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County clerk presents detailed cost analysis of outsourcing payroll; commission takes no immediate action
Summary
The county clerk walked commissioners through a line‑by‑line estimate of outsourcing payroll and benefits administration to a vendor (CIC), including COBRA and integration fees; commissioners accepted the briefing and asked staff to return with final costs and contract clarifications.
County Clerk (identified in the meeting as “madam clerk”) presented a written analysis of costs and contract terms related to outsourcing payroll and personnel services to CIC, telling commissioners she had reviewed contracts line by line and modeled year‑one and year‑two costs.
Clerk’s findings: the clerk said the vendor quote plus COBRA administration and pay‑entry work would cost the county about $31,343 in year one and approximately $28,428 in year two, before some potential offsets. She explained the $6,500 administrative oversight that she had received reflected additional duties taken on when the county moved to the State of Kansas health plan. As the clerk summarized, “The true cost for year 1 for COBRA administration as well as pay entry is $31,343.”
The clerk also noted several contract terms that retain internal administrative responsibilities for the county: onboarding data, internal controls for payroll reports and customer communication and training. She flagged a $2 per employee per month fee for an “employee navigator” integration and said some COBRA costs remained to be clarified with the county’s COBRA contact.
Context: staff also said payroll duties had been moved to the CFO in 2023; the clerk kept duties she described as administration and reconciliation and said previous audits had required corrective work prior to 2022.
Commission response and action: commissioners asked clarifying questions about amounts, timing and how many employees were covered in the unit‑cost calculation. No formal vote or contract approval occurred. Commissioners instructed staff to continue discussions with the vendor, confirm COBRA and setup fee details, and return with a final recommendation and contract language for a later meeting.
Ending: the commission received the clerk’s memo and analysis as information only and did not adopt any motion or contract authorization at the session.
