Enhanced Access Review Committee: Agenda

Meeting Details:

Date: July 10, 2019 Time: 1:30 PM -3:00 PM Location: City-County Building, Room 107

Chairperson: Ms. Geneva Roembke

Previous Committee Meeting Minutes:

Approval of the April 10, 2019 Meeting Minutes: Chairperson Roembke

Action Items:

Revenue Management Tool Demonstration – CityBase

Fund Request

CityBase Report

EARC Financial Report

EARC Committee Business

Meeting Adjournment

The next scheduled EARC Committee meeting is August 14, 2019 in the City-County Building, Room 107.

Enhanced Access Review Committee Meeting Minutes

7/8/2019 1:26 PM

Date: April 10, 2019 Time: 1:30pm –3:00pm Location: CCB Room 224 Chairperson: Geneva Roembke ISA: Business Services Manager

Enhanced Access Review Committee Members Present:

Present: Jim Murphy, CityBase

Kevin Lynch, CityBase Greg Bartlett, CityBase Ken Clark, Information Services Agency Geneva Roembke, Business Services Manager for ISA, called the Enhanced Access Review Committee Meeting to order.

Approval of the February 13, 2019 EARC Meeting Minutes:

Mr. Brett Wineinger made a motion to accept the minutes. Ms. Tara Acton-Shaver seconded the motion. The motion carried unanimously.

CityBase Report: Mr. Jim Murphy presented the CityBase Report. He noted discussions are on-going with ISA about migrating all payments into the Indy.gov ecosystem. The March levels of revenue were the largest ever for EARC and the eCommerce contract, with payments exceeding $1M. There was an uptick of traffic court transactions. DBNS transactional numbers are expected to begin increasing in the upcoming months as they will be issuing seasonal permits.

Geneva Roembke Information Services Agency Chairperson

Tara Acton-Shaver Marion County Assessor’s Office Proxy Voting Member

Joshua A. Peters Marion County Treasurer’s Office Voting Member

Kate Sweeney Bell Marion County Recorder’s Office Voting Member

Brett Wineinger Office of Finance & Management Voting Member

Gary Ricks Office of Corporation Counsel Legal Counsel

Enhanced Access Review Committee Meeting Minutes

7/8/2019 1:26 PM

Treasurer’s Report

Mr. Joshua A. Peters presented the most recent Treasurer’s Report. The Net Enhanced Access Funds Available (fund balance less outstanding liabilities) to be Two Hundred Ninety-Seven Thousand Seventy-Three Dollars and Thirteen Cents. ($297,073.13).

Fund Request Mr. Brett Wineinger presented a fund request on behalf of the Office of Financial Management. Installing kiosks in strategic locations will allow constituents to pay invoices with either cash or cards without entering the City-County Building. The addition of parking meters will add volume but will make it easier for the constituents. Currently, the only operational kiosk is located at 140 E. Washington and is consistently busy. The kiosks are expected to be especially beneficial for the unbanked citizens who pay with cash. The kiosks will be focusing on low-income individuals operating on a cash basis so 24-hour access to the kiosk will be important. Ms. Sweeney Bell asked about the potential for fraud, specifically using skimmers. Mr. Murphy indicated they have had no such problems with any previous kiosk placement. Mr. Murphy also noted the kiosks will not be able to give change so any overpayments made will be held as credits on the account. Cash collection for the machines will be outsourced by CityBase. Mr. Wineinger asked the Committee to approve an expenditure not to exceed $36,000 to launch a pilot program with three kiosks. Ms. Sweeney Bell made a motion to approve the request. Ms. Acton Shaver seconded the motion. The motion passed unanimously.

Discussion Mr. Ken Clark lead a discussion regarding the Invoice Cloud to CityBase transition. Mr. Clark noted Invoice Cloud has no local presence; however, CityBase is local and often on-site to provide direct support. As a result, there will begin a transition to allow CityBase to manage day-to-day activities for the next year during which time the full transition from Invoice Cloud to CityBase will occur. Making this transition will affect the existence of the Enhanced Access Review Committee and a review study will be conducted to fully ascertain the extent of the affects. The Treasurer’s Office collects the most and will need to see what payment options will exist under the eCommerce contract; however, there will be a concerted effort no to lose payment flexibility. The transition may be complicated so the approach will need to be considerate. Credit card companies charge a fee to the City and those fees need to be recouped. Mr. Clark volunteered to complete a fee analysis for presentation at the next EARC meeting.

Enhanced Access Review Committee Meeting Minutes

7/8/2019 1:26 PM

Adjournment Chairperson Roembke adjourned the meeting at 2:18PM.

The next Enhanced Access Review Committee Meeting is scheduled for May 8, 2019 at 1:30PM, CCB Room 107.

EARCJuly 2019

1

June 2019 Highlights

2

Project Lead Vendor

% Complete Comments/Next Steps

Pay dot Gov

→Indy dot Gov

Migration

CityBase 60% Pursuing an approach to bring all payments into the Indy.gov ecosystem

Parking Tickets

CityBase/ParkIndy

45% / On-Hold Tri-Party Agreement between ParkIndy, City-County and CityBase currently stalled with Park Indy. A signed agreement is required to move forward

Kiosks CityBase 85% Kiosk Pilot Program Approved by City Council.

June 2019 Revenue Breakdown

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$370k

OTC Revenue

$1.3M

Web Revenue

$41k

Kiosk Revenue

$1.75M

Revenue Collected

June 2019 EARC Revenue

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Payment Type Payment Amount Service Fees Assessed

Credit Card $1,387,802.29 $45,812.75

EFT (Check) $245499.50 $634.60

Estimated EARC Revenue: $3,836.91

5

Month-Over-Month Growth = -1.77%Year-Over-Year Growth = -2.95%

Payments: Previous 12 Months

June 2019 Agency Transaction Data

6

Thank you.

Kevin Lynch | Engagement Managerklynch@thecitybase.comm: 412.716.7523