Warrick County solid waste board authorizes $920 to lock in new accounting software; migration fee may be waived

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 years 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 boards review in a future budget cycle.