UEA staff told the board that QuickBooks in the office duplicated two checks from August and that the laptop used for UEA accounting is about 12 years old and is likely failing. Staff said the agenda packet will now include bank reconciliation statements at the request of a board member.

Mary Anne told the board she will purchase a replacement laptop and software because the current machine cannot accept Windows 11. She said the UEA budget includes $1,000 for new equipment and software and that the replacement will likely require subscription services (Office 365, QuickBooks, Adobe). "We have a significant balance. In the checking account, we have a $114,270 and the reason why that's so high is because there's several checks that didn't clear," Mary Anne told the board.

Board members discussed procurement options. City IT staffer Roscoe reviewed potential devices and identified a Dell on Amazon; board members suggested procuring equipment through the city's established channels. The board agreed staff should gather exact costs (device and subscription options) and circulate them by email; if total costs exceed the $1,000 budget, staff will seek an email vote.

Members also raised practical questions about payment for subscription services, noting the UEA does not have a credit card. Staff said she would pay by personal card and submit claims for reimbursement if necessary, and board leadership said they would work with the city to identify an appropriate payment method and avoid relying on the staff member's personal card long term.