HomeMy WebLinkAboutAgenda Report - February 15, 1995Ute+ CF
CITY OF LODE COUNCIL COMMUNICATION
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AGENDA TITLE: Finance Department Contract Employee
MEETING DATE: February 15, 1995
PREPARED BY: Finance Director
RECOMMENDATION: That the City Council consider the following actions: (1) by motion
authorize $20,000 from the City's contingency fund to pay for a contract
employee in the Finance Department; and, (2) by motion approve the
attached personal services contract with Mr. Tyson Mordhorst for a
period not to exceed two years.
BACKGROUND: The City Council approved $13,500 of contract hours for the Finance
Department to contract for technical support and assistance to integrate
Department's PC's and PC programs with the programs resident on the
AS 400 computer mainframe.. The objective of this effort was and is to
improve the efficiency of office staff by using the software of PC's and the
AS400 in the most efficient manner possible.
The Finance Department contracted with Mr. Tyson Mordhorst to provide these services based on his
extensive knowledge and experience with PC's, computer mainframes, accounting systems and local
government. The specific projects completed by Mr. Mordhorst in the first six months of his contract
include:
• Automating the monthly executive report (estimated saving of 480 hours per year of staff
time)
• Automating preparation of the annual financial statements (estimated saving of 200 hours
per year in staff time)
• Automating cash flow and revenue estimating reports (estimated savings of 500 hours per
year in staff time)
• Developing programs to bill and track miscellaneous accounts receivable (permit fees,
delinquent bills, extra refuse, rents, septic tank bills, waste dumping, service fees, loans,
development fees, impact mitigation fees, sick leave conversion) (estimated savings of 600
hours per year in staff time plus improved cash flow and fewer errors)
APPROVED: Ll:�.iM�=�'' •
THOMAS A. PETERSON recycled paper
City Manager
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• Developed queries on the AS 400 to assist staff research financial data for routine reports
(estimated savings of 300 hours per year in staff time)
In addition, Mr. Mordhorst has provided invaluable assistance to Finance Department and Police
Department staff in setting up PC's to allow this equipment to work interactively with the AS 400 and
by answering technical questions regarding PC software and maintenance. This has also saved staff time
in effort by preventing errors before they happen and by providing assistance when errors occur.
Over the next six months, the Finance Department would like to continue using Mr. Mordhorst's
services to integrate the following AS 400 and PC programs:
• Fund balance projections used in the City's Financial Plan and Budget (estimated savings of
80 hours per year)
• Expenditure summaries shown on the activity budgets in the City's Financial Plan and Budget
(estimated savings of 300 hours per year)
• Development of programs and formats to provide summary tables and graphs for the City's
Financial Plan and Budget (estimated savings of 40 hours per year)
• Automating the annual State Controller's Report (estimated savings of 80 hours per year).
The cost of these services is outweighed by the improvement of the City's financial reports and the
improved efficiency of Finance Department staff. Developing new procedures, automating financial data
and reducing paperwork is necessary if the Finance Department's is to continue doing more with less
staff and to compensate for the staff cuts approved by Council over the last three years.
Personnel Services Contract
At the time the Finance Department contracted with Mr. Mordhorst , the intent of the agreement was to
contract on an as needed basis. However, as we made significant improvements in our reports and saved
staff significant time in preparing reports we continued assigning new projects to Mr. Mordhorst Before
we realized it, Mr. Mordhorst was actually working as a contract employee and not an independent
contractor, which cost more than we initially estimated.
Considering the savings to the City and improved reporting, I believe the best interests of the City will
be served by putting Mr. Mordhorst on a personal services contract for two years and providing him
with the benefits of a Programmer Analyst. In this time he will complete the projects listed above and be
available to assist the Finance Department with the following additional projects which will be presented
to the City Council during budget hearings:
• Automating payment systems to allow for City customers to pay for City services by credit
card, debit card or direct bank charge.
Evaluation and implementation of new "off the shelf software" for payroll, accounts payable,
accounting, budgeting, cashiering and utility billing.
�DiFqlynnX
Finance Director
PERSONAL SERVICES CONTRACT
TYSON MORDHORST
AND
CITY OF LODI
IT IS AGREED between the City of Lodi (City) and the undersigned contract employee,
Tyson Mordhorst (Employee) as follows:
1. Employment by the City as a Program Analyst is of a temporary nature (2 years) and
may be terminated without cause at any time.
2. Such employment commenced on March 6, 1995.
3. Employee will receive medical benefits as stated in the General Services Memorandum
of Understanding.
4. Employee shall accrue vacation leave time at the rate per pay period for full time
employees under the same provisions as other City of Lodi employees.
5. Employee shall observe the holidays under the same provisions as other General Service
employees.
6. Employee shall receive sick leave with pay at a rate of 3.70 hours per pay period. Such
sick leave shall not vest and may only be used for personal illness. Upon termination of
this employment contract, all unused sick leave shall divest without compensation.
7. The salary shall be at the Programer Analyst I range.
8. This contract supersedes and rescinds any and all previous agreements entered into
between Employee and the City of Lodi.
CITY OF LODI, a municipal corporation
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Thomas A. Peterson
City Manager
Date:
ATTEST:
Jennifer Perrin
City Clerk
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Tyson Mordhorst
Programer Analyst
Date:
Approved As To Form:
Bobby W. McNatt
City Attorney