First-Year Startup Fee: $200. This is a flat fee paid by the city in its first year using GS. The fee, and other fees, are paid only after the city is up and running on GS, and the city is completely satisfied. This first-year fee is in addition to the other "annual" fees listed below that also apply to the first year of using GS.
Annual Software License Fee Per Computer: $100 per year. If you install GS on only one computer, this annual fee is $100. If you install GS on two computers, the fee is $200 per year.
Annual Software Update Fee: $100 per year. This update fee of $100 is the same regardless of how many computers you install GS on.
Annual Software Support Fee: This support fee is based on your city's population. This annual fee is equal to your population rounded to the nearest 100. The maximum Annual Software Support Fee is $1,000.
Optional Annual Budget and Audit Support Fee: This optional fee is $500 per year. This support includes: 1) assistance with your budget, including preparation of your budget, 2) help with year-end closing, 3) help with starting up the new year, 4) assistance in preparing for your auditor, including financial statement preparation and assembling information for note disclosures. Our assistance in this area is the msot comprehensive and technologically advanced available anywhere for non-GAAP governmental financial accounting and reporting.
Note: If you are a very small city with a limited budget, and you feel you could benefit from the optional support, please inquire about a waiver of this fee. We want to encourage all city clerks to get as involved as they want to be, in their city's financial related activities.
To illustrate with a few examples:
Population = 249, 3rd Year using GS, Two Computers: The total annual contractual amount to use GS for the year is $500. This does not include the Optional Annual Budget and Audit Support unless you receive a grant or waiver of the Optional Support Fee.
Population = 150, 1st Year using GS, One Computer: The total annual contractual amount to use GS for the year is $600. The fee would drop to $400 in subsequent years. This does not include the Optional Annual Budget and Audit Support unless you receive a grant or waiver of the Optional Support Fee.
Population = 1,500, 3rd Year using GS, Three Computers: The total annual contractual amount to use GS for the year is $1,400. This does not include the Optional Annual Budget and Audit Support unless you receive a grant or waiver of the Optional Support Fee.
What do most cities choose for support? The annual contractual amount to use GS is largely set in concrete. Probably the the better question is: "Do you need the Optional Annual Budget and Audit Support for $500?" At first glance you might think not. I suggest you take another look. The "Optional" support puts tools and expertise at your fingertips that simply are not available elsewhere at any cost. We have numerous city clerks who prepare their own budgets and prepare their own Annual Financial Report. This would not be possible without the "Optional" support.
Grants and Fee Waivers: Special grants, and even complete waivers, are available if you are interested in "Optional" support but cannot afford it. While the grants and waivers are intended for small cities, anyone is welcome to apply. Limited grants are also available for the annual contractual amount. Decisions on grants and waivers are handled by the City Clerks Financial Advisory Council (CCFAC). If you are interested in a grant or waiver, let us know and we will have a CCFAC Director contact you.
Costs for Special Forms: There are two special forms that you will need when you get started using GS. First you will need pre-numbered checks. The checks used by GS are letter size and cost about $0.20 per sheet. There is only one check per sheet. Second you likely will want to use the specially designed utility billing cards. These cards are also letter size and cost about $0.15 per sheet. There are two billing cards per sheet (about 7.5 cents per billing card). We can sell you some utility billing cards to get started with, as well as on a continuing basis. If you prefer, we can give you the specifications and you can order them locally.
Note: All pricing is subject to change without notice.
Custom Micro Works © 2009