REPORT OF THE FINANCE COMMITTEE
JULY 5, 2017
A meeting of the Finance Committee was held on Wednesday, July 5, 2017, at 7:00 p.m. in the Aldermanic
Chamber.
Mayor Jim Donchess, Chairman, presided.
Members of the Committee present: Alderman-at-Large Mark S. Cookson, Vice Chair
Alderman-at-Large Lori Wilshire
Alderman-at-Large Michael B. O’Brien
Alderman June M. Caron
Members not in Attendance: Alderman Benjamin M. Clemons
Alderman Ken Siegel
Also in Attendance: Daniel Kooken, Purchasing Manager
David Fredette, Treasurer, Tax Collector
Bruce Codagnone, IT Manager
PUBLIC COMMENT - None
COMMUNICATIONS
From: Dan Kooken, Purchasing Manager
Re: MHC Electronic W-2, 1095-C and Pay Stub Software Licensing (Value: $38,681)
MOTION BY ALDERMAN O’BRIEN TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
MHC SOFTWARE, INC., IN THE AMOUNT OF $38,681. FUNDS ARE AVAILABLE IN DEPARTMENT 122,
INFORMATION TECHNOLOGY; NGIN BOND
ON THE QUESTION
Bruce Codagnone
This is actually a software purchase and not necessarily a contract. We currently do check printing with the
MHC software. What this will help us do is to move away from doing printing paystubs every week for all the
employees. Right now everyone gets a hard copy of their paystub. This is moving more toward a self-service
approach and they can also get their paystub electronically and securely e-mailed to them to an e-mail address
that they would like. The Payroll Department spends about 4 hours a week printing these out doing reprints. It
costs us in printing costs about $10,000 a year. There’s about 250,000 pages that get printed every year. So
the printers themselves wear out and have to be replaced every couple of years for a couple thousand dollars
as well. They use a special toner called “mica toner’. That toner is also very expensive. We're paying
$10,000 a year which could be avoided as well as the time that the Payroll Department puts in to print, fold and
sort the paystubs. Also whenever an employee needs to have a W2 reprinted, they’ll go down to Payroll to get
the W2 reprinted. Those are usually something that they need right away so they interrupt someone that’s in
the process of doing something. They're refinancing their house or something like that and they need a W2.
This will allow them to print their own W2s anywhere they want and not necessarily within the city but when
they're home and anytime they need.
