ADP Board – Jan 9, 2023
Meeting Details: The Automatic Data Processing Board (ADP) held its annual organizational meeting on January 9, 2023 at 2:00 pm in the Appraisal Office at 231 Main Street, Suite 1A, Chardon, OH., followed immediately by a Special Session. Virtual access was available via MS Teams and the agendas were provided in advance. This observer attended in-person.
Board Attendance - all 10 members present
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Auditor/Chief Admin - Chuck Walder
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Board of Elections - Michelle Lane (Director), and Nora McGinnis (Deputy Director)
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Clerk of Courts - Sheila Bevington
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County Commissioner - Tim Lennon
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Engineer - Joe Cattell
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Prosecutor - Jim Flaiz
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Recorder – Celesta Mullins
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Sheriff – Scott Hildenbrand
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Treasurer - Christopher Hitchcock
ADP Staff Attendance:
Other Government Representatives:
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Pam McMahon - Fiscal Office Manager, Auditor’s Office
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Ron Leyde – Chief Deputy Auditor
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Katie Taylor - Engineer’s Office
The organization meeting was called to order by Frank Antenucci at 2:00pm. The board unanimously approved Mar 14, Jun 13, Sep 12 and Dec 12 for 2023 meeting dates. A list of ADP Board alternates was completed and approved. Adjourned at 2:02 pm.
The special meeting was immediately called to order by Frank Antenucci at 2:02 pm.
Minutes: Meeting minutes for Dec 6, 2022 were approved without edits, with Mr. Lennon abstaining because he was not present.
Proposed Agreement to Address $240,000 Cut From ADP Salary Budget - Mr. Walder, in his role as Auditor, presented a proposal for the Auditor’s Office to separate from ADP.
Per Mr. Walder, reviews conducted by both private and government cyber experts indicate that significant investments are needed to secure and protect Geauga County’s technology infrastructure and business systems. The recent cuts to the ADP budget by the Board of County Commissioners (BOCC) impair his ability to safeguard Geauga’s financial, accounting, real estate and GIS/mapping data processing systems. Under R.C. 307.842, he is therefore proposing a 24 month agreement whereby the Geauga County Auditor separates from the ADP Board and operates independently of the ADP Board. Key provisions include:
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Auditor systems will be separate from ADP’s computer network and infrastructure
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Auditor servers will be separately secured and controlled by the Auditor
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Auditor may contract for services and procure equipment as needed, subject to ADP approval
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Agreement is subject to annual review/renewal by ADP Board following initial 2 year period
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Agreement will be voided if BOCC restores ADP funding.
DISCUSSION:
Mr. Walder stated many steps have been taken recently by our federal and state governments to safeguard servers.
Sheriff Hildenbrand asked how this proposal saves money and Mr. Walder responded that he is able to shift current ADP staff and resources to the Auditor’s office and can also utilize Auditor staff to ensure critical business systems are safeguarded. He also noted that once moved under the Auditor’s umbrella, the ADP staff would no longer be available to provide ADP support to county departments.
Observer Comment: Mr. Walder has administrative authority over both the Auditor’s Office and the Department of Information Technology/Automatic Data Processing. The collective financial implications are unclear but the arrangement seemingly results in duplication of services and infrastructure.
Mr. Flaiz inquired whether ADP could cut services to BOCC and departments it oversees to generate the needed savings. Mr. Walder stated the county’s cybersecurity risks are already higher than expected and they cannot take resources away from those efforts.
Mr. Lennon inquired whether the $240,000 was for additional staff. Mr. Walder replied that the three additions to ADP staff were included in their March 2022 budget proposal, and were based on the recommendations made by cyber experts to address gaps in network, cyber and server staffing. He commented further that the August Tax Budget typically auto-populates the financial system on January 1 and noted that ADP was the only body to have their budget changed.
Mr. Lennon inquired about “the $900,000” that was also included in the budget to address outdated security and infrastructure needs. Mr. Walder stated that some of those costs were one-time expenditures but a portion would continue into future budgets. He did not have the specific figures but would provide them.
Mr. Lennon apologized for needing to ask these questions, noting that it is his first time attending as the ADP representative for BOCC. Mr. Walder stated that the ADP Board has been working on these initiatives for two-and-a-half years and that everyone at the table understands “ADP is ten years behind.”
Mr. Hitchcock stated his hope that BOCC will “correct” what was perhaps an inadvertent change to the ADP salary budget. He later commented that having the Auditor be independent of the ADP Board runs contrary to the collaborative purpose of the ADP Board and the cost savings it produces.
Mr. Lennon again inquired whether any new positions were hired during the year. Per Mr. Antenucci there were zero new hires since July. They have hired five people total, with three being replacements and the others being student interns.
Mr. Walder stated his biggest worry was the New World accounting system. He recommends offloading to the Cloud, with the servers maintained by New World. He acknowledged that making the Auditor’s Office independent of ADP is in some ways counterproductive but felt obligated to take steps to protect the county’s business systems. He stated he would gladly tear up the agreement should the ADP budget be restored.
Mr. Flaiz commented that they cannot be at the mercy of Gerry Morgan and he moved to approve the proposed agreement. Mr. Cattell seconded and it was approved by roll call vote 9-1, with Mr. Lennon abstaining. Observer Comment: Mr. Morgan is the County Administrator and reports to the County Commissioners.
Public Comment – this Observer sought clarification of the three staffing needs identified by private and government cyber experts. Mr. Walder’s stated that needs were identified in network, cyber and server staffing.
Next regular meeting: March 14, 2023
More Information about ADP: https://adp.geauga.oh.gov/
Minutes when posted are available here: https://adp.geauga.oh.gov/meeting-minutes/
Virtual Meeting Information: contact Pamela McMahan at pmcmahan@gcauditor.com
Observer: Shelly Lewis
Editor: Anne Ondrey
Reviewer: Gail Roussey
Submitted: 1/10/2023
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