Town clerk, finance staff outline software upgrade, fee study and records retention plans
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Summary
Town Clerk Kristen Cray and Town Accountant Jim Keane described a planned replacement of the town’s 2002 financial system with Tyler Technologies’ ERP 10 (data transfer and implementation planned for FY2026), a fee study and a Laserfiche records retention migration.
Town Clerk Kristen Cray and Town Accountant Jim Keane told the council that the town’s current financial software (FundBalance, implemented in 2002) will be replaced as part of a planned upgrade to Tyler Technologies’ ERP product suite, with a formal data transfer scheduled in the early part of fiscal year 2026.
The upgrade matters because staff said the new system will automate manual processes (including check processing and consolidated reporting), reduce manual report compilation and improve retrieval and internal controls; staff described a planned parallel implementation and a data‑transfer cost component separate from the software license.
Cray, who joined the town four months earlier, said staff are already working with a vendor on the migration because the current system is being retired in July 2026. She told the council that the primary implementation cost will be for mapping and transferring about 20 years of data into the new system, and that annual maintenance is expected to rise roughly 10–15 percent because the town will move to a larger, more feature‑rich ERP product. Council members asked whether the town would run old and new systems in parallel during testing; Cray said staff plan to do a parallel/process validation during rollout.
Cray and Keane also described non‑software work that intersects with finance: a recent fee study (staff completed the public posting requirement for new fees and a 15‑day notice of intent), continuing audit procurement (RFP completed, five‑year rotation), and a records retention project to migrate paper archives into Laserfiche for 40‑year retention planning. Cray said the fee study aims to align cost recovery for services with actual costs and that the town had sent the required public notice about fee changes.
Council members asked for vendor names; Cray said the town is upgrading within Tyler Technologies from FundBalance to ERP 10 and that contract details and the initial transfer cost would be shared with the council in the coming month. No contract award was approved at the workshop; staff said they will return with specific contract terms for council consideration.