2008 04-15 CCP - Laserfiche WebLink

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MEMORANDUM Date: April 14, 2008 To: City Council From: Jessie Hart, Treasurer Re: Purchase of Utility Billing Software. The utility billing activities for the City of Gem Lake, which are performed through contract with the Township, are currently maintained on basic Excel spreadsheets and utility bills are prepared by hand and mailed. Receipts are recorded on the spreadsheets which are then copied and the process repeats itself quarterly. This method, while it works, is cumbersome, time consuming and makes it difficult to track history and balance the utility accounts. It can also be used by only one user at a time. I researched stand alone utility billing software that would make the process smoother and more flexible and still be affordable for the City. I contacted other small communities and received input on a product called UBpro which would facilitate the current billing system and processes as well as growth into the future, including implementation of water billing when and if that happens. 1 spoke with current users of the system as well 'played" with the demo product. Based on discussions with current users and the vendor I determined that this product would be a good fit for the City. It can be used on a network situation whereby the secretary at Heritage Hall could participate iri the process or just provide residents with balance information or changes to accounts while the billing continues to take place at the. Township offices. I have attached the quote received from Fineline Services Inc out of Excelsior, MN which details the upfront costs as well as the annual support fees. The initial outlay will be $1,890 00 with ongoing maintenance costs of $470.00 per year and should be funded from the City's Sewer Fund. Council is being requested to authorize acceptance of the quote provided by Fineline Services Inc. to provide the UBpro Utility Silting software for a price $1,8.90.00, plus sales tax where applicable. The costs would be taken from the City's Sewer Utility Fund budget for 2008. Council is also being requested to authorize the Mayor and Treasurer to issue a check to Fineline Services Inc. for the purchase of this product prior to the next regularly scheduled Council meeting.