ADP Board Special Meeting - August 16, 2023
Meeting Details: The Automatic Data Processing Board (ADP) met in special session at 1:00 pm on August 16, 2023 in the Geauga County Auditor’s Office Appraisal Conference Room at 231 Main St. Chardon, OH 44024. Virtual access was available via MS Teams and the agenda was provided in advance. This observer via MS Teams.
Public Comment: ADP does not have a written policy. In practice, public comment is solicited at the end of the meeting.
Board Attendance:
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Auditor/Chief Admin – Charles E. Walder
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Clerk of Courts – Sheila Bevington
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County Commissioner – Jim Dvorak for Tim Lennon
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Engineer – Katie Taylor for Joe Cattell
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Board of Elections – Michelle Lane and Nora McGinnis
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Prosecutor – Jim Flaiz
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Recorder – Celesta Mullins, absent
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Sheriff - Tom Rowan for Scott Hildenbrand
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Treasurer – Christopher Hitchcock, absent
ADP Staff Attendance:
Other Government Representatives:
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Nick Gorris – Interim Director of Water Resources
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Linda Burhenne - Assistant County Commissioner
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Carolyn Brakey – President, Geauga Public Health Board
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Ron Leyde – Chief Deputy Auditor (virtual)
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Pam McMahan – Fiscal Office Manager, Auditor’s Office
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Kate Jacob – Chief Compliance Officer, Auditor’s Office (virtual)
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Velta Moisio – IT Director, Court of Common Pleas
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Tom Huff – IT Manager, Court of Common Pleas
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Josh Widdiefield – Geauga County Auditor’s office (virtual)
Others Present:
The meeting was called to order at 1:00 pm by Mr. Antenucci.
Minutes: Minutes from the April 17, 2023 emergency meeting (subject to minor edits), the May 9, 2023 special meeting, the May 11, 2023 emergency meeting, and the June 13, 2023 regular meeting were approved.
The following actions were taken:
APPROVED - ADP equipment list for April through July 2023.
APPROVED - ADP purchases list for April through July 2023. Mr Antenucci commented that some purchases for individual townships are included. These types of purchases do not occur often, and ADP is reimbursed by the respective township when they do.
APPROVED - ADP Pharos Cloud Printing ($45,936) - Mr. Antenucci reported that the Pharos technology will allow ADP to move county network print servers to a hosted system. This will reduce the server footprint from 9 to 1 and will allow for scanning directly to email. He estimated cost at $48,000 annually.
APPROVED - ADP Great Lakes Computer Corp. Backup/Disaster Recovery ($208,680) - Mr. Antenucci explained that ADP initially engaged with this vendor for a year to test its performance. This service allows for ease in recovery of files by avoiding the mechanical tape backups and provides a true disaster recovery system. The expenditure is for a 2-year renewal.
APPROVED - Auditor IWORQ Public Works Package ($26,000) - Mr. Walder explained that this tool connects to the GIS mapping software primarily used by the Engineer’s office.
APPROVED - Clerk of Courts Equivant Courtview ($46,821) - Ms. Moisio stated that Equivant is a case management system used by the courts. This expenditure relates to 1-year support of the tool.
APPROVED - Department of Emergency Services Newtekone ($29,947) - This expenditure is for the replacement of older computers and out of date equipment with approximately 30 new Dell laptops at the Emergency Services Department. This will provide for better mobility and security of computer equipment.
APPROVED - Law Library Thomson Reuters Online/Software Subscription ($44,010) - Mr. Flaiz explained this is a renewal of the Law Library software subscription for one year.
APPROVED - Common Pleas Court Tyler Technologies Enterprise Jury Management Software ($81,257) - Ms. Moisio explained that this is a cloud-based software package that will replace the current paper-based jury information gathering, verification and monitoring process.
APPROVED - Sheriff’s Motorola 5-Year Contract ($564,529) - Chief Rowan stated that the Motorola 5-year contract provided for all the Sheriff department’s needs and included some software upgrades.
APPROVED - Water Resources Connection Computer Equipment ($36,876) - Mr. Gorris explained that this expenditure was for the replacement of 29 desktop computers and 3 laptops based on the 5-year equipment replacement policy. ADP has been working closely with Ms. Burhenne to resolve questions and payment of outstanding Water Resources invoices.
POSTPONED - Meeting request by Water Resources for Mission systems presentation, approval of outstanding Mission invoices, and Mission quotes for replacement and new equipment; Water Resources Mission Communications Sewer Service ($30,000); and Water Resources Mission Communications Water Service ($9,200) - Mr. Walder requested that these 3 agenda items be postponed to allow the parties involved to do more research on the requirements and potential solutions.
Regular Business: Mr. Antenucci requested approval for the purchase of additional ipads for the Board of Elections for a total of $29,000. The request was approved. Mr. Walder commented that the relationship between ADP and the Board of Elections (not under the Commissioner's hiring authority) is a model for coordinated operations which contributes to the strong system security in the Elections area.
Public Comment: Mr. Antenucci then asked for public comments/questions. Carol Benton asked if the jury management software was available for use by all courts in the county and not just Common Pleas. Ms. Moisio confirmed that it is.
The meeting was adjourned at 2:06 pm.
The next meeting of the ADP Board is a regular meeting scheduled for September 12, 2023.
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: Shelly Lewis
Reviewer: Gail Roussey
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