FC011422 SpecialSPECIAL FINANCE COMMITTEE MEETING
January 14, 2022
Elected Officials Participating Virtually Staff Participating Virtually
Councilmember Diane Buckshnis (Chair) Dave Turley, Finance Director
Councilmember Will Chen Megan Menkveld, Assistant Finance Director
Scott Passey, City Clerk
Jeff Taraday, City Attorney
1. CALL TO ORDER
The Edmonds City Council special virtual online Finance Committee meeting was called to order at
2:00 p.m. by Councilmember Buckshnis.
2. COMMITTEE BUSINESS
2. Eden Replacement (Continued)
Ms. Menkveld reviewed recommendation considerations:
• Timing
o Council
o Eden Risk
o ARPA
o Implementation estimate
o Market concerns
• Alternatives
o OpenGov
o Munis
o Springbrook
• Reference Checks - OpenGov
o All three references very valuable and overwhelmingly positive
• Staff Effort
o Requires a lot of effort
• Change Management
o Directors
o Workgroup
• Only OpenGov (12 — 15 months)
• Only Munis (24 to 28 months)
o Or other ERP
• OpenGov budget plus Munis ERP
o Budget suite 5 months
o ERP (x months)
• OpenGov
o Upfront work — so many hours
o Excellent communication and responsiveness
o Mission driven, collaborative, transparent approach
o Staff — so much staff
■ Budget manager for Minneapolis
■ Support staff includes several priority city staff and OpenGov customers
o References
■ "Every customer feels like they're their only, favorite customer."
• Munis
01/14/22 Special Finance Committee Minutes, Page 2
o No upfront work
0 2.5-day demonstration February 9-11
o Over a month lead time plus 28-month implementation timeline
o Not a compelling partnership
Springbrook
o No response
o Duvall is moving from Springbrook to OpenGov
A system we can use and understand
o Prefer an Intuitive system
■ User -friend report filters and customizations
■ Web -based and on -demand
■ Staff can change code settings, see change logs, leave notes
o Instead of a Programmed system
■ Requires ERP system expertise
■ Staff sends requests to someone who writes reports using a tool like Crystal Report
■ SQL or other programming language
■ "Green -Screen"
■ Customizations cannot be upgraded uniformly
Recommendation
o By January 25, 2022
■ Full Council Presentation: proposal to waive RFPs
■ Full Council presentation: OpenGov Budget Suite with agreement
o February 1, 2022
■ Approve waiver of RFPs
■ Approval for Mayor to sign OpenGov Budget Suite Agreement
o Finance Committee March 8, 2022
■ ERP evaluation status
■ Project manager search status
■ Recommendation for product selection and project manager
■ Next steps with full Council
Questions and discussion followed regarding concern interviewing Munis in February will delay
OpenGov, funds available from ARPA funds, scoping meeting with OpenGov next week, why a new
system is being considered, Eden (owned by Tyler) now offering Munis, considering OpenGov budget
module because City does not currently have a budget module, advantages of staying with the same
company's product, reason to waive RFP, whether it is better to have complete ERP system with one
company, Munis versus OpenGov, pursuing OpenGov budget module and continuing to research
OpenGov and Munis ERP, support for transparency provided by OpenGov, OpenGov test
environment, the need for a project manager for either ERP but not for OpenGov budget module, and
the City Attorney's Office researching use of ARPA funds and waiving RFP. Appropriation of
additional ARPA funds will be added to next month's Finance Committee agenda.
Action: Full Council on January 25 and Feb 1.
1. November 2021 Monthly Financial Report
Mr. Turley reviewed:
• Noteworthy items
o REET is up $1,666,307 from this point in time last year
o Real Property/Property Tax is up $75,857 from this point in time last year
o EMS property tax is up $68,860 from this point in time last year
o Sales Tax is up $1,904,891 from this point in time last year
o Plan Checking Fees are up $167,751 from this point in time last year; development
services revenues overall are up $259,855 from this point in time last year
o Parks & Recreation program fees are up $322,388 from this point in time last year
01/14/22 Special Finance Committee Minutes, Page 3
o We are now at 92% of the year completed; all funds and department are within or under
budget
January - November
o General Fund Revenues
■ 3.4% ahead of budget, or $1,363,289 more than planned
o General Fund Expenses
■ 8.23% under budget or $3,432,922 less than budgeted
General Fund
o Cumulative budget forecast: $68,185,977
o YTD Actuals $38,282,347
January- November Revenues and November 30 Cash Balances
Revenues January -November 2021
016
Facilities Maintenance — Bond
proceeds
$4,400,000
332
Parks Construction — Bond
proceeds
$1,634,447
Total Bond proceeds
$6,034,447
142
ARPA Fund
$5,991,438
126
REET 1
$2,400,000
125
REET 2
$2,400,000
421
Water Fund
$14,800,000
422
Storm Fund
8,600,000
423
Sewer/WWTP Fund
24,700,000
001
General Fund
$41,500,000
Total
$106,425,885
Cash Balances, November 30
Snohomish County Co Investment $42,308,731
Pool
WA State Investment Pool $19,924,805
Bonds/Certificates of Deposit $16,178,516
$84,211,332
*Does not take into account fund -to -fund transfer or other minor revenue streams, including
transportation grants
*Numbers from monthly budgetary/financial report through November
• 2021 Sales Tax Revenue
o Quick look at Sales Tax
■ Sales Tax received through November 30 $9,423,112
■ Sales tax received in December $874,396
■ Total sales tax 2021 $10,302,508
■ Budgeted sales tax for 2021 $8,600,000
■ Additional received (more than budget) $1,702,508
• Looking forward: Requests for policy reviews in 2022
o Risk Fund - $25,00 budget to pay small claims from
o Fund Balance Policy
o Investment Policy
o BID/ED! Policies
o Expense Reimbursement Policy
o Leak Adjustment Policy
Questions and discussion followed regarding whether underspending is due to not enough staff or
efficiency in spending control, opportunities for using excess funds, past resolution that dedicated a
portion of REET funds to Parks, funds that have increased the cash balance (ARPA, bond proceeds,
etc.), and ability of OpenGov utility billing to split rates between years.
Action: Consent Agenda
3. ADJOURN
The meeting was adjourned at 2:59 p.m.