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Richwood staff pitches SunView to replace antiquated finance and court software; council defers decision
Summary
Staff said current systems (Pelorus + separate court software) are inefficient and recommended SunView (one-time implementation $45,002.50; annual $37,007.50). Council discussed funding options including using a court-technology fund to offset implementation costs and asked staff to return the item on next month's agenda rather than approve it tonight.
Staff told council the city’s current financial and court software is fragmented and slow, producing monthly Excel exports and manual reconciliation work.
"It's just very unrecorded," the finance director said of the legacy system, and presented SunView as a cloud-based alternative that could integrate court, code enforcement and billing while removing third-party credit-card processing fees paid to an intermediary.
The one-time implementation cost presented was $45,002.50 with an annual subscription of $37,007.50; staff estimated Express Bill Pay costs currently run about $11,000 per year and that the new system could reduce those third-party fees. Staff suggested using an available court-technology fund to offset a significant portion of the initial expense and recommended staged implementation with on-site training.
Council members asked for more detail on training, contingency hours and whether implementation could be scheduled to minimize disruption. Staff and council agreed not to approve the purchase at tonight’s meeting and asked that the software procurement be brought back next month with firm budget numbers and potential offsets (example: applying the court-technology fund to the one-time cost).
If adopted, staff projected implementation in early FY2027 with overlap and an initial-year modest budget increase followed by annual subscription costs.
