HomeMy Public PortalAboutAB 17-165 UPExchange Software Solution for Unclaimed PropertyMcCALL CITY COUNCIL 216 East Park Street
AGENDA BILL McCall, Idaho 83638
Number AB 17-165
Meeting Date August 10, 2017
AGENDA ITEM INFORMATION
SUBJECT:
Request to Accept Terms of the Service Agreement and Approve the Use of UPExchange Business, a Software Solution for Unclaimed Property Reporting to States
Department Approvals
Initials
Originator
or
Supporter
Mayor / Council
City Manager
Clerk
Treasurer
Originator
Community Development
Police Department
Public Works
Golf Course
COST IMPACT:
$79 annually
Parks and Recreation
FUNDING SOURCE:
Finance Department Budget
Airport
Library
TIMELINE:
ASAP
Information Systems
Grant Coordinator
SUMMARY STATEMENT:
State regulations require the City to report unclaimed property that has been dormant for one year to the state in which the payee resides based on the most recent address in the City’s
records. Each state has their own regulations, instructions, and forms. UPExchange is an online cloud based software solution that will assist the Finance Department with reporting
to multiple states. Currently, there are 3 – 4 different states that the City will be reporting unclaimed property to this year. The unclaimed property is primarily for utility refunds
and are relatively small, under $1,000. For security, UPExchange adheres to PCI (Payment Card Industry) guidelines.
To use their software, UPExchange does not require a signed contract to set up an account. However, there is a click through service agreement that will have to be agreed to each time
staff logs onto the system. The Software as a Service Agreement is attached for your review. The City Attorney has reviewed the agreement and has found it to be much like other software
related agreements. The terms of service violate state constitutional provisions, but he does not expect the City would have much success of making the use agreement comply with Idaho
law.
RECOMMENDED ACTION:
Accept the terms of the service agreement and approve the use of UPExchange as a software solution for unclaimed property reporting, and authorize the Mayor to sign all necessary documents.
RECORD OF COUNCIL ACTION
MEETING DATE
ACTION