MEMO - UTILITIES FINANCIAL TERMINALS
J
CITvloF CLEARWATER
Interdepartment Correspondence Sheet
Asst. City Manager for Finance
TO:
Jeffrey E. Butter,
I
!
~
FROM:
Wanda Lester, nirector of Internal Audit
COPIES:
P. Rettig, Utilities Dir,; B. McCall, DP Mgr.; B.. Weston, Asst. City Treasurer
._-.;,-~"
-'
SUBJECT: Utilities Financial Terminals
DATE:
April 15, 1982
I have reviewed the agenda item concerning computer terminals for the Utilities Cashier
operation with Bill McCall and Glenn Mehring. From an internal control standpoint, it
appears that this equipment will not impair the existing internal controls surrounding
cash receipts at the Utilities Department. If the equipment is utilized to its fullest
capability, I believe that controls will be enhanced. We would have a mechanism to
monitor the cash drawer activity, control the daily cash report, and update accounts
receivable by entering data one time. Additionally, we should be able to get to a point
of having one day's activity on each cash report, which would facilitate the
reconciliation activity that occurs in the Finance Department.
It is my understanding that while the agenda item states that the cashiers will be
"on-line", this is only in the sense that they will be able to get a picture of the
customers account instantly when money is paid. The data that is recorded will be held
by the terminal hold file, and processed in a batched method at night in much the same
manner as currently exists. (See attached memo from Bill McCall.)
Based on my review, I would recommend that this item be submitted to the Crnmnission for
approval. I would further recrnmnend that Barbara Weston, Bill McCall, and Internal
Audit set a target date early in June to have a thorough review of how this equipment
can be used for the cash collection report, and its possible use in centralizing the
cashiering function at the Annex.
Attaclunent
{J /j "S-)U.
. ~ ..
~;.,..... -----
BurrbughS Corporation I m
BUSINESS MACHINES GROUP
AGREEMENT FOR EQUIPMENT SALE
(Installment Sale)
CUSTOMER
Ci ty of' Clean...a ter
(Firm Name)
City Hall Annex 10 South Missouri Ave.
(Number) (Street)
Clearwater Flurida JJ518
ICity) (State) IZip Code)
BURROUGHS CORPORATION, Business Machines Group, Burroughs Place, Detroit, Michigan 48232 ("BURROUGHS"). by its acceptance
<lgrees to sell and CUSTOMER agrees to buy the equipment listed below.
ITEM
NO.
2
MODEL AND UNIT LIST TOTAL LIST
DESCR IPTION QUANTITY PRICE PRICE
-----.- ----
}lTJ55 Val/Journal&Processor 2 J065 61JO
TP129 4lj-Key I ,.../!~O 2 600 1200
Nura Funct
Char Display
~'1TJOOPB 1 ViR. Program 2 100 200
J
i\rnount
Due:
(a) Grand Total List Price . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 75 J 0 . 00
(b) Plus Applicable Taxes in accordance with Section 7 $
. . . . . .. .... . . . . . . .. . . . . . . . . . . . . . . .$
. . . . . .. . ... . . . . . . .. . . . . . . . . . . . . . . .$
(c) Less Credits:
Cash upon execution (Down-Payment) . . . . . $
Other..... ~.C;':'"~~. p~~~>).,-:r~~.....$ 753.00
Other. . . . . . . . . . . . . . . . . . . . . . . . . . . $
Other . . . . . . . . . . . . . . . . . . . . . . . . . . . $
(d) Balance of List Price after Credits .......... . . . . . . '1' 506., -66 . . . . . . . $ 6 777 . 00
(e) Plus Finance Charge .................... $
(f) Total Deferred Balance ........................................ $ _ 8 :> ~ ~ , 66
(g) Deferred Balance to be paid in =; ,,_ Consecutive
Monthly Installments of $ 1 38. ,16 and a Final Monthly
Installment of $ 1 1.Q , () 6 , payable in accordance
with Section 5.
(h) Plus Contract Processing Charge .................................. $
This Agreement (including the agreements incorporated by reference in Section 14) constitutes the entire agreement, understanding and
representations, express or Implied, between the CUSTOMER and BURROUGHS with respect to the equipment and serviC8S, and supersedes all
prior communications including all oral and written proposals.
A,CCEPTED:
CUSTOMER BY ITS SIGNATURE ACKNOWLEDGES THAT IT
HAS READ THIS AGREEMENT, UNDERSTANDS IT AND
AGREES TO ALL ITS TERMS AND CONDITIONS.
~
l~_____ _____ _____
Title
Burroughs Corporation
By ____.....____._._____.______________ _._u_______ _________._____
Authoriled Signal ure
~l
By _n /~ - A~thorllt:d S,gnatu
_ .l~_ __0-:..__________
F Title
---"---..- ------.----------..--------------.-- - -...--..-----.------....-.------.--.-.. -- -
Date
Date
19102:1 5/79
r-lo representation or other affirmation of fact, including but not limited to
stateme"., ts (efjardlng capacity, suitability for us, or performance of the
equipment shell be Of be deemed to be a warrant by BURROUGHS for
any purpos4l, nor give rise to any liability or obligation of BURROUGHS
whatsoever.
EXCEPT AS SPECIFICALLY PROVIDED IN THE AGREEMENT,
THERE ARE NO OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING. BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES
OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE.
In the event of employment by CUSTOMER of any non-BURROUGHS
attachment, feature, or device on the equipment, or any part thereof,
furnished by BURROUGHS hereunder, which has not been approved in
writing by BURROUGHS, BURROUGHS shall not be liable under this
warranty. The approval of the use of any non-BURROUGHS attach-
ment, feature, or device shall not be deemed to be a representation,
warranty or understanding by BURROUGHS regarding that non-
BURROUGHS equipment including its performance in conjunction with
the BURROUGHS equipment. I
11. LIMITATION OF UABILITY
IN NO EVENT SHALL BURROUGHS BE LIABLE FOR lOSS OF
PROFITS, INDIRECT, SPECIAL, OR CONSEQUENTIAL DAM-
AGES ARISING OUT OF ANY BREACH OF THE' AGREEMENT
OR OBLIGA liONS UNDER THE AGREEMENT.
BURROUGHS SHALL NOT BE LIABLE FOR ANY DAMAGES
CAUSED BY DELAY IN DELIVERY, INSTALLATION OR FUR-
NISHING OF THE EQUIPMENT OR SERVICES UNDER THE
AGREEMENT.
CUSTOMER shail assume full responsibility for the overall effec-
tiveness 'and efficiency of the operating environment in which
BURROUGHS equipment and software are to function.
No action arising out of any claimed breach of the Agreement or
transactions under the Agreement may be brought by either party
more than two (2) years after the cause of action has accrued.
12. TERMINATION
If CUSTOMER fails to make any payment within ten (10) days of its
due date, or fails to perform any other obligations hereunder upon
thirty (30) days written notice, or should CUSTOMER be or become
insolvent or a party to any bankruptcy or receivership proceeding or
any similar action affecting the affairs or property of CUSTOMER
prior to payment in full of the balance of the List Price and all other
amounts payable hereunder, BURROUGHS may:
(a) with or without demand or notice to CUSTOMER (if given.
notice by mail to CUSTOMER'S address, shown in the Agree-
ment being sufficient) declare the entire amount unpaid im-
mediately due and payable:
(b) enter the premises where the equipment is located and remove
it (CUSTOMER shall assemble the equipment and make It
FORM NUMBER
CUSTOMER'S INITIALS
available to BURROUGHS at a place which is reasonably
convenienltofoth parties and to permit and to assist BUR-
ROUGHS in t'actlng the retaking and removal of the equip-
ment); and '
(c) sell any or all the equipment as permitted under applicable law,
BURROUGHS shall apply the proceeds of sale of the eqUip-
ment to the payment of the expenses of retaking, storing, re-
pairing and selling the equipment. reasonable attorney fees
and to the satisfaction of all indebtedness secured under this
Agreement. Any surplus shall be paid to CUSTOMER and any
deficiency shall be paid to BURROUGHS by CUSTOMER.
The remedies provided herein shall be cumulative and shall be
in addition to all other remedies provided bylaw or equity.
13. GENERAL
(a) BURROUGHS may assign this Agreement and convey its
Interest in the equipment, or assign the right to receive pay-
ments without the CUSTOMER'S consent, provided that
BURROUGHS obligations to CUSTOMER shall not in any way
be diminished. CUSTOMER may not assign this Agreement
without BURROUGHS prior written consent.
(b) All programs including system software furnished by BUR-
ROUGHS. including program products jointty developed by
BURROUGHS and CUSTOMER, shall be subject to BUR-
ROUGHS Program Products License which is incorporated
herein by reference. CUSTOMER shall be responsible for de-
termining appropriate use and limitations of the program prod-
ucts in its operations.
In the event that customer makes use of any software pro-
gramming in connection with the equipment supplied hereun-
der, which is not provided by BURROUGHS, Customer ac-
knowledges that BURROUGHS has made no representation
or warranties with respect to any non-BURROUGHS software.
its performance on the BURROUGHS equipment, or the serv-
ice to be provided with respect to such non-BURROUGHS
software, and BURROUGHS shall incur no liability to customer
arising out of the use of such non-BURROUGHS software or
the furnishing of such services. Customer acknowledges that
no BURROUGHS software is being furnished to customer by
BURROUGHS except pursuant to separate written license
agrrements between customer and BURROUGHS.
(c) No modification or amendment to this Agreement and no
waiver of any provision shall be valid unless in writing, signed
by duly authOrized representatives of the parties. Any written
order or other instrument issued by CUSTOMER before or after
the effective date of thiS Agreement pertaiOlng to the equipment
or services provided under this Agreement shall be void, except
as otherwise provided In this Agreement.
(e) The laws of the State of Michigan shall govern this Agreement.
14. OTHER APPLICABLE AGREEMENTS
The following BURROUGHS agreements are by this reference
incorporated in this Agreement.
nTLE OF AGREEMENT
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I
MEMORAN~lJM TO:
The City Com mi,ssion' of the City of Clearwater
SUBJECT:
Agenda No.
Meetl ng Date:
/7 A:../
5/6/82
Computer Terminals for Utilities Cashier Operation
RECOMMENDATION:
MT35.5 Cashier
software.
~pp~ove attached lease: purcha~e agree.ment for two Burroughs Model
'Terr-nals with- TPl29 Keyboards. TP250 Monitors and MT300CV1
I
,
[J And that the
-
fficlall be authorized to execute same.
BACKGROU NO: As ~art of the planned computerization of the City of Clearwater,
one phase was to install onl1~e cashier terminals in the Utilities Dept. when the 1IIanual
validatortjlwore out. .The validators which were purchased in the early 1960's are no longer
workingaQd can not be repaired as no parts are available.
These terminals will,in addition to replacing the validators, put the cashiers online to
the customer files. allow current posting of payments received by the cashiers. eli1llinate
manual key entry of these. payments and assist the cashiers in daily balancing.
This application is expected to be up by July, 1982. The, three tnOnths' funding can come
from transfer of funds within Utilities and 1Ilidyear adjustment of ' Data Processing Budget.
*
2 MT355 Cashier Terminals
$ Year lease purchas. interest
Total
Monthly payments 59 @
$6,771.00
1 tS06. 66 '
$8.283.66
$ l38.06
$ 414.18'
Needed in FY 1981/82
SU~,mitt~;4,!:!y.: i/
/.'" 'if'~
.: ~"' "~':;.fi._ ,J..
i_'~ r:J.A::. .~
-"'" -,c'
F()1I0W-U~'IO~:
[J Affected Costs:
Parties Fundlno Source:
Notified CJ Capital Improve-
of Meeflno ment Budoet
iii OperatlnoBudoet
RHot R.q~ir.d CJ Ofh.r
"
"!i1':""
BA ttachments:
Agreement
City Manooer
~()~ 02-9 -/3'
Date a Sequential
Reference
OrloTnotlro Department:
C~tral Services' .-
ApproprlotlonCode
565-1-6560-713/723
o None
I
CIT~ OF CLEARWATER
Interdepartment Correspondence Sheet
Division
ManagerJ1!~4
TO:
~Wanda Lester, Director
Internal Audit & Financial Systems
FROM:
William A. McCall, Data Processing
COPIES:
Paul Rettig, Director, Utilities Department
SUBJECT:
Utilities Financial Terminals
DATE:
April 13, 1982
In reply to your request for information concerning the Burroughs MT355 Financial
Terminals that are to be installed in the Utilities Dept.- There will be one terminal
in the inside cashier's station and one terminal at the drive in window. These
terminals will be online during normal working hours of the Utilities Office. They are
designed as full financial/teller/cashier functioning machines. They have the
capability of recording the beginning day cash drawer and by the proper utilization of
function keys such as Cash In, Cash Out, Checks In, and Record as to what transactions
are received and/or paid out up to some 18 categories. Anticipated use would be such
as payment of utilities bills, receipt of deposits, receipt of tap fees by either cash
or check, and the controlling of the cashing of checks for individual employees. Trans-
mitted online will be the posting of the account number and the amount paid on the bills
to the cash hold file, to be merged with the Barnett Bank magnetic tape and then to the
daily cash update process. With the proper manipulation of the full function keys of
this machine, the cashiers' cash drawer balancing operation as well as totals for all
utilities financial transactions can be obtained thereby providing the controlled input
to the daily cash report.
Sometime in the future (the long winding road) additional financial machines should be
installed in City Hall, City Hall Annex, etc., to provide a full cash management control
system and automatic JE process for the City's financial transactions.
If you have any questions, please call me.
WAM:jmb
~[(iE~n"~im
APR 14 1982
FINANCE DEPT.
--
M"E7MORANDUJ TO:
The City Commission of the City of Clearwater
SUBJECT:
I
AQenda No.
Meeting Date:4/15/82
I
Computer Terminals for Utilities Cashier Operation
RECOM MENDATION:
MT355 Cashier
software.
Approve attached lease purchase agreement for two Burroughs Model
Terminals with TP129 Keyboards, TP250 Monitors and MT300CVl
o And that the appropriate officials be authorized to execute same.
BACKGROU NO: As part of the planned computerization of the City of Clearwater,
one phase was to install online cashier terminals in the Utilities Dept. when the manual
validatorswore out. 'The validators which were purchased in the early 1960's are no longer
working and can not be repaireq as no parts are available.
!
These terminals will, in addlt~on to replacing the validators, put the cashiers online to
the customer files, allow current posting of payments received by the cashiers, eliminate
manual key entry of these paym~nts and assist the cashiers in daily balancing.
This application is expected to be up by July, 1982. The three months' funding can come
from transfer of funds within Utilities and midyear adjustment of Data Processing Budget.
*
2 MT355 Cashier Terminals
5 Year lease purchas. interest
Total
Monthly payments 59 @
$6,777.00
1,506.66
$8,283.66'
$ 138.06
Needed in IT 1981/82
$ 414.18
f.< !'.......~ .
i
Commission Disposition:
Fo\low-up AcHon:
IiNot Required
181 Not Required
Costs:
Funding Source:
o Copitol Improve-
ment BudQet
li1 Operating Budget
o Ot her
71'
BJAttochments:
Agreement
City Manager
Poper:
o Affected
Parties
Notified
of Meeting
Submitted b-y:
Ib' -",r4~'
. .', t..wI}: t ".
. ""J>li--:yt-'
Advertised:
Date:
Dote a Sequential
Reference
~.
Orlglnotin(J Deportment:
Central Services- ,
Appropriatjon Code
561-1-6560-640-590 0 None
II