The council’s primary agenda was the presentation and discussion of the Tyler ERP Pro software, designed to overhaul the existing systems that rely heavily on paper and spreadsheets. A representative from Tyler Technologies emphasized the software’s capabilities, which include eliminating offline reconciliations and manual data entry. The software’s mobile-friendly design allows access from various devices, enabling real-time data management. A demonstration highlighted features such as tailored dashboards for users, smart cards for proactive management, and a comprehensive audit trail to enhance accountability.

One critical aspect discussed was the software’s Global Search function, which allows users to locate information quickly by entering keywords. This feature, along with the ability to export data into Excel, promises to improve data accessibility and reporting capabilities. The council was assured of the software’s security measures, addressing concerns about data safety. The presentation also covered the different modules included in the software package, such as financial management and contract management, which are tailored to meet the town’s specific needs.

The council deliberated on the timeline for full implementation of the new system, estimated to take six to seven months. Concerns were raised about the rationale for this duration, particularly given the limited historical data being transferred. A one-time fee of $4,500 was identified for the historical data conversion. The finance director reassured council members that no additional costs would arise beyond the agreed software fees, with the efficiencies gained expected to outweigh internal transition costs.

Financial updates during the meeting included a discussion on the town’s financial situation post-hurricane. The finance director reported an expected increase of $190,000 in Ad Valorem revenue due to rising property tax values, though revenues remain below pre-hurricane levels. The community disaster loan from FEMA, initially pursued as a safety net, was deemed less critical given the improved financial position of the town. The loan, valued at just over $4 million, accrues interest only if accessed.

Updates on town hall financial reimbursements revealed that most state funds have been received, with less than a million dollars remaining for future expenditures related to property acquisition. Insurance proceeds are expected to contribute to funding the town hall and adjacent properties. Additionally, the transition of the utility billing department to a cloud-based server was addressed, aimed at resolving technical issues and ensuring accurate rate adjustments.

Discussions also extended to a bridge loan, approved for a ten-year term, with a new maturity date set for May 8, 2033. The council noted the progress made since previous meetings, particularly in dealing with the aftermath of recent hurricanes. Efforts to protect essential documents and equipment from potential hurricane impacts were described, with communication maintained via cell phones and email during power outages.

The finance director presented the September financial statements, highlighting variances in revenue and expenditures compared to the budget. Positive variances were noted due to vacancies and reimbursable expenses from FEMA, while negative variances included legal department costs related to demolition research. A proposal was made to transfer at least $2 million from the general fund into the emergency fund to address ongoing hurricane-related expenses, a move deemed critical for maintaining cash flow.