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Council hears software migration plan, told a timely move could save $45,000
Summary
Town staff outlined a planned migration from the town's Keystone finance and utility‑billing system to a cloud platform, citing potential one‑time savings of about $45,000 if the town migrates before a stated cutoff; council asked for more detail and authorized staff to proceed with planning and a $1,000 deposit to secure migration scheduling.
Town Clerk/Treasurer (speaker 4) told the council the town's current finance and utility‑billing software (Keystone, provided by Voice Systems) will no longer be supported after a vendor merger and urged migrating to the buyer’s cloud platform. She said the migration would provide a customer portal, online bill payment, usage graphs and decrease postage and server‑replacement costs.
“We're gonna save $45,000 if we transfer,” the Clerk/Treasurer said when describing a conversion discount being offered to existing customers who migrate before a specified cutoff. She presented a high‑level cost scenario that included a quoted grand total of $61,005.10 if 29 days of training were purchased, and an alternative 10‑day plan estimated to cost about $37,550 (roughly $12,005.16 per department after dividing the training cost across three departments).
Council members pressed staff on timing and alternatives. One member asked whether the system supports leak alerts and mobile apps; the Clerk/Treasurer said vendors offer alerting and customer‑facing dashboards and that staff would check specific feature options such as automated leak detection.
After discussion the council moved to have staff return next month with a formal funding request and to authorize signature of documents to reserve the migration (including a $1,000 payment to hold conversion work). The motion passed by voice vote. The clerk/treasurer said conversions would likely be staged in November or December if the council approved next month so training and data migration can be scheduled.
