HomeMy WebLinkAboutAGENDA REPORT 1996 0821 CC REG ITEM 07Dn e 7 •
AGENDA REPORT
CITY OF MOORPARK �cn-
TO: Honorable City Council
FROM: Martin R. Cole, Mana g ement Analyst
Department of Administrative Services _
DATE: August 14, 1996 (CC Meeting of August 21, 1996)
SUBJECT: Consider Resolution 96- Making a Supplemental Appropriation from
Several Funds to Complete the Purchase of Accounts Receivable
Software for the City's Computerized Accounting System and for
Software Support Agreements for the Accounts Receivable and
Purchase Order Modules ($2,173.75)
BACKGROUND
As part of the Adopted Budget for Fiscal Year 1996/1997, the City Council authorized a
$3,500 expenditure for an Accounts Receivable Module (A/R Module) for the City's
computerized accounting system (which expenditure was allocated using the general
overhead distribution). When staff contacted the vendor to issue a purchase order for
this item, we were informed of the availability of a Software Services Agreement (SSA)
for the A/R Module at a cost of $100 per month. Additionally, with the start -up of the
new chart of accounts and the use of the Purchase Order Module (PO Module), staff
also inquired about the availability of an SSA for the PO Module. Such an SSA is
available at a cost of $60 per month. The price of $3,500 for the A/R Module was also
not inclusive of sales tax (an additional $253.75).
DISCUSSION
At the time of researching the purchase of the A/R Module, it was initially thought that
the costs of an SSA could be saved due to the similarities of the A/R Module operations
with the City's existing system. While such similarities do exist, as staff installed the
A/R Module on the system, it became apparent that staff would benefit from start-up
training and the availability of monthly software support. There has been a similar
response to the installation and daily use of the PO Module.
Staff inquired as to the costs of training without the existence of SSA's. The price
quoted was $750 per training day plus reimbursement of travel expenses. Given the
benefits of staff training on both modules, it is cost effective to have SSA's on both the
A/R and PO Modules.
Because the accounting system supports operations of the entire City and Moorpark
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Memo to the Honorable City Council
Request for Supplemental Appropriations ($2,173.75)
August 14, 1996
Page 2
DISCUSSION (Continued)
Redevelopment Agency, the costs for the SSA's and the sales tax are proposed to be
distributed by the general overhead allocation formula (in the same manner the $3,500
capital cost was distributed). The following tables outline the proposed supplemental
appropriations and their effect on projected fund balances:
TABLE I - PROPOSED SUPPLEMENTAL APPROPRIATIONS
ITEM
AMOUNT
100.500
45%
Sales
Tax
$253.75
114.19
AIR
SSA
$1,200.00
540.00
PO SSA
$720.00
324.00
TOTAL:
$2173.75
1 $978.18
220.600 240.801 100.700 (10 %) 410.504 (10 %)
20% 105%)
50.75 1 38.06 1 25.38 1 25.37
240.00 1 180.00 1 120.00 1 120.00
144.00 108.00 72.00 72.00
434.75 $326.06 $217.38 $217.37
TABLE N - SUPPLEMENTAL APPROPRIATIONS BY ACCOUNT NUMBER
i"
CURRENT
APPROPRIATION
SUPPLEMENTAL
APPROPRIATION
TOTAL
APPROPRIATION
ACCOUNT
NUMBER
000.950.0000.000.9201
$38,000.00
$1,920.00
$39,920.00
100.505.5001.000.9908
1,575.00
114.19
1,689.19
100.700.5001.000.9908
350.00
25.38
375.38
220.600.5001.000.9908
700.00
50.75
750.75
240.801.5001.000.9908
525.00
38.06
563.06
410.504.5001.000.9908
350.00
25.37
375.37
TOTALS:
$41,500.00
$2173.75
$43,6
i"
Memo to the Honorable City Council
Request for Supplemental Appropriations ($2,173.75)
August 14, 1996
Page 3
TABLE III - EFFECTS OF PROPOSED SUPPLEMENTAL APPROPRIATIONS TO FUND BALANCES
FUND
CURRENT
PROJECTED FY 96/97
YEAR END BALANCE
PROPOSED
SUPPLEMENTAL
APPROPRIATION
REVISED
PROJECTED FY 96M7
YEAR END BALANCE
100 (General Fund)
$4,558,993.00
$1,195.57
$4,557,797.43
220 (Community Dev.)
37,388.00
434.75
36,953.25
240 (Gas Tax)
862,081.00
326.06
861,754.94
410 (MRA)
7,535,931.00
217.37
7,535,713.63
TOTAL:
$2,173.75
RECOMMENDATION
That the City Council adopt Resolution 96- making a supplemental appropriation in the
amount of $2,173.75.
Attachment: Proposed Resolution
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