Pitch made for new software

County officials are looking into software changes for a few county offices.

Jay County Council heard Wednesday from Jay County auditor Emily Franks and Jay County Treasurer’s Office first deputy Jonelle Foreman about a need to update financial and property tax software.

Franks explained that their offices utilize outdated software. She cited a lack of customer support availability — during busy times of the year, it can take more than 24 hours for general support or almost a week for programming issues — software updates and flexibility in report generating, as well as a limited number of licenses to view information. (New systems allow unlimited rights to view records by elected officials and department heads.) She also noted the systems are not cloud-based and instead based on-site, saying employees had to continue working on-site throughout the coronavirus pandemic. Troubles would arise, she added, in the case of a natural disaster. 

Currently, both offices utilize Open Windows Financial’s Harris for financial needs and Aumentum Technologies’ MVP Tax for property taxes. The former, converted in March 2011, cost $10,226.70 in support last year. The latter, converted in February 2006, cost $57,142 in support last year.

Franks listed the duties fulfilled by the treasurer and auditor and noted they intertwine with one another. She explained the financial software covers the county’s 10 bank accounts and 195 funds. Utilizing financial software, the county pays an average of 225 employees bi-weekly and accounts for the county’s now $22 million budget.

The county’s property tax software handles an average of 1,425 property transfers annually. It accounts for billing property taxes — more than $31 million in 2024 — tracks nearly 18,000 parcels and 80 county ditches, accounts for property tax, liens and stormwater dollars to all cities, towns, townships, libraries and schools in the county, and tracks personal property judgements, properties eligible for tax sale and properties under escrow.

“Between our two systems, the benefits or negative impacts can be felt by every taxpayer, every government entity … every department, every employee, every elected official,” said Franks. “Our biggest concern is the software seems to be nearing end-of-life, and there are less than 20 counties now on either system with more slated to leave this year. We will not be able to work with and meet deadlines on a non-supported system.”

She added both departments would like to switch before their current systems are no longer viable.

“I know for me that the last 18 months, I’ve worried that phone call’s coming, or that email’s coming in, saying we are no longer supporting you,” she said. 

Franks noted their options for new software are limited because they are government programs and are required to be continually tested and certified by the state. She asked council to consider incorporating additional funding into the 2025 budget for purchasing the software to be used next year.

Council president Matt Minnich asked for names and costs of potential programs. Franks mentioned two companies that combine property tax and financial work into one software: Low Associates Payroll Financial Suite, which would cost around half a million to set up and $100,000 annually for support, or XSoft Financials, which would cost $357,000 for setup and $69,000 annually. (She noted her office prefers XSoft.)

In order to set up the software for next year, the county must decide if it is switching to a new program by October.

Council member Jeanne Houchins spoke in support of moving quickly on the issue in the event the software stops working before next year. Minnich asked Franks and Foreman to gather information from prospective companies to share with council at its July meeting.

Also Monday, council amended its economic development agreement with Invenergy for its proposed Skycrest Solar farm.

Planned on about 2,500 acres in northwest Jay County, Skycrest Solar would result in an estimated additional $55 million in assessed value. Invenergy would pay about $1.75 million in economic development payments to the county over the course of four years.

Per the updated agreement Wednesday, construction must start no later than Dec. 31, 2026, and be completed by Dec. 31, 2028. (Previously those dates were 2024 and 2026, respectively.)

Along with the timeline adjustment, explained Ethan Sternburg of Invenergy, the company agreed to make its first economic development payment to the county no later than six months after construction begins.

Previously, the first payment was due up to 120 days after the facility began generating electricity.

Companies across the country are experiencing delays with PJM Interconnection, a regional transmission organization that coordinates wholesale electricity movement across 13 states, including Indiana, and the District of Columbia. 

Leeward Renewable Energy, which is planning Rose Gold Solar on about 1,430 acres north of Dunkirk, updated its economic development agreement with the county in May. Construction on Rose Gold Solar should begin construction by June 30, 2027, and be completed by Dec. 31, 2028.

In other business, council members Matt Minnich, Faron Parr, Randy May, Harold Towell, Dave Haines and Jeanne Houchins, absent Cindy Bracy:

•Approved using $10,000 in wind farm economic development dollars to go toward items for Bryant Area Park. Bryant has developed its park in the last three years on five acres of former railroad property west of Meridian Street and north of Elm Street. Because of inflation, additional items — a new drinking fountain, bike rack, trash cans and a leaf blower, among other amenities — had to be cut from the grant-led project. Those items will now be purchased for the park using the $10,000.

•Amended the salary ordinance to give employees discounts on their health insurance for the next six months, which comes as a result of a refund distributed by Physicians Health Plan. They made a $42,884.99 additional appropriation from the reimbursement to cover the discounts. 

•Made the following additional appropriations: $300 for travel and mileage to Jay Circuit Court; $1,710 for pauper counsel; $2,500 in economic development income tax (EDIT) dollars for East Central Indiana Small Business Development Center; $6,500 for tile lot maintenance and garage and motor supplies; and $18,700.06 (Towell opposed) for planning of the development of the county owned 68 acres on the west side of Portland from design and planning firm Rundell, Ernstberger Associates.

•Assigned council members to complete compliance forms for respective businesses under tax abatements with the county, which is done annually.

•Tabled a $3,500 additional appropriation for repairing equipment at Jay County Country Living.