOTAL TAX LEVY INCREASE TAX RATE INCREASE INFOIUTATIO14 Increase % Increase $ 159,152 4.06 % $ 203,041 17.88 % A $ 5,0,000 --?0,000 2.64 000 83 ; 7,'000 .62 to 47,000 4.14 `/o Q, 006 10- A�ZQ1006 .92 % 500 .04 % 5,000..8 .44 00 42,600 5,-S� 3.75 % 7,000 .62 % 11,000 .97 % 16,500 1.45 % 9,000 61000 .79 % 3,000 .26 % 1,000 .09 , 23,00015jo00 2.0310 129,050 11.37 % $ 213,382 21.33 % 4.239 % 23 % TRUTH IN TAXATION HEARINGS DECEMBER,1993 MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY 16-Aug-93 AUG2 3 1S - 93 August 20, 1993 Ms. Mary Kueffner City of Lake Ehno 3880 Laverne Avenue N Lake Elmo, MN 55082 Dear Mary: Detailed below is a description and estimated fees for our proposed computer service engagement with the City of Lake Elmo. The final paragraph describes what action you must take to proceed with this engagement. jtjzT1rm1 91 In this engagement, we propose to put the City of Lake Elmo on a local area network for information services and accounting. It will be a 4 PC network with a tape back-up drive, a power supply backup and a dedicated file server. It will include 4 existing PCs as workstations. We will purchase and install the hardware described in the System Specifications section. This will allow you to operate a multi-user version of Tautges Redpath Fund Accounting software. System finecifications& Estimated Fees: 486SX - 33 MHZ system, 8MB RAM, 3.5" floppy drive, 425MB internal drive with Adaptechl6 bit SCSI adapter card, 2 serial & 1 parallel ports,101 key keyboard,14" monochrome monitor. Asante 1OBT 8 port hub 4 SMC Elite 16 bit 1OBT cards @ 139.00 1 SMC Elite micro channel 1OBT card Colorado DJ-20 250MB tape BU: Novell Netware 3.11 (5 user): All necessary cables and connectors: American Power Conversion UPS smart 400va PowerChute software & Cable Sales Tax Purchases, Staging, and Installation by John Redpath @ TR Total Estimated Fees $2,416.58 275.00 556.00 225.00 350.00 650.00 500.00 375.00 75.00 352.47 1.000.00 $6,775.05 4810 White Bear Parkwav - '.Vh!r> Mary Kueffner City of Lake Elmo Page 2 If the fees being generated appear that they will exceed the amounts we have estimated, you will be immediately informed. We will discuss the reasons for the variance with you and recommend potential modifications to the engagement. If you have any questions on our recommended system design, time estimates or costs detailed above, please contact us. We are looking forward to working with you on this project. If you agree to the terms herein, please sign below to authorize us to proceed with the hardware and software purchases, installation, fit analysis, and database development. Return the form to us. We will contact you for a check made payable to the vendors in the amount of the hardware purchase plus sales tax when the hardware is ready. We will then contact you to arrange a delivery and installation schedule. Sincerely, Acknowledged By: Date: August 20, 1993 COMPUTER ENGAGEMENT FUND ACCOUNTING SOFTWARE INSTALL Ms. Mary Kueffner City of Lake Elmo 3880 Laverne Avenue N Lake Elmo, MN 55042 Dear Mary: Below is a description and estimated fees for our proposed computer service engagement with the City of Lake Elmo, Minnesota. The final paragraph describes what action you need to take to proceed with this engagement. Description of Engagement: ( The objective of this engagement is to install, implement and train the users on the software listed in the System Specifications/Estimated Fees section. Additionally, this section outlines the implementation phases and timing. Standard SBT manuals will be delivered on initial installation. These standard manuals will be supplemented with fund accounting functionality when it becomes available. Client Duties 1. City staff must schedule adequate training time to learn the software. 2. The City must have sufficient hardware to efficiently run the software applications. 3. The City is responsible for initial data input as outlined in schedule A. High volume data may be converted more efficiently electronically (as opposed to manually). We will assist the City in this determination and any data entry or conversion. This service is outside this engagement and will be billed at our regular hourly rates. 4810 White Bear Parkwav + %Jh-- e =3;- City of Lake Elmo, Minnesota August 20, 1993 Page 2 SYSTEM SPECIFICATIONS / ESTIMATED FEES: Listed below is the four phase implementation schedule including fees: PHASE I Installation and implementation to be completed by 12/31/93 St indad Less Lake Price Beta Test Elmo's (2-5 Users) Discount Net Price System manager $ - $ - $ - Get►eral ledger and budgeting accounting 16,000 81000 81000 Accounts payable 8,000 4,000 4,000 Payroll and personnel 16,000 8,000 8,000 Gecbase 8,000 4,000 4,000 Subtotal for Phase I 48,000 24,000 24,000 PHASE I1 Installation and implementation to be completed by 3/31/94 Utility billing Accounts receivable%ash receipts Subtotal for Phase 11 PHASE III Installation and implementation to be completed by 6/30/94 Fixed assets PHASE IV Installation and implementation to be completed by 8/31/94 Permits and inspections Training for 8 modules (20 hours. per module) Subtotal Sales tax Totals The above fees will be billed as follows: 8,000 4.000 4,000 8,000 4,000 4,000 . t►t : ►►t : ►►► 80% due upon installation 20% due upon acceptance by City 8,000 4,000 4,000 t'P� t'� � t ► t 12,800 12,800 - 92,800 52,800 40,000 2,600 City of Lake Elmo, Minnesota August 20, 1993 Page 3 ITEMS NOT INCLUDED: • Determination of hardware needs and installation. • Network installation. • Stationary and forms needs. • Initial data entry and electronic conversion from the old system to the new system. • Software modifications. • Flow of manual information procedures to provide information to the new computer system. • Software upgrades. ANNUAL SUPPORT & FUTURE UPDATES: We will provide software support on an annual basis. The annual cost of software support is 15% of the cost of each software module. This fee is prorated for the partial initial year. Listed below is a cost summary for software support through 1995: 1993 No charge January 1,1994 $24,000 x 15% @ 12 months $3,600 April 1, 1994 $8,000 x 15% @ 9 months $900 July 1, 1994 $4,000 x 15% @ 6 months $300 September 1, 1994 $4,000 x 15% @ 4 months S200 January 1.1995 $80,000 x 15% @ 12 months $12,000 Software support includes updates which consist of items such as changes in payroll tax tables, sales tax percentages and manual updates. Software support does not include software upgrades. Upgrades are major feature changes to the software. Upgrades will be made available to the City at a standard upgrade charge. If you agree to the terms herein, please sign below and return the enclosed copy to us, authorizing us to purchase the software needed and to proceed with installation and training. Upon receipt of the authorization, we will contact you to arrange the software delivery, installation and training schedule. We look forward to working with you on this project Sincerely, TAUTGES, JSR/ Acknowledged By: Date: & CO., LTD. City of Lake Elmo, Minnesota August 18, .1993 Page 4 City Tasks General Ledger & Budgetary Accounting: Schedule A • Input master file information including chart of account codes and descriptions. • Input historical data. • Input beginning balances including general ledger balances and budgeting data. • Review supplies/forms checklist to determine need Accounts Payable • Input master file information including vendor name, address, general ledger postings accounts, and other pertinent data • Review supplies/forms checklist to determine need. • Input vendor payment terms and setup for each vendor file. • Input recurring payables such as rent. • Input outstanding vendor invoices as of conversion date. Utility Billing, A/R & Cash Receipts • Input master file information including customer name, address and other pertinent data • Input historical data • Input outstanding customer invoices/balances as of conversion date. • Review supplies/forms checklist to determine need. • Input customer payment terms and setup for each customer file. Payroll & Personnel • Input master file data employee name, address, social security number, pay rates, etc. • Review supplies/forms checklist to determine need • Input earnings, tax withholding and deduction amounts for the year as of the conversion date. Geobase Verify all properties from conversion are correct. • Manually correct properties if necessary through editing, or deleting and re -adding. Permits & Inspections • Setup all permit types. • Setup all related fee amounts and general ledger revenue account numbers. • Setup all related inspections. Fixed Assets • Input master file data including asset name, purchase date, purchase amount, etc. $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ LAKE ELMO CITY COUNCIL MEETING BUDGET WORKSHOP $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ Wednesday, September 8, 1993 City Hall 7:00 p.m. Meeting Convenes 1. Final Budget Discussion 2. Adjourn 3 �. �z