Workshop Minutes
City of
The
City of
Those
in attendance were: Mayor Clara Lou Gould
City Administrator, Joseph Braun
City Attorney, Gerard Pisanelli
Council
Members Present:
Lee Kyriacou
Fred Antalek
Michael Fasano
Financial Software: The following
letter from City Administrator, Joseph Braun as well as recommendations and
results of research on this product by the Staff who will be using this
software.
MEMO Dated
First and most importantly, I want to thank
the staff of the Administration and Finance Departments for their professional
and thorough analysis of our financial software options. They appreciate the
importance of selecting the best system. They are the ones who will live with
the new system for potentially the rest of their careers with the City of
Let me briefly describe the process we went
through. We identified vendors who provided municipal financial software to
municipalities in a 50-mile radius of Beacon. We requested qualifications from
each of them. Based upon those qualifications three qualified vendors were
selected for further review. After initial presentations, one of the vendors
was deemed to be unqualified. In addition to having a weak product, it only had
one customer within 100 miles of Beacon. Staff then spoke with and visited many
of the municipalities who utilize the systems of the two finalists: Munis and
KVS. Additional presentations were provided by each vendor Based upon those
presentations, discussions and analysis, staff made me recommendations included
with this document.
I agree with their recommendations. The
system we now have has not met our expectations and has failed to keep up with
modem technology. It must be replaced. While both of the vendors we examined
offered many of the options necessary to provide the best service possible to
our customers. Munis has a proven record of service and improvement. KVS while
promising improvements has had a mixed record. As the City Clerk said, KVS is
reminiscent of our present software provider, which has promised to improve but
has not improved its system.
As is often true, the better product has a
higher price. Munis will cost more. A detailed financial analysis is attached.
In the first year Munis will cost $82,091.00 more than KVS. Annual maintenance
fees will also be $9,000 more per year. Coincidentally, KVS's annual fee is
almost same as we now pay for our present system. Staffs conversations with the
users of both systems revealed that Munis provides a higher level of
maintenance worth the extra investment. We recommend paying for the system with
fund balance.
The new system will bring our level of
service into the 21st century and benefit our customers for many years into the
future. This is a big investment. We have spent a lot of time and effort finding
the best system. We hope you agree with our recommendations. Thank you for your
consideration.
It is important to note that a decision
should be made as soon as possible, if not tonight at the next workshop. If we
are not able to implement the system by January 1st, our existing system will
require reprogramming at additional cost with no certainty of success.
Recommendation of Carla Eylers, City Clerk:
Since we purchased the Govern system in 1995,
technology has advanced considerably. New options are available now that we
should be using. These include lockbox processing of payments for both taxes
and water/sewer bills, on-line viewing of taxes by abstract companies and
customers, and automated payments from major tax service companies such as
First American, Loretta Corp, and Countrywide. We are also considering the use
of bar coding on payment slips in order to scan in payments that continue to
come direct to the City. The need will continue into the future for appraisal
of new advances that will help us serve the City of
Recommendation of Toni Tracy, Director of Finance
After reviewing the final two computer
systems being considered by the City of
1.
The Munis program that we would be purchasing is all the same release
version.
The KVS program being
offered right now is only available in 2 different versions. The Finance
applications (General
Ledger, Accounts Payable, Payroll, and Purchase Orders) are available in the
newest version while the Land Management software (Utility Billing and
Tax Collection) is available on an older, standard version.
This is a major concern for the following
reasons:
The City of
2. The Munis Corporation is backed by Tyler
Technologies; a major corporation that is doing well in the stock market. This
indicates that the company will have staying power in the software provider
Held. KVS is a privately owned company with fewer resources available.
3. Regarding financial reporting, the Munis
system offers much bigger reporting capabilities, even making reports formatted
by other users available on their website. Reports can be exported to Excel and
also run to almost directly match to NYS formats.
According to KVS users, data can be difficult
to extract in me desired format and reports must be designed by building
tables. These tables must be constantly updated with new accounts and seem to
be a cumbersome technology. Also, KVS reports are not easily exported to Excel
for manipulation of data for other purposes.
Munis has included conversion of all history
that we require. KVS has quoted a price for this conversion but they clearly
state that they will not guarantee this transfer until they know if the Govern
history file format is compatible with their software.
The conversion of as much history as possible
is crucial to efficient operation of all of our departments. It will enable us
to do research when needed and move forward with as much of the information
that we currently have access to. Munis has stated that they have enough staff
trained in many different programs that they are not concerned about the Govern
format They will be able to convert whatever we have asked for. This makes the
point that KVS is a much smaller company, with fewer resources available. With
only about 1/10 the number of programmers of Munis, they are not even able to
guarantee us the full history conversion requested. We wont know what we can
convert until the process actually begins.
The City of
In their goal to show that they are extremely
interested in becoming the city’s software provider, Munis has offered to
double their discount off of the NYS Contract price. This savings amounts to $32,596. They have given us one free year of the basic
annual maintenance, $20,157 and finally they have agreed to offer another
special discount of 10%, a savings of $10,865.
KVS has not offered any discounts on their price quote.
Recommendation of Lola Tavlor, Water Billing Clerk
The City of
1. Annually a great deal of time is spent gathering together
those accounts with overdue balances that need to be re-levied to their taxes.
Our current system does not possess the capabilities to easily allow data to be
transferred to Word or Excel, nor can the data be manipulated. MUNIS possesses
powerful tools that not only download output to the afore mentioned software
but also would enable us to apply it to various laser forms and distribute the data
via fax and/or e-mail.
2. Throughout the day we are contacted by
residents, abstract companies and title companies who call and/or fax requests
for account information which includes the current balance due, the periods
invoices covered, account numbers, etc. MUNIS would eliminate the need for
these inquiries by allowing those with Internet access to get the information
for themselves.
3. The quarterly billing process the
City currently utilizes takes approximately 5 days from printing them to
mailing them. MUNIS would allow for the bills to not only be printed in far
less time with their laser form, but they also provide us the ability to have
them folded and sealed as well. Their billing system gives us the ability to
duplicate invoices and receipts, which are often requested.
4. After the quarterly billings are
complete, the clerks are inundated with payments for about a month or so. The
current method of processing payments takes quite some time. The invoices
produced using MUNIS would include a bar code to allow for prompt payment
processing.
5. With our current software system,
interest charges and penalties must be applied at the end of each month by the
water clerk. Each open invoice must have the penalties applied individually and
the percentage has to be determined accordingly. This process leaves room for
error and takes some time. The MUNIS system would automatically apply interest
per the rates we provide to all open invoices.
6. With MUNIS we would be able to produce
service orders, which have their own area in the billing system to allow them
to be kept in the history with the results/findings of the serviceman. As it
stands service orders are handwritten, the findings are handwritten and then
the hard copy must be kept on file since there isn't a set area on the system
in which to keep the information. When we need to research a repair/service
appt, we must look through them all rather than being able to access them on
the computer.
These are just a few of the many ways in
which I feel MUNIS would greatly serve our staff, abstract/title companies and
most importantly our residents.
Recommendation of Jennifer Soltish, Tax Clerk
The Tax Department recommends Munis as the
best choice as a software replacement of the current Govern system. This recommendation is based on the following
factors:
1. The Munis Program allows online accessibility of tax
information. At present, the tax department is inundated daily with calls from
abstract/title companies, attorneys' offices, and tax payers requesting tax
payment information or payoff amounts for open tax bills. Munis allows these
parties to access this information online, including property assessment
information. It allows for the calculation of interest on open tax bills
allowing for more precise payments thereby eliminating the need for refund
vouchers and correspondence.
2. The Munis software has the capability to interface with
Informatics, the current software package utilized by the
3. Regarding necessary reporting. Munis offers more reporting
capabilities. Reports can be manipulated to include or exclude
information. This is especially helpful
when paying the school district. The tax clerk may send a list generated by the
software system to BCSD rather than taking time to sort and then hand type a
list of school taxes collected by month.
Also, the reports will be able to be generated/manipulated to meet the
demands of the auditor's (Sedore & Company).
4. Regarding Tax Payments received from escrow companies. Munis
allows for the automatic processing of large paid files onto the system in lieu
of the hand entering of batch payments by COB staff.
City
Administrator, Joseph Braun: The
software we now have is ten years old and less than adequate to meet our
needs. I am comfortable and enthusiastic
about the new Munis software. This
affects our ability to better serve the public in a large way. We will be able to provide the reports that
the council needs. It has a great track
record with a number of communities. Mr.
Braun called on Carla Eylers to give a brief talk on the process she went
through and why she thinks the new software is good for her and her staff.
Carla
Eylers: We thoroughly researched and
followed a comprehensive process before selecting and deciding that this was
the best system for our needs. We did
not rush into making our selection. A
year ago, we began the process to investigate various venders before selecting
Munis. We had taken the time to talk to people that used these vendors. We each asked questions that were pertinent
to our area. We compared notes of
different municipalities. We came to the
conclusion that Munis was the best choice
Mr.
Braun introduced Mrs. Iola Taylor, utility billing clerk, and Mrs. Jennifer
Soltish, tax clerk. These are the folks that deal with the system each
day. Toni Tracy is on vacation and
supports this choice. We rather not
spend the money but we lived with the old system a long time and these changes
had to be made. Munis is a serious company, which has a nation wide presence. Other municipalities such as Fishkill and
Town of
Council
City
Administrator, Joseph Braun: The fee
will be a one-time fee of $251,764.
After that it will be $9,000.00 more a year for maintenance. We are paying a higher bill but we are
getting the updated service. We pay
quite a bit for maintenance now and get very little.
Council
Member Antalek: How comfortable are the
employees with this new software which will change the entire system?
Carla
Eylers: The training is included with this
package. And I feel comfortable that we will become proficient with the system with
training in a timely manner.
Mr.
Braun: It is more money but it is worth
the extra money. If you look in the
proposal, there are a number of hours for training. We understand that the product will not work
for you unless the people are comfortable and know the system. When they leave us, they will leave us with
the employees knowing the system. We
will be on the same page with the surrounding communities. This is something that needs to be done.
This item will be placed
on the Agenda for tonight. September 6, 2005’- Council Meeting.
City Administrator, Joseph
Braun: This is the sidewalks next to the
Council
City Administrator, Joseph
Braun: The Curb is much more expensive
than the sidewalk.
We
can incorporate it into the road program.
It is pretty much the same money.
At the end of the day, we can throw it in with the rest of the bonding
for the road program. Curb is much more
expensive than sidewalk.
Money will be appropriated
from the general fund balance.
This will be put on the
agenda tonight,
Sidewalks
During
the survey we did
Council
City
Administrator, Joseph Braun: There was
not a majority of
Council
Member Kyriacou: I would like to have us
to do the sidewalks at
City
Administrator, Joseph Braun: People
scream to high heaven now but after the sidewalks are done people are very
appreciative.
This will be placed on the
Agenda for tonight,
The following items
will also be placed on the Agenda for Tonight -
Community Development - Set Public Hearing for
This will be a Meeting of
our local committee.
Appraisal of Hiddenbrooke Property: Authorize Appraisal.
Mayor has a letter from the attorney stating that we should do the
appraisal now so that it doesn’t look as though we are doing the rezoning just
to lower the appraisal. I spoke with the
county and apparently there is funding for open space protection and what they
said that there are two application deadlines – One is
Fund for Space Preservation: Mayor Clara Lou
Gould: We put an item on the Capital
Plan Budget for open space preservation.
Should we set up a fund for Open Space Preservation? If any money comes in, specifically for open
space, we will have a place to put that money so that it does not get rolled
over into the general fund.
Crosswalks:
City
Administrator, Joseph Braun: We paved
sections of
Council
Member Antalek: As I understand it, when
they do the intersections, they are going to cut it down to one crosswalk
rather than two. If this is prominent,
people will migrate to that one crosswalk. In essence, by cutting down, we are
picking up parking spaces. We are making
crosswalks more prominent so people will go to them.
City
Administrator, Joseph Braun: Mr. Braun
distributed a copy of the brochure to the council members. It should last about five years before it
needs to be resurfaced. There is a line
item in the budget for paving. One
crosswalk per block is probably enough.
Mayor: We can always put an extra one in if we have
to.
The
City Council expressed their approval of the attractive designs, which are
offered.
Council
Member Kyriacou: Asked what the cost
would be to move a fire hydrant if we had to.
Tim Dexter answered from his spectator seat and said that the cost would
be pretty expensive.
City
Administrator, Joseph Braun: Painted
markings cost $250.00. The cost for imprinting
is $2500.00 for each crosswalk for a total of $35,000. The street print will last several years
longer than painted markings.
The
Mayor took a Consensus vote: All voted
in favor.
OTHER
BUSINESS/ UPDATES:
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Executive Session
Adjournment was declared at
Regarding
Submitted by Lucy M. Cullinan –