The most discussion of the meeting revolved around the approval of the BSNA software, with a total cost of $7,857, a decision driven by the need for a more functional and efficient system to handle the city’s financial transactions. The current software was described as outdated and cumbersome, leading to frustration among staff and inefficiencies during annual audits.

BSNA’s features were highlighted as beneficial, including online bill payment capabilities, which would allow residents to view their billing history and water usage data. This transparency and accessibility were seen as crucial for improving service to the community. The system also promised to streamline administrative tasks by enabling staff to clock in and out online, manage leave hours, and access payroll information without the outdated punch card method currently in use.

The council discussed the financial implications of this decision, noting the projected budget increase of $488,000 for the coming year. Concerns about the long-term financial commitment associated with the BSNA software were raised, as the contract would likely bind the city for a significant period, possibly five to ten years. Despite these concerns, the need for reliable and functional software was underscored, with the council ultimately deciding that the investment in BSNA would provide a better return in terms of operational efficiency and service quality.

The decision to approve the software purchase was made after a careful comparison with Banion, another software option. Banion was noted to be more cost-effective initially, with an annual service fee of $17,000 and an additional annual fee of $4,070. However, it lacked several essential features, such as online bill payment capabilities and a user-friendly interface. Banion’s inability to facilitate the integration of existing data into their system was also a significant drawback, leaving this task solely to the city staff.

In contrast, BSNA offered a more comprehensive solution, including cloud modules for enhanced accessibility and support for data conversion, which would relieve the city staff from the burden of managing historical data transfer independently. This integration capability, along with the support for existing infrastructure such as the city’s Badger water meters, made BSNA the preferred option despite its higher cost.

The council also discussed the structure of payments for the new software, proposing to spread the cost across different fiscal years to alleviate the financial burden on taxpayers. It was suggested that the first payment of $26,000 come from the 2024 budget, the second payment of $11,225 from the 2025 budget, and the remainder from the Capital Improvement Plan (CIP) in 2025. This strategy was acknowledged as a viable method for managing capital expenditures without placing additional strain on the budget.

In addition to the software discussion, the meeting covered several other topics. Ted Bower, a resident, expressed gratitude for the transition from shared septic systems to city sewer services but raised concerns about the condition of newly paved paths and green spaces near his residence. He emphasized the need for proper care of newly planted trees and better maintenance of the green spaces to ensure safety for activities like soccer.

Marsha Kreger, president of the Riverwood Hills Homeowners Association, voiced concerns about the condition of Riverwood Drive Southwest, the only access road for 54 homes in the subdivision. She highlighted the need for a second access route to enhance emergency response capabilities and reduce wear on the road, noting that the road had been in poor condition for a substantial time due to damage caused by heavy equipment during recent construction.

The council also deliberated on the acceptance of bids for a piece of equipment, specifically a mower, with a reserve price set at $6,500. There was concern about receiving lower bids if the bidding period was extended, ultimately deciding to proceed with a sealed bid to potentially secure a better price.

Other discussions included the approval of a resolution for a public hearing on proposed assessments related to sanitary sewer improvements and the reestablishment of the SC program for high school students interested in pursuing firefighting careers. The council also addressed updates regarding flood damage and potential funding for repairs, emphasizing the necessity of prioritizing repairs due to financial constraints.