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County staff defends choice of budget software; implementation cost and licensing detailed
Summary
County staff described a planned purchase of budget/accounting software, saying it will interoperate with current and future accounting systems; staff gave implementation and annual license costs and said the project is budgeted but the transcript does not record a final standalone vote for the contract in the excerpt provided.
Tazewell County staff presented a proposed purchase of budget/accounting software and answered board members' questions about compatibility, cost and timeline.
A board member asked whether the software being discussed would work with a future accounting system the county plans to buy. County staff responded that interoperability was a requirement in the scope of work and that the vendor has experience with the county's current system. Staff indicated the implementation timeline was estimated at four to six months starting from a March 1 start date and that the county expects to be able to use the software in the current year; the personnel (payroll) module might not be ready immediately.
Staff provided budget figures: the county budgeted $100,000 for fiscal year 2025 for the project, split as $50,000 for upfront implementation and $50,000 for the annual license. In the transcript a staff member gave a detailed cost breakdown: an implementation cost of $49,923 and an annual fee of $48,242 for fiscal year 2025. A staff member said a demonstration committee reviewed vendors and recommended the chosen product as the most user-friendly option; committee participants mentioned in the meeting included Janet Johnson (health department), Teresa Melvin (payroll representative), Caleb Zobrist (typical user), Kevin Jonas (budget director) and other county staff.
A board member praised staff for extensive vetting and said the contract was ready to proceed pending board approval. The transcript shows discussion and that the consent agenda was approved elsewhere in the meeting, but the excerpt does not include an explicit roll-call vote solely on the software contract itself.
