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Staff outlines plan to replace legacy general-ledger software; commission discusses cost-sharing
Summary
Sabrina told the commission she has narrowed choices for a cloud-based general-ledger replacement but put the project on hold because of audit delays and current budget work; the software is budgeted 50/50, and commissioners discussed having tourism or other agencies share costs (examples: 60/20/20 or 40/40/20).
City staff are preparing to replace an aging general-ledger system and discussed funding options with commissioners.
Sabrina told commissioners she has been working with several vendors and has narrowed the list "to a couple that we really like," but temporarily put the procurement on hold because of delays in the audit and because she is now working on the budget. She said the city currently uses Dynamics GP, which "was purchased back when Aaron Embry was here" and is "legacy" software; she added, "they're not going to support it after 2028."
On funding, Sabrina said the project is currently budgeted as a 50/50 split. Commissioners suggested that other agencies—such as tourism—might contribute a portion of the cost, and discussed alternative splits including 60/20/20 and a 40/40/20 arrangement to reduce the share borne by the city and the utility. Sabrina said she will look at appropriate percentages and bring cost estimates to the budget discussions.
Why this matters: replacing an unsupported accounting system affects the city's financial operations and recordkeeping; the chosen funding split will influence the municipal budget and potentially require interagency agreements.
Next steps in the transcript: staff will continue vendor evaluations and incorporate the project into the next budget cycle for further deliberation.
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