Resolution 2024-33152 RESOLUTION NO. 2024-33152
A RESOLUTION OF THE MAYOR AND CITY COMMISSION TO AUTHORIZE
THE IMPLEMENTATION OF A MODIFIED HYBRID PAYMENT SERVICE FEE
MODEL (1) REQUIRING CUSTOMERS WHO WISH TO PAY NON-UTILITY
BILLING TRANSACTIONS WITH A CREDIT CARD TO COVER THE COST OF
THE CREDIT CARD TRANSACTION FEES, (2) REQUIRING CUSTOMERS
WITH UTILITY BILLS THAT ARE GREATER THAN $300 TO A NON-CREDIT
CARD METHOD FOR PAYMENT; AND (3) ALLOWING CUSTOMERS WITH
UTILITY INVOICES BILLS OF$300 OR LESS TO PAY WITH A CREDIT CARD
WITH THE CITY ABSORBING THE CREDIT CARD TRANSACTION FEE.
WHEREAS, on October 13, 2021 a referral initially sponsored by then Commissioner
Ricky Arriola and now sponsored by Commissioner Alex Fernandez pertaining to the Tyler
Enterprise Resource Planning System; and
WHEREAS, the City is implementing a modern payment service to enhance the
processing of utility billing (UB) and other financial services for both residents and businesses;
and
WHEREAS, this initiative aims to provide a consolidated, one-stop shopping cart
experience in the Resident Access Portal,thereby modernizing, and streamlining the city's digital
services; and
WHEREAS, recognizing the shift towards digital solutions and the growing expectation for
convenient and integrated service platforms, the City initiated a review to identify opportunities for
improvement which led to the proposal for a modernized payment system that aligns current
technological capabilities with customer expectations; and
WHEREAS, after consideration of the options and analysis of industry standards, the
Administration's recommendation was to adopt a hybrid fee structure for the City's new payment
service; and
WHEREAS, after discussions at the April 19, 2024 Finance and Economic Resiliency
(FERC) meeting regarding allowing Utility Billing customers with smaller bills, such as single-
family homes, to not incur the credit card fee, and a path that would limit the City's exposure to
the high credit card fees while allowing some accounts holder to use a credit card with the City
absorbing the fee was found; and
WHEREAS, after additional discussions with Tyler, a limit in the amount allowed to be
charged on a credit card can be implemented which would allow utility bill customers with smaller
bills to use a credit card with no transaction fees,while customers with larger utility bill balances
would be restricted from credit card processing and not have access to use the credit card feature
but would have access to use e-check or paper check payment methods with no incurred fees;
and
WHEREAS, it is noted that for any system with a credit card limit, auto-payment would be
limited to non-credit card payment methods only to ensure that a customer's bill is not partially
paid and inadvertently leave an unpaid balance that would accrue penalties and fees; and
WHEREAS, at the May 24, 2024 FERC meeting after discussions of the proposed
modified hybrid payment service model, it was motioned to recommend utilization of the modified
hybrid approach for transaction fees for all non-Utility Billing transactions as allowable and for the
City to absorb all transaction service fees for Utility Billing with a $300 per transaction limit on
credit card charges, and as the vote on the motion was 2-2,the FERC's recommendation to the
Commission was unfavorable.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission authorize the implementation of a modified hybrid payment service fee model (1)
requiring customers who wish to pay non-utility billing transactions with a credit card to cover the
cost of the credit card transaction fees, (2) requiring customers with utility bills that are greater
than $300 to use a non-credit card method for payment; and (3) allowing customers with utility
invoices bills of $300 or less to pay with a credit card with the city absorbing the credit card
transaction fee.
PASSED AND ADOPTED this 0Z day of June 2024.
ATTEST:
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f' i r-=_ate ve1Meiner, Mayor
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�'92'1�-�Z j 1 INCORP ORATEO
Rafael E. Granado, City Clerk ;
Sponsored by Commissioner Alex J.Fernandez APPROVED AS TO
FORM&LANGUAGE
&FOR EXECUTION
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CityAttorney Date
2
Resolutions - R7 M
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Rickelle Williams, Interim City Manager
DATE: June 26, 2024
TITLE: A RESOLUTION OF THE MAYOR AND CITY COMMISSION ACCEPTING THE
RECOMMENDATION OF THE FINANCE AND ECONOMIC RESILIENCY
COMMITTEE (FERC) AT ITS MAY 24, 2024 MEETING TO AUTHORIZE THE
IMPLEMENTATION OF A MODIFIED HYBRID PAYMENT SERVICE MODEL
RECOMMENDATION
See attached memorandum.
BACKGROUND/HISTORY
ANALYSIS
FISCAL IMPACT STATEMENT
NA
Does this Ordinance require a Business Impact Estimate?
(FOR ORDINANCES ONLY)
The Business Impact Estimate (BIE)was published on . See BIE at:
https://www.m is mibeachfl.qov/city-hall/city-clerk/meetinq-notices/
FINANCIAL INFORMATION
CONCLUSION
Applicable Area
Citywide
Is this a "Residents Right to Know" items Is this,item related to a G.O. Bond
pursuant to City Code Section 2-17? Project?
Page 1334 of 1862
No •
No
Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481,
includes a principal engaged in lobbying? No
If so, specify the name of lobbyist(s) and principal(s):
Department
Finance
Sponsor(s)
Commissioner Alex Fernandez
Co-sponsor(s)
Page 1335 of 1862
MIAMI BE CH
City of Miami Beach,1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Honorable Mayor Steven Meiner and Members of the City Commission
FROM: Rickelle Williams, Interim City Manager
DATE: June 26, 2024
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION ACCEPTING THE
RECOMMENDATION OF THE FINANCE AND ECONOMIC RESILIENCY
COMMITTEE (FERC) AT ITS MAY 24, 2024 MEETING TO AUTHORIZE THE
IMPLEMENTATION OF A MODIFIED HYBRID PAYMENT SERVICE FEE
MODEL
BACKGROUND
This item stems from an October 13, 2021 referral initially sponsored by then
Commissioner Ricky Arriola and now sponsored by Commissioner Alex Fernandez.
The City is implementing a modern payment service to enhance the processing of
utility billing (UB) and other financial services for both residents and businesses.
This initiative aims to provide a consolidated, one-stop shopping cart experience in
the Resident Access Portal, thereby modernizing, and streamlining the city's digital
services. The following outlines the proposed service, including an exploration of
service fee structure options, industry standards, and the financial implications of
these options. Traditionally, the city has employed a segmented approach to
collecting payments for various services, including utilities, permits, parking and
fines: This method often resulted in inefficiencies, a higher administrative burden,
and a less user-friendly experience for city residents and businesses. Recognizing
the shift towards digital solutions and the growing expectation for convenient and
integrated service platforms, the City initiated a review to identify opportunities for
improvement. This led to the proposal for a modernized payment system that aligns
current technological capabilities with customer expectations.
ANALYSIS
Modern Payment Service Overview
The payment service will offer a seamless online experience for users to manage
and pay for multiple services through a single interface. This platform will support
various payment methods, including credit cards and e-check] ACH (Automated
Clearing House) transfers, among others.
Fee Structure Options
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Hybrid Payment Service Model
June 26, 2024 Page 2
1. City Absorbing Transaction Fees(current model): This model involves the city
covering all transaction fees, which encourages residents to use credit cards
instead of lesser expensive transactional processes such as e-checks/ACH
processing. This approach promotes ease of use and may increase customer
satisfaction; however, it also results in the City incurring financial burdens,
particularly with credit card transactions that have higher fees. Absorbing
credit card fees effectively subsidizes card users at the expense of those who
pay with e-checks/ACH, cash, or other methods.
2. Passing Fees to Customers: Alternatively, the City could pass transaction
fees directly to customers. This method is transparent about the actual costs
associated with various payment methods but might discourage some
residents from utilizing the digital payment service, especially for high-fee
payment methods like credit cards.
3. Hybrid Approach: A compromise that involves absorbing nominal e-
check/ACH transaction processing fees, with relatively lower cost, and
passing on relatively higher credit card transaction processing fees to
customers. This approach balances financial impact with customer
convenience and is aligned with current practices at the county, state, private
sector, and in other municipalities.
Most modern digital payment platforms offer flexibility in handling transaction fees.
It is becoming common practice for businesses and government entities to employ
a hybrid fee structure. According to industry standards, the average cost for
processing credit card payments ranges from 2.5% to 3.5% of the transaction
amount. Alternately, e-check/ACH fees are typically much lower, and as a general
guideline, interchange fees for these transactions can range from around 0.05% to
1.5% per transaction.
Cost Analysis
City Absorbing Transaction Fees Model (current model):
• .4% (negotiated from .5%) per transaction total plus $0.30 (negotiated from
$0.50) on point of sale and online transactions.
• IVR phone payments add $0.50 fee per transaction for utility billing and
general billing transactions.
• e-Checks carry a $0.95 fee per transaction (negotiated from $1.95).
• Interchange rates are determined by credit card providers.
Passing Fees to Customers Model:
• No per transaction fees for the City.
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Hybrid Payment Service Model
June 26, 2024 Page 3
• Customers 3.5% (negotiated from 3.9%) per transaction total with a minimum
of $2.50 on any utility billing, general billing, and non-Tyler Technologies
applications.
• IVR phone payments add $0.50 fee per transaction for utility billing and
general billing services.
• E-Checks carry a $1.50 fee per transaction (negotiated from $1.95)
• Permitting, Planning, and Code charge a per transaction rate of 3.9% with a
$2.50 minimum.
After consideration of the options and analysis of industry standards, the
Administration's recommendation was to adopt the hybrid fee structure for the City's
new payment service. This hybrid model promotes the adoption of digital payment
services by balancing user convenience with financial sustainability. Additionally, it
aligns with industry standards and practices, providing a competitive and user-
friendly payment solution for city residents and businesses. This model allows for a
continued no cost payment processing option via e-check/ACH while passing on
expensive credit card fees to those customers that choose that option.
Hybrid Approach (Recommended by Administration at FERC):
• City covered cost:
o No per transaction fee to the City for credit card transactions.
o E-Checks carry a $1.50 fee per transaction (negotiated from $1.95)
• Customer covered cost:
o Customers 3.5% (negotiated from 3.9%) per transaction total with a
minimum of $2.50 on any utility billing, general billing, and non-Tyler
Technologies applications.
o IVR phone payments add $0.50 fee per transaction for utility billing and
general billing services.
o Permitting, Planning, and Code charge a per transaction rate of 3.9%0
with a $2.50 minimum.
After discussions at the April 19, 2024 Finance and Economic Resiliency (FERC)
meeting regarding allowing UB customers with smaller bills, such as single-family
homes, to not incur the credit card fees, a path that would limit City's exposure to
the high credit card fees while allowing some accounts holder to use a credit card
with the City absorbing the fee was found. After additional discussions with Tyler, a
limit in the amount allowed to be charged on a credit card can be put in place. This
would allow UB customers with smaller bills to still use a credit card free of fees while
larger accounts would not have access to use the credit cards feature but would use
the free to the customer e-check or paper check payment method. The average
single family home's monthly utility bill which includes water, sewer, stormwater, and
sanitation is $289.79.
It should be noted that any system with a credit card limit, auto-payment would be
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Hybrid Payment Service Model
June 26, 2024 Page 4
limited to non-credit card payment methods. This is to ensure that a customer's bill
isn't partially paid and leave an unpaid balance that would accrue penalties and fees.
At the May 24, 2024 FERC meeting after discussions of the proposed modified
hybrid payment service model, Commissioner Bhatt motioned to have this item be
heard at Commission with a favorable recommendation to utilize the hybrid
approach for transaction fees for all non-Utility Billing transactions as allowable and
for the City to absorb all transaction fees for Utility Billing with a limit on credit card
charges of $300 per transaction. The motion failed with a 2-2 split vote with
Commissioner Fernandez and Commissioner Rosen Gonzalez opposing. The item
is returning to Commission with an unfavorable recommendation.
Modified Hybrid Approach (Motioned by FERC):
• City covered cost:
o Transaction fees for UB Credit card payments only limited to $300.00
per transaction.
o E-Checks fees of$1.50 fee per transaction. (negotiated from $1.95)
• Customer covered cost:
o Customers 3.5% (negotiated from 3.9%)fee per transaction total with
a minimum of$2.50 on any general billing and non-Tyler Technologies
applications.
o IVR phone payments add $0.50 fee per transaction for general billing
services.
o Permitting, Planning, and Code transactions incur a per transaction
fee rate of 3.9% with a $2.50 minimum fee.
CONCLUSION
The Administration recommends the City Commission approve the implementation
the modified hybrid fee approach for transaction fees for all non-Utility Billing
transactions as allowable and for the City to absorb all transaction fees for Utility
Billing with a limit of$300.00 per transaction on credit cards charges.
LOBBYIST DISCLOSURE
In accordance with Resolution No. 2023-32857, adopted by the City Commission on
December 13, 2023, the following information has been provided by the Administration as it
relates to the subject resolution:
Was agenda item initially requested by a lobbyist which, as defined in Code Sec. 2-
481,
includes a principal engaged in lobbying? (No)
If so, specify name of lobbyist(s) and principal(s): (N/A)
Page 1339 of 1862