A failure to present a purchase proposal of computer hardware and a contract for new computer software to the 2015 Council for discussion and a vote has found its way to the 2016 Council, who must deal with future costs of the questionable procedure that led to this purchase.
The subject of discussion is the new computer software (Caselle) that the public and 2015 Council were led to believe was a high priority and necessity, because of the supposed failure of the old software (AMS) to meet the needs of West Easton. The discussion of new software and hardware came up during budget discussions during a meeting in October of 2014.
During the Council Meeting of October 13, 2014, former Council President Kelly Gross and current Councilman Tom Nodoline proposed line items for new computers and software.
Tom Nodoline, who presented the Finance Committee Report, reallocated monies raised for police coverage, which is deemed unattainable, to be used for different line items. Stating the software (AMS) was “outdated and lacks support,” it was his lead-in for the sales pitch by Kelly Gross, to approve the line item for new software.
Though it is one of the first on-line systems implemented, according to a representative from AMS, I spoke with, the program receives updates and support is still available.
The actual choice of the hardware and the software purchase decisions were not presented to Council for a vote.
It was quickly realized by the 2016 Council that West Easton got a bad deal on the new computers. They turned out to be refurbished garbage not worth anywhere close to the $5000 paid for them, but what has just been discovered is the Caselle software ($32,000), distributed by Dallas Data Systems, was promoted and pushed with the typical false facts that were stated to deceive the public.
The Council in 2014 approved the 2015 budget that had the line items for computers and new software. While we paid more than we should have for old hardware, it pales in comparison to the software program West Easton taxpayers paid for.
A new software program, in my opinion, that wasn’t needed for West Easton after finding out the facts about both the AMS and Caselle software.
Besides the arguable statement from Tom Nodoline that the AMS software was outdated and lacked support, we had other statements by Council President Kelly Gross at that 2014 Council Meeting:
“New software is up-to-date,” inferring that the current software being used, was not. It appeared the big selling point in this “up-to-date” claim was that residents could pay their sewer bill with a credit card. Paying with a CC might sound oh-so modern, but she failed to mention, or wasn’t aware, that the ability to accept CC payments would come at a price to the borough for implementing that service – in the form of transaction fees and an add-on program that would be needed. She also omitted the fact that AMS has this same capability.
“Software we have now (AMS) is DOS based.” When I heard this at the time I was not on Council. I wasn’t allowed in the inner sanctum of the office so I took her at her word, thinking we were still in the dark ages of computers, with employees having to type line item commands to perform simple computer functions. AMS actually runs on a Windows program.
“[AMS] not very efficient at all. It’s very ‘insufficient’.” According to staff, it is sufficient for West Easton. Caselle may be better suited for larger communities, than a small borough of 1250 residents.
“Very hard to train people how to use [AMS].” It’s easier to learn than Caselle, according to staff, who are now familiar with both.
“Dallas Systems (the distributer for Caselle) is PSAB recommended.” Both AMS and Dallas Data Systems are non-voting members of the Pennsylvania State Association of Boroughs. PSAB does not recommend one member supplier over another.
“Included in the cost is transferring all the information we have now into the new software.” While some information was transferred by Dallas Data Systems, most of the transferring of information has been ongoing and is being done manually by our own office staff because the two programs can not fully “talk” to each other.
Even with all the above I might be inclined to say, “Money wasted for an unneeded program, but let’s use it and move on,” but there are two issues regarding this new program that prevents me from doing that.
The first one can’t be corrected, but should be known, because it is an excellent example of why a Council exists.
First, though money was budgeted, the actual contract with Dallas Data Systems to purchase the Caselle program was never voted on by the previous Council. There was no discussion, or the opportunity to ask questions about the program and future costs.
Dallas Data Systems was never asked to attend a Council meeting to make a proposal, nor was AMS asked to send a representative to answer questions regarding their supposed lack of support or failure to maintain an “up-to-date” program.
Instead, knowing her days on Council were nearing the end, Kelly Gross signed the Dallas Data Systems contract on August 17th, 2015, spending the $32,000 budgeted, without Council approval or notification of what she was doing.
The second issue can be corrected. Future payments for support and to keep the software program running.
Both AMS and Dallas Data Systems charge a fee for maintenance and support. The recurring fee that Dallas Data demands is the pill that I can’t swallow. Especially for a program that isn’t living up to promises made and hasn’t met expectations of being better for West Easton. To retain all the past years of financial records, we would have to keep paying AMS to access their system.
The difference in the fees between AMS and Dallas is significant.
AMS charges approximately $2200/yr. for maintenance and support.
Dallas Data Systems plans on charging the borough more than $9500/yr. A fact that wasn’t disclosed to anyone on the present Council until our Borough Manager, Joan Heebner, questioned a representative from Dallas Data regarding future fees that we would see.
That means, we would have to pay both AMS and Dallas maintenance fees. The former for past financials and the latter for future financials. A total of more than $11,700/yr.
This will all be heard at the next Council meeting on October 10th.
It’s time to end the bleeding of taxpayer money by refusing to fund this purchase with the yearly fee.
UPDATED 10/11/16 Council voted last night to cancel the Dallas Data Systems contract.
UPDATED 11/15/16 Minutes of the 10/10/16 Council Meeting canceling the contract can be found HERE.
Disclaimer: On January 4, 2016, the owner of WestEastonPA.com began serving on the West Easton Council following an election. Postings and all content found on this website are the opinions of Matthew A. Dees and may not necessarily represent the opinion of the governing body for The Borough of West Easton.
