CORS-070-12 Epost - Electronic billing option for - Town of Milton

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The Corporation of the TOWN OF MILTON Report No.CORS-070-12 Page No. 2 in year two to breakeven with the on-going costs; this is equivalent to 1,100 tax accounts. In Milton, there are currently 22,621 registered Epost users. Canada Post statistics indicate that new mailers (like the Town of Milton) experience an enrolment uptake between 5-20% in the first year. Advantages to implementing Epost are: 1. Enhanced Customer Service • Epost provides our customer with the option of receiving their tax bills electronically. We have had numerous requests from taxpayers to provide this service. • Instant notification that their tax bill is in their electronic mailbox • Bill can be saved for up to 7 years in electronic format 2. Environmentally Friendly Solution • Reduction in paper and ink 3. Ease of Implementation: • Canada Post will provide a Project Manager and a Solution Manager to work directly with staff to develop and implement on-line digital mail delivery 4. It is easy and cost-effective to connect to the Digital Delivery Network for electronic bill delivery (Epost) • Dedicated Canada Post IT resources specialized in digital mail delivery ensures fast response to market changes and end-to-end support. • Compliance and auditing; that assures that our customer information is protected • PCI compliance • There are no costs to the ratepayer to enroll in Epost to receive their mail. 5. One-Stop Solution • Canada Post provides a true 100% solution (Data capture, document presentation (electronic) and seamless connection to online banking sites) • Easy reconciliation: we will receive a single invoice for all services, web presentment, fax or email transmissions, and postage
The Corporation of the TOWN OF MILTON Report No.CORS-070-12 Page No. 3 Staff spoke with municipalities that have implemented Epost for the delivery of tax bills and received positive feedback as it pertained to the ease of the system, the security and enrollment. Staff will promote the use of Epost through the Town website, on tax correspondence, when responding to tax inquiries over the phone and due date notification ads placed in the local paper. In conclusion, Canada Post is providing implementation incentives to encourage municipalities to utilize Epost for their bill delivery. Staff will be proceeding with the implementation of Epost for the delivery of our property tax bills. This provides our customers with another convenient and technologically advanced option for receipt of their tax bill. Relationship to the Strategic Plan Provide Responsive, Effective Municipal Government • To provide strong leadership in the effective and efficient delivery of municipal services • E-billing is a natural complement to the Town’s ongoing sustainable development efforts as paper reduction is associated with environmental care. Financial Impact The Town’s property tax system (Vailtech) will require modifications to allow for the electronic billing of tax bills. Vailtech has indicated that the cost for this modification is $5,600.00. These one-time costs will be funded from the previously approved 2012 Capital Budget for Vailtech service enhancement projects. On-going costs as outlined in the proposal are summarized as follows: • Epost delivery fee of $0.39 • Mail processing fee of $0.01 (based on PDF format) • Monthly maintenance fee of $250 (for the months that transactions files are sent) The impact on the 2013 operating budget impact will be dependent upon the uptake of this service with a minimum cost of $250 per file sent. Staff is expecting to send only one file in 2013 (final tax bill). Since implementation and notification of this service will
Page 1: The Corporation of the TOWN OF MILT
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Page 9 and 10: What’s in it for you? A Secure, C
Page 11 and 12: Improve Customer Experience Consume
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CORS-070-12 Epost - Electronic billing option for - Town of Milton

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