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File #: 19-1228    Version: 1
Type: Agenda Item Status: Approved
File created: 8/9/2019 In control: Board of Supervisors
On agenda: 9/17/2019 Final action: 9/17/2019
Title: Treasurer-Tax Collector Department recommending the Board approve and authorize the Chair to sign Agreement 4265 with HdL Software LLC for business license, transient occupancy tax, and cannabis licensing and tax collection software. FUNDING: General Fund.
Attachments: 1. A - Agreement #4265, 2. B - Counsel Approval, 3. C - Counsel Approval
Title
Treasurer-Tax Collector Department recommending the Board approve and authorize the Chair to sign Agreement 4265 with HdL Software LLC for business license, transient occupancy tax, and cannabis licensing and tax collection software.

FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The California State Revenue and Taxation Code assigns the Treasurer-Tax Collector with the collection of taxes, issuance of business licenses and collection of business license fees. With the upcoming implementation of the El Dorado County Cannabis Ordinance, the Treasurer-Tax Collector's duties will expand to include issuing business licenses and collecting taxes for cannabis-related businesses.

The software currently in use for tracking these functions was developed in-house by County staff. Although the software functioned adequately for many years, system needs have changed in response to upgrades in County systems and changes in the way individuals and businesses make payments. Today, the capacity to accept online and credit card payments is essential; the current system cannot accommodate these functions. This is especially relevant to our Transient Occupancy Tax (“TOT”) customers as many property management companies have requested the ability to process and pay multiple accounts online.

Further limitations with the current systems include the need for data to be manually input into three different databases in order to process payments, print licenses, provide certificates to customers and generate basic reports. Additionally, the current systems require manual cashiering of over 11,000 business licenses and 4,000 TOT transactions annually, representing over $5.5 million in revenue. Detailed reports cannot be generated within the Department but must be requested through the Information Technologies Department (“IT”). Still other reports require a data transfer request to IT followed by labor-intensive data sorting and manipulation within the Treasurer Tax Col...

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