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Swansea defers decision on switching online payments platform; staff to prepare communication plan
Summary
Staff presented a plan to migrate online payments from PSN to a Cassell-integrated portal with a $1,200 implementation fee and additional terminal costs; trustees asked for billing-office review and a public communication plan, and the board took no action pending review.
Village staff proposed moving online payments from Payment Service Network (PSN) to a Cassell-hosted portal that integrates with the village's accounting and sewer-billing system. Staff said the one-time implementation fee is $1,200, monthly fees are lower than the current vendor and the 3% credit-card fee would continue to be passed to customers.
"It's much more user friendly than PSN is," Carrie Campbell said, explaining that the new portal would let staff help customers sign up, provide email notifications for generated bills, and send reminders for due dates and shutoff notices. She said terminals (~$500 each) are needed for in-person payments and that customers currently on PSN would need to sign up on the new portal; staff offered to work with residents who need assistance.
Trustees asked staff to build a public-communications plan and to have John (billing oversight) review the proposed change before any vote. Several trustees said they supported the concept but preferred to delay final approval until billing staff and trustees had time to vet the migration plan and transition timeline.
No motion was made to approve the platform at this meeting; staff said they will prepare outreach materials and coordinate a phased transition that could run the two systems in parallel during the changeover.
The board emphasized minimizing shutoff risk and providing multi-month transition notice to customers, especially seniors who may need assistance signing up for the new portal.
