Buckley finance staff recommends Springbrook software despite one-time cost over budget
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Summary
City finance director recommended purchasing Springbrook accounting and payroll software after evaluating four vendors; Springbrook's recurring annual cost is lower but its one-time implementation fee puts the purchase about $32,000 over this year's budget, staff said. Council asked for final budget-approval materials next week.
Buckley Finance Director Harris recommended the city move forward with Springbrook for the city's new finance and payroll system, saying the software best met staff needs despite a one-time implementation cost that exceeds this year's budget. Harris said the package includes data conversion, training and system setup and that she had negotiated additional discounts.
Harris told the council the city solicited proposals from four vendors — Springbrook, Tyler, Cassell and ADG — and that Cassell and ADG were ruled out because they "didn't meet our needs." She said Springbrook's "annual recurring cost is less expensive for Springbrook than Tyler" though "it is a little bit more expensive on the one-time cost for the implementation," and that the one-time amount would put Springbrook about $32,000 over the city's $130,000 allocation for this project.
The city's plan, Harris said, is to absorb that extra one-time cost using unfilled salary savings and the higher-than-expected 2024 ending fund balance. "Between those two things ... I'm proposing that we can tap into that for the additional one-time cost to go with Springbrook," she said, and offered to return with an appropriation request at next week's council meeting.
Councilmembers asked about payroll accuracy and staff support. Harris said Springbrook performed well in reference checks and that she had received "almost all positive reviews for Springbrook and many mixed and some negative reviews on Tyler." She stressed the importance of correct payroll processing, saying the finance system's "number one thing is ... when our workers submit their time sheet, they need to be paid properly." Harris also confirmed the city currently uses an online timekeeping portal for most employees and that employee self-service features (address changes, pay stubs, W-2 access) would be improved under the new system.
Council did not take a formal vote at the study session. Director Harris said she would bring a budget amendment and purchase authorization back to council for action next week.
Costs and next steps: Harris identified the $130,000 budget target for new finance software this fiscal year, noted Springbrook's implementation would exceed that by about $32,000, and described staff plans to cover the difference with salary savings and one-time 2024 fund balance. She said staff would return next week with the formal request for council approval.
Ending: The council did not object to staff moving toward a purchase request; staff will return with the formal budget and contract documents for council action.
