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1 <br /> <br />CITY COUNCIL <br />WORK SESSION STAFF REPORT <br />ITEM NO. 3 <br /> <br />STAFF ORIGINATOR: Hannah Lynch, Finance Director <br /> <br />WORK SESSION DATE: July 22, 2024 <br /> <br />TOPIC: BS&A Software Conversion Update <br /> <br />______________________________________________________________________________ <br />BACKGROUND <br />The City Council reviewed ERP Software quotes at the April 1, 2024 Work Session and approved <br />BS&A Software on April 8, 2024. BS&A Software will serve the Finance, Community <br />Development, and Human Resources departments. Originally the timing of the software <br />conversion was projected to be in Fall 2025, although BS&A had an opening in their schedule <br />for December 2024. <br /> <br />Staff has started working with BS&A staff to communicate current processes and procedures so <br />it can be determined how to be implement them in the new software. One process that will <br />need to change is the practice of credit card processing fees. Currently, with two different <br />software’s for the building department and utility billing, credit card fees are passed on to the <br />customer for building, but paid for by the City for utility billing. With the new software, all fees <br />need to be treated the same. Staff is proposing all fees be passed on to the customer which <br />would be a change for utility billing that would be communicated in advance. Utility billing <br />customers would still have the ability to avoid credit card fees by signing up for auto pay or by <br />mailing in a check. <br /> <br />Finally, as communicated previously, Springbrook requires a 60 day written notice for <br />termination and renews annually on September 1st, although termination is not possibly in the <br />middle of a contract. Springbrook annual maintenance will be incurred until August 31, 2025. <br />This factor will be included in the annual budgeting process for 2025. <br /> <br />REQUESTED COUNCIL DIRECTION <br />Staff recommends passing on all credit card fees to the customer with the BS&A software <br />conversion. <br /> <br />ATTACHMENTS <br />None