ADP Hosts Demonstration of the Diligent Corporation’s Board Collaboration Software
ADP Board Meeting - March 4, 2025
Meeting Details: The Automatic Data Processing Board (ADP) held its Regular Meeting at 2:00 pm on March 4, 2025 at the County Administration Building, 12611 Ravenwood Drive, Room 334A, Chardon, OH. Virtual access was available via MS Teams, and the agenda was provided in advance. This observer attended in person.
Public Comment: ADP does not have a written public comment policy. In practice, public comment is solicited at the end of the meeting.
Board Attendance:
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Auditor/Chief Administrator – Charles Walder
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Clerk of Courts – Sheila Bevington (absent)
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County Commissioner – Carolyn Brakey
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Engineer – Katie Taylor for Andy Haupt
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Board of Elections – Michelle Lane and Scott Daisher for Nora McGinnis
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County Prosecutor – Jim Flaiz
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Recorder – Celesta Mullins
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Sheriff – Scott Hildenbrand
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Treasurer – Caroline Mansfield for Chris Hitchcock
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Coroner – John Urbancic
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Common Pleas Court Judge - Seat will not be filled
ADP Staff Attendance:
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Frank Antenucci – Chief Deputy Administrator
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Allen Keener - Chief Technology Officer
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Tracy Rahimi - Operations Manager
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Zach McLeod - Information Security Manager
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Joshua Holtz - Information Technology Technician
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Michael Tomc - Help Desk Coordinator
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Lou Marion - GIS (Geographic Information Systems)
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Karen Murphy - Director, Archives & Records
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Ashley Serraglio - Assistant Archivist, Archives & Records
Other Government Representatives:
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Kate Jacob - Chief Compliance Officer, Auditor’s Office (virtual)
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Velta Muisio - Court of Common Pleas IT Director (virtual)
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Pam McMahan - Chief Operations Officer, Auditor’s Office
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Sheriff Department Chief Deputy Tom Rowan
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Tom Huff - Court of Common Pleas, IT Officer
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Randy Taylor - Court of Common Pleas
Others Present:
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Mason Offenberger - Diligent Community (virtual)
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Anastasia Nicholas - Chagrin Valley Times (virtual)
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Emma MacNiven - Geauga Maple Leaf
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Diane Jones (virtual)
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John Smith
The meeting was called to order at 2:00 pm by Mr. Antenucci.
Minutes: Minutes for the December 10, 2024 Regular Meeting were approved with a minor edit.
The Board took the following actions:
APPROVED - ADP equipment list from November 2024 to December 2024.
APPROVED - ADP equipment list for January 2025.
APPROVED - ADP purchases list from November 2024 to January 2025.
APPROVED - Auditor GIS (Geographic Information System) Gannett Fleming Inc. Cloud Implementation ($649,836) - Mr. Marion explained that the project involved the transition of the current GIS infrastructure to the cloud and includes managed services post transition. The new structure will eliminate the GIS system’s current physical footprint of 6 to 8 servers. The GIS system is used extensively by the Sheriff’s department, Board of Elections, Engineering department, Water Resources and the Planning department. Mr. Marion explained that Gannett Fleming holds the State of Ohio’s GIS contract. ADP will work with Gannett Fleming’s subcontractor, ROK Technologies, on the project. Ms. Brakey asked about potential cost savings as a result of the project which were to include the elimination of server replacements and reduction in server administration costs. The user’s experience with the GIS system will remain the same, although there will be a user on-boarding phase which is expected to occur during the summer of 2025.
APPROVED - ADP Annual Report for 2024. The Annual Report includes a 2024 Financial Report with a comparison of 2024 results to prior year 2023. Ms. Brakey asked about the decrease in personnel expenses of about 10% from 2023 to 2024. Mr. Antenucci explained that ADP was short-handed by two positions for about half of 2024 which accounted for the favorable variance.
APPROVED - RC-1 Archives & Records Disposal Request - The RC-1 document is used to itemize documents for disposal. The list presented for approval included a number of very old documents found in various buildings across the County over many years. Ms. Serraglio clarified that the items listed would not be destroyed but instead relocated to more appropriate facilities such as historical societies, libraries, etc.
DISCUSSED - Mr. Antenucci introduced Mr. Offenberger from Diligent, a company that provides software that enables groups to share and collaborate information for board meetings. He provided a demonstration of his company’s collaboration tool and answered a range of questions about the software including document version tracking, meeting recording and live streaming, policy storage, keyword searchability and confidentiality controls, among other things. Mr. Offenberger indicated that the annual cost of the product to the County would include a base cost of $4,200 for one board’s use and $1,250 for packs for use by an additional five boards. Other potential add-ons would include a policy publisher and functionality to facilitate the live-streaming of meetings. The Board decided to test the Diligent tool with the next ADP Board meeting.
APPROVED - Mr. Antenucci proposed a restructuring of the ADP department designed to improve service levels, cybersecurity resilience, and operational efficiency across Geauga County. The restructuring breaks ADP into 3 groups: Department of Advanced Technology and Applications (DATA), Department of Advanced Research & Cybersecurity (DARC) and Department of County Archives and Records Enterprise (CARE). Mr. Antenucci highlighted that the new structure would ensure that new technology is independently evaluated both for its functionality as well as its security features. Ms. Brakey asked what the cost impact of the restructure would be, and Mr. Antenucci explained that there would be no change since no additional positions were needed. Observer Note: See the March 4, 2025 Press Release from Mr. Antenucci which explains the new ADP structure and reasons for the change.
Regular Business: Mr. Antenucci informed the Board that he attended an IT-related courthouse renovation meeting at Ms. Brakey’s request. It was noted that ADP was not consulted on any IT-related project issues during the design phase nor since construction began. The owner representative on the project, NV5, explained at the earlier meeting that there was confusion about ADP’s role in the approval process. Since the same owner representative was used on the construction of the new county office building, Mr. Flaiz said he was “highly irritated” that they did not know the process. Ms. Brakey reiterated her direction to ensure that ADP evaluates and approves any IT-related items involved in the project. Mr. Antenucci explained that he received a large package of items for approval since the meeting but that no cost amounts were included. It was decided that the matter would be tabled until cost details were provided.
Public Comment: Mr. Antenucci asked for any public comment/questions. There were none.
The meeting was adjourned at 3:52 pm.
The next meeting of the ADP Board is a Special Meeting on March 19, 2025 at 2:00pm. There is a Regular Meeting scheduled for June 10, 2025.
Minutes when posted are available here: Meeting Minutes | Geauga County Automatic Data Processing
Virtual Meeting Information: Contact Pamela McMahan at pmcmahan@gcauditor.com
Observer: Carol Benton
Editor: Anne Ondrey
Reviewer: Sarah McGlone
Submitted: 3/11/2025
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