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Warrick County solid waste board authorizes $920 to lock in new accounting software; migration fee may be waived
Summary
At its Feb. 19 meeting the Warrick County Solid Waste Management District authorized a $920 payment to secure a vendor agreement for a new Boyce Cloud accounting system that could save staff time but raises annual software costs; the board approved the payment unanimously to preserve a $26,140 waived migration fee if the agreement is signed by June 2.
The Warrick County Solid Waste Management District on Feb. 19 approved a $920 payment to execute an agreement for an upgraded Boyce Cloud (BSNA) accounting system that would combine payroll, asset management and claims documentation into a single platform.
The move, made to preserve a vendor offer to waive a $26,140 data-migration fee if the district signs by June 2, was presented by the district controller. The board voted 4-0 to authorize the initial $920 payment this fiscal year while scheduling implementation and larger payments in next year—s budget cycle.
The controller said the total maximum cost presented was $39,380, which included a training package quoted at up to $25,725. The vendor quoted an ongoing annual maintenance and support fee of $12,735; the controller said the district currently pays about $6,000 annually for its existing software. "If this gets approved and we sign an agreement by June 2nd, they'll wave that $26,000 migration fee," the controller said during the discussion.
Board members framed the decision as a trade-off between an up-front expenditure and longer-term efficiencies. The controller told the board the new system will consolidate three separate pieces of software the district currently uses and will allow employees electronic payroll portals and a single digital location for claims and invoices, which should reduce manual work and human error.
The motion to authorize the $920 execution fee passed without recorded opposition. The board's packet identified the vendor migration fee as waived only through June 2; the controller said if the district signs by that date it could defer activation and rollout until later while preserving the waiver.
Next steps: the district will execute the agreement to secure the fee waiver, proceed with a limited implementation plan and return contract details and final implementation costs for the board—s review in a future budget cycle.
