YEAH. ALRIGHT. LOOKS LIKE WE ARE READY. A VERY
[A. CALL TO ORDER]
[00:00:10]
GOOD MORNING. THANK YOU ALL FOR BEING HERE FOR THIS SPECIAL CALLED MEETING.WILL YOU PLEASE. CALL THE ROLL. COMMISSIONER HAMMER.
YES, COMMISSIONER INGALSBE HERE. COMMISSIONER SMITH HERE.
COMMISSIONER COHEN HERE. JUDGE BECERRA HERE. PUBLIC COMMENTS.
[E. PUBLIC COMMENTS]
IS THERE ANYONE HERE TO SPEAK PUBLICLY? WE HAVE ONE EMAILED.ALL RIGHT. ARE YOU PUBLIC COMMENT FROM JERRY POLK? COMMISSIONERS. OUTSOURCING PAYROLL IS A POOR USE OF TAXPAYERS FUNDS, ESPECIALLY IN A TIME WHERE THE COUNTY IS ALREADY STRUGGLING TO FUND MUCH NEEDED POSITIONS.
THE TREASURER'S OFFICE NEEDS A DESK AUDIT. PAYROLL HAS BEEN REMOVED FROM THERE.
WHAT DOES THE OFFICE DO? WHY DOES WHY DO THEY NEED MORE EMPLOYEES? WHAT WHEN SO MUCH HAS BEEN REMOVED FROM THIS OFFICE? THE PROBLEM IS IN PAYROLL OR THE PROCESSES. IT'S THAT THE OFFICE OF THE TREASURER.
OKAY. THAT'S IT. NO OTHERS. OKAY, WELL, THAT SOUNDS MR. POLK SOUNDS VERY INFORMED. GOOD JOB. APPRECIATE THAT.
[G.1. Discussion and possible action to amend the Hays County Fiscal Year 2026 budget calendar. BECERRA/VILLARREAL-ALONZO]
G1. DISCUSSION AND POSSIBLE ACTION TO AMEND THE HAYS COUNTY FISCAL YEAR 2026 BUDGET CALENDAR.SO MOVED. SECOND. SO THE TREASURER ASKED ME TO SUPPORT A MOVE JUST BECAUSE OF THE THINGS GOING ON.
DROPPING IT JUST ONE TINY LITTLE CLICK FROM FRIDAY THE 24TH AND MOVING IT TO JUNE 6TH.
SO JUST ONE, ONE FRIDAY COMING UP AFTER THAT.
IS THAT WHAT IS THAT RIGHT? MAY 23RD. I'M SORRY.
CORRECT. YES. MARISOL VILLAREAL ALONSO, HAYS COUNTY AUDITOR.
DUE TO THE CIRCUMSTANCES, WHEN I WENT IN TO LOOK AT THE BUDGET MODULES IN NEW WORLD AND LOOKED AT IT, TOOK AN IN-DEPTH REVIEW OF WHERE THE BUDGET PROCESS WAS.
THERE WERE SEVERAL ITEMS THAT STILL NEEDED TO BE, CALCULATED AND ENTERED INTO THE NEW WORLD BUDGET.
THE ROLLOVER GRANT BUDGETS WERE NOT COMPLETED.
GIVEN THE AMOUNT OF WORK THAT STILL NEEDS TO BE DONE, I'M REQUESTING THE TWO ADDITIONAL WEEKS SO THAT WE CAN PERFORM THOSE CALCULATIONS AND RECONCILE, AND MAKE SURE THAT THE REQUESTED BUDGET IS ENTERED ACCURATELY INTO THE NEW WORLD FINANCIAL SYSTEM.
OKAY. AND MARISOL, BUT IT DIDN'T AFFECT THE BUDGET WORKSHOPS THEMSELVES.
OKAY. PLEASE CALL THE ROLL. COMMISSIONER COHEN.
YES, COMMISSIONER. HAMMER. YES, COMMISSIONER. INGALSBE. YES.
COMMISSIONER. SMITH. YES. JUDGE. BECERRA. YES.
G TWO PLEASE G TWO. DISCUSSION. POSSIBLE ACTION.
[G.2. Discussion and possible action authorizing Purchasing to develop specifications, in conjunction with the County Auditor and the County Treasurer, for an RFP related to contracting with a third party to perform County payroll functions. BECERRA]
AUTHORIZING PURCHASING TO DEVELOP SPECIFICATIONS IN CONJUNCTION WITH THE COUNTY AUDITOR AND THE COUNTY TREASURER FOR AN RFP RELATED TO CONTRACTING WITH A THIRD PARTY TO TO PERFORM COUNTY PAYROLL FUNCTIONS. SO MOVED.SECOND. THANK YOU. SO WE'RE BRINGING THIS UP BECAUSE WE'VE.
WELL, WHY DON'T I START WITH OUR TREASURER? IF YOU'LL PLEASE APPROACH THE PODIUM.
STATE YOUR NAME AND TITLE FOR THE VIEWING PUBLIC. AND THIS IS A COURT OF RECORD.
LET'S SPEAK WITH FACTS TO THE BEST OF YOUR ABILITY.
OKAY. DAPHNE TENORIO, HAYES COUNTY TREASURER.
SO THIS ALL CAME UP BECAUSE I READ THE LAST AGENDA.
AT THE TIME, I DIDN'T KNOW WHAT EXACTLY WAS GOING ON.
[00:05:01]
TEXAS, AND THE NEW THING IS TO OUTSOURCE PAYROLL.I TOLD HIM THAT THIS MIGHT BE SOMETHING TO CONSIDER AT THIS TIME, BECAUSE WE ARE AT A JUNCTURE WHERE THIS WILL BE THE SECOND MOVE OF PAYROLL WITHIN TWO YEARS. SO I DID A LITTLE BIT OF BACKGROUND WORK ON WHY IT WOULD BE A GOOD MOVE. AND SO A LOT OF THE THINGS IS TO MINIMIZE PAYROLL ISSUES.
WHEN THE PAYROLL WAS REQUESTED TO BE TRANSFERRED FROM MY OFFICE TO THE BUDGET OFFICE.
THOSE PAYROLL ISSUES CONTINUE TO CAUSE SOME PROBLEMS WITHIN THE PAYROLL DEPARTMENT, AND I BELIEVE IT MIGHT BE TIME FOR US JUST TO REVIEW TO SEE IF IT'S EVEN AN OPTION. I'M NOT TELLING YOU TO REVIEW TO REMOVE PAYROLL.
AND IT ALSO LIMITS THE LIABILITY FOR ERRORS WITH FINANCIAL OR RATHER WITH IRS REPORTING.
COUNTY REPORTING AND STATE REPORTING. THIS IS MERELY AN IDEA FOR US TO START REVIEWING.
SO ONE OF THE REASONS THAT THIS COULD ACTUALLY BE A GOOD BENEFIT IS SECURITY.
THE OFF SOURCE IT PRODUCES A PROVIDER THAT INVESTS IN THE STATE OF ART TECHNOLOGY.
SO HAVING ANOTHER COMPANY THAT'S ABLE TO INVEST IN THAT AND KEEP US GOING IS JUST AN OPTION.
AGAIN, I'M NOT TELLING YOU TO DO THIS. I'M JUST ASKING FOR US TO THINK ABOUT LOOKING AT IT.
IT WOULD ALSO MEAN TO HELP US WITH THE MAINTENANCE OF COMPLIANCE, BECAUSE WE WOULD NO LONGER HAVE TO WORRY ABOUT PAYROLL CHANGES AND PAYROLL LAWS, BECAUSE THAT'S THE THIRD PARTIES ISSUE. ALSO, THE INTEGRATION OF DATA.
TWO YEARS AGO, YOU AUTHORIZED THE PURCHASE OF NOVA KRONOS.
I'M SORRY. UKG. SO KRONOS AND THAT SYSTEM WAS TO BE IMPLEMENTED TO ASSIST US FROM NOT HAVING TO DO THE HAND CALCULATIONS OF TIME. WE ARE STILL DOING THAT. AND IT'S 2025.
THAT WAS TO ASSIST US WITH THE TIMEKEEPING, AS WELL AS INTEGRATING WITH THE AUDIT OF THE ACCOUNTING SERVICES TO ASSURE THAT WE WERE WITHIN THE TIME KEEPING FRAMES AND THEY WERE ACCURATE, WE DID EXPEND.
SO IT WAS $125,280 THAT WE SPENT ON CRONOS, AND IT HAS YET TO BE IMPLEMENTED.
ADDITIONALLY THE FUNCTIONS OF AN OUTSIDE SOURCING WILL ALSO HANDLE HAS THE POSSIBILITY OF HANDLING ALL OF THE PAYROLL TAX FILING. OBVIOUSLY, EMPLOYEE SELF SERVICING, WHICH IS SOMETHING THAT WE DO OFFER.
YOU CAN LOOK UP YOUR TIME SHEETS. YOU CAN LOOK UP YOUR CHECKS.
CURRENTLY THAT WOULD STILL ALSO BE AN OPTION.
THEY WOULD DO THE YEAR END PROCESSING WHICH WOULD BE THE W-2 WAGE AND TAX STATEMENTS.
THEY WOULD CONTINUE. THEY WOULD BE ABLE TO DO THE WAGE GARNISHMENTS EVERYTHING THAT A PAYROLL OFFICE WOULD DO, BUT WE WOULD NOT HAVE TO BE LEGALLY RESPONSIBLE FOR IT.
SO I BELIEVE THAT THE QUICK AND ERROR FREE PAYROLL PROCESSING IS AN OPTION.
I BELIEVE TAX IS CALCULATED AND DEDUCTED AND ANNUALLY AUTOMATICALLY PAID IS A BENEFIT.
AND I REALLY DO LIKE THE BENEFIT OF THE LACK OF RESPONSIBILITY OR LIABILITY FOR THE COUNTY.
SO THOSE ARE MY REASONINGS FOR DOING THIS. DO YOU HAVE ANY QUESTIONS? LET ME FIND OUT. COMMISSIONER HEMMER, ANY QUESTIONS? NO ACTUAL QUESTIONS. I JUST FEEL LIKE SO YOU WERE IN CONTROL OF THE 941 TAX RETURNS AFTER PAYROLL WAS REMOVED FROM YOUR OFFICE, CORRECT? YES. UNTIL I TOLD VICKI THAT I WAS NO LONGER WILLING TO DO IT BECAUSE THERE WERE SO MANY ISSUES WITH IT, AND THOSE ISSUES WERE JUST WHAT WERE THOSE ISSUES CAUSED FROM JUST THE HAND COUNTING OR WHAT I BELIEVE THE ISSUES WERE CAUSED FROM? SO THERE'S A PROCESS THAT'S BEEN UTILIZED BY THE PAYROLL DEPARTMENT AND WHERE THEY BACKDATE CHECKS.
SO LET'S SAY YOUR CHECK WASN'T CASHED OR THERE WAS AN ERROR WITH YOUR CHECK RATHER THAN UTILIZING THE DATE THAT WE'RE ACTUALLY DOING THE CHECK, THEY WOULD BACKDATE IT. SO IF THAT BACKDATING HAPPENED IN A PRIOR QUARTER AND THAT 941 HAS ALREADY BEEN FILED,
[00:10:02]
GUESS WHAT? IT AFFECTS TWO QUARTERS. SO THAT WAS ONE OF THE THINGS THAT WE DID HAVE ISSUES WITH.SO THAT 941 PRESENTED TO ME IS WHAT I FILED. HOWEVER, WE HAD AN ISSUE TO WHERE THAT 941 DID NOT WAS NOT ACCURATE AND SO HAD IT WAS FILED, IT WAS FILED ACCORDING TO THE WAY PAYROLL PRESENTED.
AND IT DID RESULT IN SOME PENALTIES THAT WE WERE.
WE ARE CURRENTLY WORKING WITH THE IRS FOR ABATEMENT.
I JUST DON'T I GUESS I'M HAVING TROUBLE UNDERSTANDING IF WE MOVE IT TO OUTSOURCING, IS IT GOING TO I MEAN, ARE THESE ISSUES STILL GOING TO OCCUR BECAUSE IT'S THE WAY WE ARE? I'M SORRY. I'M SORRY. I DID NOT MEAN TO INTERRUPT. TREASURER. YEAH. COULD YOU JUST FOR THE VIEWING PUBLIC.
IT'LL BE HARD IF YOU ACCIDENTALLY OVER TALK OVER ONE ANOTHER.
WE ACTUALLY WON'T BE PROCESSING THE TIMESHEETS ANYMORE.
THAT WILL BE OUTSOURCED. SO EVERYTHING THAT IS PROCESSED WILL BE DONE OUTSIDE OF OUR OFFICES.
THAT'S THE VALUE. ADDITIONALLY, THE 941 WILL NOT BE PRODUCED BY US AT ALL.
THE LIABILITY FALLS ON THE THIRD PARTY VENDOR.
AND SO IF THERE IS A 941 ISSUE OR A PENALTY OR A FINE THAT WILL RESIDE WITH THE THIRD PARTY VENDOR, BUT THE TREASURER STILL HAS TO AUDIT WORK, OR WHAT'S THE WORD YOU USED TO VERIFY OR VERIFY? HOWEVER, WHEN PAYROLL WAS REMOVED FROM MY OFFICES, I WAS RELEASED FROM ALL LIABILITY OF PAYROLL.
AND THAT INCLUDES 941, WHICH IS PART OF THE PAYROLL CYCLE.
AND COMMISSIONER, THESE ISSUES, I WAS SHOWN SOME PAPERWORK BECAUSE I WAS IT WAS IMPORTANT TO ME TO SEE DATES WHEN I'M NOT INTERESTED IN HEADING THE CENTER. I'M INTERESTED IN HEADING THE SENATE, IF YOU WILL.
BUT SO I DON'T CARE TO PUT NAMES TO IT, BUT THE FORMS AND THE DOCUMENTS AND THE DOLLAR AMOUNTS AND THE FEES THAT I WAS SHOWN WERE BEFORE HER TIME. AND SO THIS HAS BEEN A CONSISTENT PROBLEM THAT WE HAVE AN OPPORTUNITY TO ADDRESS WHILE WE'RE IN THE MIDDLE OF THIS UPDATE, SINCE WE ARE REVIEWING PAYROLL, I THOUGHT THAT THIS WAS PROBABLY A GOOD TIME TO DO SO.
IF OKAY, IF YOU YOU SAID THAT YOU REMOVED ALL LIABILITY AFTER PAYROLL WAS MOVED FROM YOUR OFFICE, BUT YOU STILL HAD THE LIABILITY OF THE 941 WAS MY MISUNDERSTANDING.
SHE DOESN'T HAVE ANY LIABILITY TO IT. WHEN I HAD THE 941, ALL I DID WAS RECEIVE THE PAPERWORK FROM PAYROLL PROCESS, THE REPORTING, ESPECIALLY THE WAY PAYROLL DID IT.
THAT'S IT. SO THERE IS NO OKAY, I GUESS I'M JUST CONFUSED.
MARISOL ALONSO, COUNTY AUDITOR. SO WHAT HAPPENS WITH NEW WORLD AND WITH ANY COMPANY THAT WOULD PROCESS OUR PAYROLL? IT'S THEY'RE GOING TO PROCESS IT BASED ON WHAT IS ENTERED.
RIGHT. SO BECAUSE WE PAY UP THROUGH THE DATE, THERE ARE TIMES THAT OVERPAYMENTS HAPPEN.
AND SO WE'RE STILL GOING TO HAVE TO CATCH THOSE UP.
TIMESHEETS WILL STILL HAVE TO BE REVIEWED. WE WILL STILL HAVE TO ENSURE THAT WHAT IS REPORTED OVER AND SENT OVER TO THE OUTSOURCED AGENCY THAT IT'S ACCURATE. WE'RE GOING TO HAVE TO MAKE SURE THAT THEY UNDERSTAND ALL OF OUR RULES.
WE'RE STILL GOING TO HAVE TO AUDIT IT. WE'RE STILL GOING TO HAVE TO CALCULATE TIME SHEETS.
WE'RE STILL GOING TO HAVE TO RECALCULATE ACCRUALS.
THE REASONS THAT THE NWS NEW WORLD REPORTS, THOSE AMOUNTS THAT WERE ENTERED INTO 941 DID NOT MATCH.
WHAT ACTUALLY HAPPENED IS BECAUSE WE NEEDED A RECONCILIATION DONE.
FOR EXAMPLE, IF SOMEONE WAS OVERPAID INSTEAD OF IF THEY DIDN'T GO BACK AND VOID THAT CHECK WHICH WE'VE TOLD THEM NOT TO GO BACK BECAUSE WHAT ACTUALLY HAPPENED IS THAT ACH ACTUALLY CLEARED THE BANK AND WE DON'T WANT TO THROW THE TREASURER OFF BALANCE, RIGHT? SO THEY SHOULD NOT BACKDATE IT. WELL, IF THEY DON'T BACKDATE IT AND IF IT'S CORRECTED WITH A JOURNAL ENTRY, OR IF IT'S CORRECTED WITH SOMEONE WALKING IN WITH A CHECK TO PAY US BACK, WE HAVE TO GET ALL OF THOSE EXPENSES BACK INTO THE CORRECT GENERAL LEDGER.
WE HAVE TO GET THOSE EXPENSES RECONCILED BACKED INTO THE 941 AND SO NO REPORT FROM NEW WORLD, NO REPORT FROM AN OUTSOURCE. IT'S GOING TO GIVE US EXACTLY WHAT WE NEED WITHOUT A RECONCILIATION HAPPEN HAPPENING.
AND WE WOULDN'T BE GOOD STEWARDS IF WE DIDN'T DO RECONCILIATIONS TO MAKE SURE THAT ANY ADJUSTMENTS,
[00:15:02]
ANYTHING THAT WE WERE CORRECTING ACTUALLY IS REFLECTED IN THE TAX RETURNS.SO WE SHOULD BE RECONCILING WHETHER IT'S OUTSOURCED AT THE TREASURER, WHEREVER WITH PAYROLL DEPARTMENT, IT SHOULD BE RECONCILED AND IT SHOULD BE RECONCILED TO OUR GENERAL LEDGER.
THAT LIABILITY DOESN'T GO AWAY. THE GENERAL LEDGER IS HERE.
I'M GOING TO HAVE TO HAVE A DATA ANALYST WHO HAS SQL SERVER EXPERIENCE TO MAKE SURE THAT THE RIGHT ACCOUNTS ARE HIT, TO MAKE SURE THAT THE EXPENDITURES AND THE TAXES WERE CALCULATED RIGHT, AND THEY'RE HITTING OUR RIGHT LINE ITEMS. SO YOU'RE TALKING ABOUT A WHOLE NEW DATA ANALYST EMPLOYEE, THEN WE'RE GOING TO NEED EMPLOYEES WHO ARE GOING TO RECALCULATE TIME SHEETS BECAUSE WE HAVE TO AGAIN, I AUDIT TO MAKE SURE THAT THE TIME SHEETS RECORDED THE ACCRUALS ARE ACCURATE.
I'M STILL GOING TO NEED PEOPLE TO RECALCULATE TIME SHEETS.
THE ISSUES THAT WERE HAD WERE BECAUSE OF HOW WE PAY.
WE PAY UP THROUGH THE DATE. SO YOU'RE GOING TO HAVE YOU WANT TO CALL THEM ERRORS.
YOU WANT TO CALL THEM ADJUSTMENTS. YOU'RE GOING TO HAVE SITUATIONS WHERE IF THE DEPARTMENT DIDN'T GET A PCN IN TIME, WHICH MY UNDERSTANDING NOW THE PCNS ARE NOT GOING TO THE PAYROLL DEPARTMENT, THEY'RE GOING TO HR. SO NOW WE'RE GOING TO HAVE TO WAIT UNTIL THEY COME FROM HR. SO YOU'RE ADDING ALL THESE DELAYS, OF COURSE THERE'S GOING TO BE AN OVERPAYMENT.
THAT DOESN'T CHANGE WHETHER YOU OUTSOURCE IT.
MARISOL, CAN YOU PLEASE EXPLAIN WHAT A PCN IS? A PCN IS A PAYROLL CHANGE NOTICE. FOR EXAMPLE, IF AN EMPLOYEE IS TERMINATED WITHIN THE DATES WHERE WE'RE PAYING, IF THE ACH HAS ALREADY BEEN PRODUCED AND THEY'VE ALREADY RECEIVED THEIR PAYMENT, AND WE, THE PAYROLL OFFICE WAS NOT AWARE THAT SOMEONE WAS TERMINATED, THEY GOT FULL PAY. AND SO WE HAVE TO NOTIFY THAT EMPLOYEE AND HAVE THEM COME AND PAY US BACK.
WE HAVE SOME WHERE THEY'RE NOT RESPONDING. AND SO WE'RE GOING TO HAVE TO TURN THEM OVER TO THE DISTRICT ATTORNEY'S OFFICE. SO THOSE ISSUES WITH YOU OUTSOURCE IT WHETHER IT'S HERE THAT'S WHAT'S CAUSING THIS AND HAVING SOMEONE OUTSOURCE IT.
SO WE'RE GOING TO HAVE TO BE SENDING YOU'RE STILL GOING TO HAVE TO HAVE PAYROLL PEOPLE FIGURING OUT WHAT HAPPENED AND CONTACTING THE OUTSOURCED VENDOR LETTING THEM KNOW WE NEED THIS ADJUSTMENT. YOU'RE STILL GOING TO HAVE ALL THAT.
WHAT IS THE PAY IS THE PAYROLL CHANGE NOTICE ALWAYS BEEN DONE BY HR.
AND THEN WHEN WE HAD THE NEW BUDGET OFFICER COME IN, THERE WAS AN EMAIL THAT WENT OUT THAT SAID THAT OUR PCN SHOULD BE SENT OVER TO HR OFFICE AND IF THERE'S ANY TERMINATIONS TO COPY THE PAYROLL OFFICE.
SO, I MEAN, DO YOU MIND? COMMISSIONER, I WANTED BECAUSE SHE UNLOADED A LOT OF GOOD INFORMATION, BUT I WANTED TO ALLOW THE TREASURER TO REPLY TO IT AND THEN WE CAN, BECAUSE I HAVE SOME QUESTIONS I WROTE DOWN TO YOU.
THANK YOU, THANK YOU. WOULD YOU LIKE TO REPLY? ADDRESS THAT TO THE BEST OF YOUR ABILITIES. SO IF YOU WILL RECALL, TWO YEARS AGO WHEN WE WERE DISCUSSING THIS, I DID BRING UP THE FACT THAT THERE ARE PROCEDURAL ISSUES WITHIN PAYROLL.
AND PART OF THOSE PROCEDURAL ISSUES ARE ARE PREPAYING YOUR SALARIES.
THAT'S WHAT'S CAUSING A LOT OF THE TRIGGER EFFECTS.
AND UNTIL WE TAKE CARE OF THAT, YOU'RE GOING TO CONTINUE TO HAVE THESE ISSUES.
ADDITIONALLY, IT IS COMPLETELY A LACK OF TRAINING IN MY PART.
I HAD EMPLOYEES WHO HAD ONLY BEEN DOING PAYROLL FOR TWO MONTHS.
AND UNTIL THE COUNTY IS REALLY READY TO LOOK AT TAKING CARE OF THIS PREPAYMENT.
SO WE'RE PAYING FOR WHAT WE ARE WE OWE VERSUS THIS PREPAYMENT.
THESE UNDERLYING ISSUES ARE GOING TO CONTINUE.
NOW WHAT OUR AUDITOR DID SAY IS SEMI-ACCURATE IN THAT YES, WE ARE GOING TO NEED PEOPLE, BUT WE REALLY DON'T KNOW BECAUSE WE DON'T KNOW WHAT OUTSOURCED COMPANIES CAN DO. THAT'S WHAT I WAS GOING TO ASK YOU ABOUT.
SO WE DON'T KNOW IF THEY CAN INTEGRATE WITH THE SYSTEMS THAT WE ALREADY HAVE.
WE DON'T KNOW IF THEY CAN WORK WITH KRONOS BECAUSE WE HAVEN'T ASKED.
[00:20:03]
SOMETHING'S WRONG. IT WAS WRONG BEFORE I BECAME TREASURER.IT WAS WRONG IN THE FIVE MONTHS WE PRODUCED PAYROLL, IT CONTINUES TO BE WRONG.
SO WHAT I'M ASKING FOR IS THE OPPORTUNITY TO HAVE SOMEBODY COME IN FRESH SET OF EYES, SAY, OKAY, IF WE WERE TO DO THIS FOR YOU, THESE ARE GOING TO BE THE THINGS THAT WE NEED TO DO.
AM I SAYING GET RID OF ALL THE PAYROLL PEOPLE KNOW? WHAT I'M SAYING IS, AS OF RIGHT NOW, I JUST WANT TO SEE IF THEIR SAVINGS.
THERE COULD BE NO SAVINGS. THERE COULD BE A 40% SAVINGS.
WE DON'T KNOW UNTIL WE ACTUALLY ASK. THAT'S WHERE I'M AT AT THIS POINT.
THANK YOU SO MUCH. WHAT I WANTED TO DO, JUST TO CHIME IN FOR A SECOND WAS.
IN US, AND YOU TOUCHED ON IT IN US ASKING, ARE VERY QUALIFIED PURCHASING STEPHANIE HUNT TO HELP SHAPE A RFP REQUEST FOR PROPOSALS. WE COULD OUTLINE AND FIND OUT, FIRST OF ALL, WHAT'S OUT THERE, WHAT IT INCLUDES, BECAUSE FROM THE PRIVATE SECTOR, MY LIFE'S EXPERIENCE COMES FROM THE PRIVATE SECTOR.
I KNOW THAT A POINT OF SALE, FOR EXAMPLE. I MEAN, THAT'S AN EASY $3,000 MACHINE THAT COMPANIES WILL GIVE IT TO YOU JUST WITH THE COMMITMENT OF ALLOWING THEM TO USE CREDIT CARD PROCESSING.
AND SO I'M HOPING WE CAN NOT ONLY GO KICK TIRES, BUT ARTICULATE IT IN A WAY THAT WOULD TELL US.
THEY MIGHT SAY, HERE'S HOW WE SET THIS UP. WE CAN PUT THE WORLD IS NOW FULL OF AI.
EVERYONE CAN HAVE A PUNCH IN ON THEIR COMPUTERS.
SHERIFF'S OFFICE CAN HAVE A POINT OF PUNCHING IN GOVERNMENT CENTER.
WHATEVER. WHOEVER NEEDS THAT KIND OF PUNCHING IN OPTION, PUNCH IN ON YOUR PHONE.
I DON'T KNOW, GEOFENCING. AND THEN. WE'LL JUST SEE WHO HAS WHAT.
I MEAN, I DON'T KNOW. AND THEN AND THEN WE CAN BRING SOMETHING BACK.
WELL I SEE YOU CHIMING, BUT I ALSO BEFORE I GO THERE AND I LOVE IT AND I THANK YOU.
IT'S MY JOB TO READ THE ROOM SO THAT I DON'T LEAVE ANYONE OUT.
SO I SEE YOU, STEPHANIE. THANK YOU. AS SOON AS I SEE YOU, YOU'RE IN THE HOSPITAL.
BUT ANOTHER VALUABLE PIECE TO THIS CONVERSATION WAS A PROCEDURAL REVIEW.
IF WE'VE HAD BEFORE YOUR TIME. STEPHANIE I MEAN, STEPHANIE, DAPHNE, IF BEFORE YOUR TIME, WE HAD THIS PROCESS THAT HAS AND YOU HAVE PAPER, PAPER TRAIL TO PROVE IT. PROCEDURAL HICCUPS, WHATEVER YOU WANT TO CALL THEM, THAT AREN'T USER FRIENDLY, NOT ONLY TO OUR HIGHLY INVESTED AND VERY CARING PAYROLL PERSONNEL.
AND STILL WE CAN MAKE MISTAKES. AS OUR AUDITOR JUST POINTED OUT, WE CAN ALSO UPDATE THE POLICY AND INCLUDE IT SO THAT, LIKE YOU SAID A MINUTE AGO, MAKE SURE THAT THEY SAY, OKAY, HERE'S OUR CUTOFF.
AND AND IN THE PRIVATE SECTOR ONE MORE TIME WHEN WHEN I WORKED FOR, LET'S JUST SAY WHATABURGER.
IF YOU DIDN'T PUNCH IN, YOU DIDN'T GET PAID. YOU'RE NOT PUNCHING IN, YOU'RE NOT GETTING PAID.
I COULD JUST SEE THOSE YELLOW VISORS. PEOPLE STILL DOING THIS STUFF.
I MEAN, IT JUST SOUNDS NOT 20, 25. AND THEN VICKI ALSO SUPPORTED IT.
I'M JUST I'M FLOORED. OKAY. AND SO WE COULD WE COULD CREATE THESE PARAMETERS AND POLICY UPDATES TO SAY, WELL, HERE'S WHEN YOU PUNCH IN WHATABURGER RUNS WELL WITH IT.
HERE'S WHEN YOU PUNCH OUT AND IT WILL BE INCLUDED IN YOUR PAYCHECK.
IF YOU DON'T, YOU WON'T. AND WE CAN TALK ABOUT HOW TO ADDRESS THAT HERE AS A POLICY ROADMAP.
SO I WANTED TO JUST TO BE IN ORDER. COMMISSIONER, WOULD YOU BE OKAY IF I LET STEPHANIE HUNT GO NEXT? OKAY. STEPHANIE. STEPHANIE HUNT, PURCHASING AGENT.
SO MY RECOMMENDATION, IF THE COURT WANTS TO MOVE FORWARD WITH, LIKE, JUST TRYING TO RESEARCH THIS AND LOOK, WOULD NOT BE TO DO AN RFP. TYPICALLY, WHEN YOU'RE DOING A FORMAL PROCUREMENT, WE HAVE IDENTIFIED FUNDS IN THE BUDGET.
[00:25:05]
IT IS SOMETHING WE KNOW THAT WE WANT TO MOVE FORWARD WITH.AND COMPANIES TAKE A LOT OF TIME AND MONEY PUTTING THOSE PROPOSALS TOGETHER FOR US JUST TO DO ONE, JUST TO JUST TO SEE. YEAH. IS NOT GOOD BUSINESS PRACTICE.
SO THERE ARE SEVERAL COMPANIES THAT ARE ON DIFFERENT PURCHASING CO-OPS THAT WE COULD POTENTIALLY REACH OUT TO GET DEMOS, ASK ALL THE QUESTIONS BECAUSE WE DON'T REALLY KNOW WHAT INTEGRATING WOULD BE LIKE.
WE DON'T KNOW WHAT SYSTEMS WE WOULD STILL BE RESPONSIBLE FOR, LIKE THE AUDITING PIECE OF IT.
LIKE, OBVIOUSLY WE HAVE TO GIVE THEM THE INFORMATION, BUT WHAT INFORMATION THEY'RE GIVING BACK, WE WOULD OBVIOUSLY HAVE TO AUDIT THEIR HUMANS TOO.
THEY'RE GOING TO MAKE MISTAKES. SO I THINK TRYING TO FIGURE ALL THAT OUT WOULD BE MORE GOING, DOING DEMOS WITH THEM, HAVING CONVERSATIONS WITH THEM.
AND SINCE THEY ARE UNDER CO-OP CONTRACTS, WE'RE LEGALLY ABLE TO DO THAT.
VERSUS DOING A FULL BLOWN RFP. NOW, IF WE GET TO A POINT WHERE WE'RE LIKE, OKAY, WE LIKE ALL THESE THINGS AND THIS IS A ROUTE THAT WE WANT TO PURSUE, THEN WE COULD POTENTIALLY DO AN RFP TO POSSIBLY GET MORE COMPANIES OUT THERE THAN JUST THE FEW THAT ARE ON A CO-OP.
AND THANK YOU FOR FOR STATING THAT VERY FRIENDLY ROADMAP.
IT'S PERFECT. IT MAKES PERFECT SENSE. SOMETIMES WHEN THERE ARE SO MANY COGS IN THE WHEEL MOVING, SOMETIMES YOU LOSE SIGHT OF FIRST NEXT, THEN SEQUENCING.
GOT IT. AND SO THANK YOU FOR THAT. AND I THINK THAT'S A VERY REASONABLE ROADMAP.
I ABSOLUTELY AGREE WITH THAT. I DID NOT REALIZE THE BY BOARD WAS AVAILABLE TO DO SUCH THINGS.
I JUST WANT TO LOOK AT THE OPTIONS. VERY NICE.
I DON'T WANT TO BE HERE AGAIN IN TWO YEARS. COMMISSIONER HAMMER, BEFORE I GO TO COMMISSIONER INGALSBE, IS THERE ANYTHING ELSE YOU WANTED TO ASK? OH, NO FURTHER QUESTIONS.
I APPRECIATE BOTH OF Y'ALL EXPLAINING THINGS. THANK YOU SO MUCH, COMMISSIONER INGALSBE. YEAH. I GUESS, YOU KNOW, ONE OF THE THINGS YOU SAID IS THAT WE'VE MOVED PAYROLL TWICE IN TWO YEARS, AND THAT IS ONE OF MY CONCERNS.
YOU KNOW, HERE WE HAVE THEM NOW IN THE AUDITOR'S OFFICE.
WHY WOULDN'T WE GIVE MARISOL THE OPPORTUNITY TO SEE, YOU KNOW, WHAT SHE CAN DO WITH THAT DEPARTMENT.
I THINK SHE HAS THE TECHNICAL PERSONNEL TO, YOU KNOW, REALLY IMPROVE IN THAT.
I, YOU KNOW, SOMETHING SIMILAR TO WHAT STEPHANIE SAID.
WELL, MAYBE NOT SIMILAR, BUT ON THOSE SAME LINES, YOU KNOW, I SAID, YOU KNOW, IF SHE FEELS THAT THERE'S VALUE IN GETTING INFORMATION FROM A FIRM OUTSIDE FROM AN OUTSIDE VENDOR, I'D CERTAINLY BE SUPPORTIVE OF THAT.
YOU KNOW, JUST TO SEE IF WE'RE MISSING SOMETHING OR IF THERE'S SOMETHING THAT WE CAN IMPLEMENT.
BUT I AGREE THAT IN THAT THEY'VE MOVED ALREADY TWICE.
AND I, YOU KNOW, I FEEL THAT IT'S IMPORTANT TO GIVE THE AUDITOR'S OFFICE AN OPPORTUNITY.
AND SO IF AFTER THAT SIX MONTHS, THE PAYROLL DEPARTMENT HAS BEEN UNABLE TO ACHIEVE THE GOALS THAT YOU SET FORTH, THEN YOU HAVE A VIABLE OPTION. IF IN SIX MONTHS ALL THE GOALS HAVE BEEN ACHIEVED, THEN WE MOVE FORWARD.
THERE IS A BUILT IN TIME FRAME HERE AUTOMATICALLY.
AND COMMISSIONER INGALSBE, THANK YOU FOR CONVEYING THAT REASONABLE SOUND.
HEY, LET'S SEE WHAT'S OUT THERE APPROACH, BECAUSE IT DOESN'T COST US ANYTHING AND IT COULD BE SO VALUABLE SINCE WE HAVE BEEN HAVING SOME HICCUPS AND ISSUES, GENERALLY SPEAKING. AGAIN, MY AIM IS NOT TO POINT OUT DEPARTMENTS OR PEOPLE, BUT.
SO THANK YOU FOR FOR SUPPORTING THE SEE WHAT'S OUT THERE IDEA.
AND I WOULD LIKE TO HAVE A SAY IN THAT. ABSOLUTELY.
SO THAT'S THAT'S NICE. COMMISSIONER, DID YOU HAVE ANYTHING ELSE? COMMISSIONER? INGALSBE. COMMISSIONER COHEN. THANK YOU.
I AGREE THAT WE DO NEED TO LOOK AT ALL OF OUR OPTIONS.
HOWEVER, YOU KNOW, WITH PAYROLL, JUST MOVING OUT, YOU KNOW, A WEEK AGO OR SO AND I'M SURE THAT OUR CURRENT PAYROLL STAFF PROBABLY IS VERY NERVOUS SEEING THIS AGENDA ITEM ON HERE.
AND I, YOU KNOW, I AM CONCERNED ABOUT THE DEPARTMENT AND THE MORALE OF THAT DEPARTMENT AS WELL.
[00:30:08]
AND. I FEEL, YOU KNOW, THAT THIS FEELS LIKE A KIND OF A KNEE JERK REACTION TO WHAT'S GOING ON.AND I WOULD RATHER LET MARISOL WORK WITH PAYROLL AND CONTINUE TO FIGURE OUT.
AND I KNOW THAT OUR FORMER PAYROLL SUPERVISOR WAS LOOKING AT MAYBE CHANGING THAT AT ONE POINT.
AND I WOULD LOVE TO LOOK INTO THAT AND SEE IF THAT'S A POSSIBILITY.
YOU KNOW, WE HAVE NEW LEADERSHIP COMING IN, HOPEFULLY SOON.
THAT MIGHT HAVE SOME NEW IDEAS AROUND THIS THAT WE COULD WORK TOWARDS.
I JUST STAFF IS WATCHING RIGHT NOW. I DON'T WANT THEM TO.
SO I'D RATHER WAIT AND LET MARISOL CONTINUE TO WORK WITH PAYROLL.
DOCTOR COHEN, IF ANYBODY CAN EMPATHIZE WITH THE WEIGHT AND THE SEVERITY OF THE WORDING OF THESE TYPES OF OF AGENDA ITEMS. I BELIEVE MY OFFICE FULLY IS AWARE OF IT ON MAY 23RD, 2023.
ITEM NUMBER 14. DISCUSSION AND POSSIBLE ACTION REGARDING ALL POSITIONS AND DUTIES WITHIN THE HAYS COUNTY TREASURER'S OFFICE, INCLUDING THE POTENTIAL REASSIGNMENT OF POSITIONS AND DUTIES TO OTHER OFFICES WITHIN THE COUNTY, AND TO AMEND THE BUDGET ACCORDINGLY. IF ANYONE CAN EMPATHIZE WITH WHAT IS GOING ON, IT IS MY STAFF AND IT IS ME.
SO YOU UNDERSTAND HOW I UNDERSTAND HOW YOU FEEL.
HOWEVER FEELINGS OR FEELINGS, BUSINESS IS BUSINESS AND THIS IS BASICALLY A BUSINESS PROCESS REVIEW.
AND COMMISSIONER COHEN, THANK YOU FOR YOUR COMMENTS AND I WOULD LIKE TO SINCE I SPONSORED THIS AGENDA ITEM, I'D LIKE TO JUST SPEAK ON A ON A PHRASE YOU USED THAT THIS SEEMED TO YOU LIKE A KNEE JERK REACTION.
AND IT'S IT'S A TWO YEAR PLUS KNEE JERK REACTION.
AND SO I THINK THAT'S. INAPPROPRIATE APPROPRIATE CHARACTERIZATION.
AND THEN ON THE AUDITOR'S OFFICE, IT'S GOOD TO HAVE THE AUDITOR'S OFFICE TO STAY ON THE COURSE THAT WE'RE ON SPECIFICALLY BECAUSE THIS LOOKING INTO WHAT THE INDUSTRY PROFESSIONALS DO FOR BIG CORPORATIONS, ETC., IS GREAT, BUT PAYROLL STILL NEEDS TO HAPPEN. AND SO THERE'S NO THERE'S NO EFFORT IN MOVING ANYTHING AT THIS MOMENT.
AND ALREADY SHE HAS IT. SO THAT'S REALLY NICE. AND AND ONE OF THE OTHER PIECES THAT PEOPLE HAVE BROUGHT UP, WHICH IS VALID ALSO, AND WE TRUST YOU 100%, BUT THE AUDITOR PERFORMING A FUNCTION THAT AUDITS, THAT WILL HELP US KEEP IT CLEAN OPTICALLY AND AND NOT HAVE IT LONG TERM ROADMAP TO STAY IN THE AUDITOR'S OFFICE.
THAT JUST SEEMS LIKE SOME OF THE STUFF I'VE HEARD THAT WOULD BE USEFUL.
AND MARISOL KNOWS VERY WELL I HAVE NOTHING AGAINST HER AT ALL.
AND WE'RE WE'RE SPENDING OVER HALF $1 MILLION RIGHT NOW ON PAYROLL WITHOUT INCLUDING BENEFITS, JUST ON SALARIES. AND SO IT IS PURELY JUST TO ASSESS AND NOT TO HURT ANYONE'S POSITIONS OR ANYTHING LIKE THAT.
BECAUSE AS SOON AS I SPOKE WITH MARISOL ABOUT IT LAST WEEK, I, I SAID, THIS ISN'T AN AN ATTEMPT TO PULL ANYONE OFF THE PAYROLL AS AN EMPLOYEE. THEY CAN. AND YOU EVEN TOLD ME THAT THERE WILL BE PAYROLL FUNCTIONS LIKE VERIFYING THAT THINGS ARE RIGHT, ETC. THAT WILL STILL NEED TO TAKE PLACE, BUT THE BRUNT OF THE WORK WHERE MISTAKES CONTINUE TO HAPPEN, WOULD BE DONE BY A PROFESSIONAL FIRM THAT'S DEDICATED TO PAYROLL.
AND THAT WAS THE SAME REASON WHY PURCHASING IS NOT AN AUDIT ANYMORE.
BECAUSE I THINK THAT THAT SHOULD BE THE FOCUS OF THAT OFFICE.
I THINK YOU'RE AWESOME FOR DOING THAT, AND I REALLY APPRECIATE THAT.
THANK YOU. COMMISSIONER. COMMISSIONER SMITH. THANKS.
I HAVE A NUMBER OF QUESTIONS. NUMBER ONE, WHEN WE TALK ABOUT THE WORDING OF THE AGENDA ITEM, IT DOES SPECIFICALLY CALL FOR AN RFP OR THE THE PRODUCTION OF AN RFP.
[00:35:03]
I THINK FROM THE ONSET WHEN WE LOOK AT THIS, WE HAVE TO LOOK AND AS THE AUDITOR IS DOING THESE FUNCTIONS RIGHT NOW, WE'RE BEGINNING TO DO THESE FUNCTIONS BEFORE WE WERE TO EVER EVEN DO A REVIEW.AND THEN IF WE WERE TO GO OUT FOR AN RFP AT A LATER DATE OR TO AT LEAST REVIEW THOSE THOSE FUNCTIONAL ASPECTS OF THOSE THOSE COMPANIES THAT ARE ON THE BUY BOARD OR IN THE CO-OPS THAT WE WOULD LOOK AT, WE WOULD HAVE A MUCH CLEARER SENSE OF WHAT WE WOULD BE ASKING THEM AS OPPOSED TO, OKAY, WE JUST WANT TO MOVE PAYROLL OR SCOPE PAYROLL AS A WHOLE.
THAT TELLS ME THAT IF THERE IS AN ISSUE WITH EITHER VERIFICATION OR VALIDATION, IF THE STATE OR THE FEDERAL GOVERNMENT HAD A PROBLEM WITH THAT, I DON'T THINK THAT WOULD BE THE CASE. AND THAT'S AT THIS POINT.
I'VE TRIED TO DO A LOT OF DUE DILIGENCE OVER THE LAST THREE WEEKS TO SEE WHAT FUNCTIONALLY, WHAT THOSE ISSUES, IF THERE HAS BEEN ISSUES AND GIVEN OUR OUTSIDE AUDIT PROCESS.
I DO BELIEVE THAT IN LOOKING AT SOME OF THOSE OTHER COUNTIES, THE PAYROLL FUNCTION, WHEN IT'S HANDLED BY THE AUDITOR'S OFFICE, THERE IS THERE IS A, AN AUDIT FUNCTION TO THAT THAT WOULD BE INCLUDED IN THAT.
WHEN WE TALK ABOUT EMPLOYEES, THE REASON THAT AND I'M GLAD YOU BROUGHT UP THAT ITEM.
FROM SEVERAL YEARS AGO. BECAUSE IF YOU REMEMBER VERY CLEARLY WHEN WE HAD THAT CONVERSATION, WE HAD THAT CONVERSATION. WE WENT INTO EXEC AND WHEN WE CAME OUT, YOU ACTUALLY ASKED TO HAVE IT REMOVED FROM YOUR OFFICE.
AND AGAIN, AS WE DISCUSSED LAST WEEK IN COURT, LEGALLY, WHEN WE DISCUSSED POSITIONS LIKE THAT, THAT'S THE TERMINOLOGY THAT BOTH OUR HR DEPARTMENT AND OUR OUR OFFICE OF GENERAL COUNSEL HAS SPECIFICALLY ASKED FOR.
AND SO AGAIN, I DON'T WANT TO BELABOR THAT POINT, BUT THAT WAS A CONVERSATION WE HAD LAST WEEK.
AND IT'S VERY CLEAR THAT SINCE I'VE BEEN ON THE COURT FOR THE LAST SIX AND A HALF YEARS, THAT'S THE LANGUAGE THAT'S BEEN USED EVERY TIME, AS WE LOOKED AT TODAY. AND A PROPOSAL TO REMOVE THOSE, REMOVE THOSE DUTIES, EVEN IF IT WAS THE REMOVAL OF DUTIES AND NOT THE REMOVAL OF POSITION.
WE WOULD. WE PROBABLY SHOULD HAVE HAD THAT LANGUAGE ON THE ON THE AGENDA TODAY TO BE CONSISTENT WITH WHAT WE'VE DONE ON EVERY, EVERY TIME WE'VE DONE SOMETHING LIKE THIS, AT LEAST SINCE I'VE BEEN ON THE COURT.
AND I JUST, I, I FEEL VERY STRONGLY ABOUT THAT.
WHEN IT COMES TO LIABILITY, I HAVE HAD I MEAN, I'VE USED AT LEAST SIX DIFFERENT PAYROLL COMPANIES IN COMPANIES THAT I'VE, THAT I'VE OWNED OR MANAGED. I CAN TELL YOU THAT YOU LOSE NO LIABILITY.
YOU LOSE ABSOLUTELY NO LIABILITY WHENEVER YOU USE AN OUTSIDE PAYROLL COMPANY.
IT'S A IT'S A GARBAGE IN, GARBAGE OUT PROCESS, JUST LIKE ANYTHING ELSE.
IF YOU IF IF THE INPUTS ARE NOT CORRECT OR IF THAT IF THE DATA THAT IS PROVIDED TO THEM, THE HOURLY DATA, THE PAY DATA, THE BENEFITS DATA, IF IT IS NOT PUT IN CORRECTLY AS A FUNCTION OF HUMAN ERROR.
THE COMPANY. THE COUNTY STILL MAINTAINS THAT LIABILITY.
THERE IS NO LIABILITY EXCEPT FOR THE PROCESS ITSELF THAT IS ASSUMED BY AN OUTSIDE COMPANY.
AGAIN, THE THE RFP OR AN RFP FOR REVIEW OF SERVICES.
I THINK THAT I DON'T NECESSARILY SEE AN ISSUE WITH THAT OVER TIME OR A REVIEW OF OUR PROCESSES.
BUT I DO BELIEVE THAT THAT ANY FUNCTIONALITY LIKE THAT THAT RFP SHOULD PROBABLY COME OUT OF THE AUDITOR'S OFFICE BECAUSE THEY OR THE SCOPE AND SCALE OF THAT RFP, BECAUSE THEY'RE GOING TO BE THE ONES WHO IS WHO ARE ABLE TO IDENTIFY WHERE THOSE HOLES OR GAPS IN SERVICE ARE.
LET ME LOOK HERE. I LIKE WHAT THE JUDGE SAID ABOUT DON'T PUNCH IN OR YOU DON'T GET PAID.
RIGHT. I THINK WE TRY TO DO THAT AS BEST AS POSSIBLE.
I DO THINK THE PREPAYMENT IS A PROBLEM. I'VE THOUGHT THAT'S A PROBLEM SINCE I GOT HERE, BUT THAT'S A FUNCTIONALLY THAT'S A PROCESS OR A PROCEDURE OF THE COUNTY THAT WE'RE GOING TO HAVE TO ADDRESS THAT WON'T CHANGE THAT. THE ISSUES WITH THAT I DON'T BELIEVE WILL CHANGE WITH AN OUTSIDE, BECAUSE AGAIN, THAT'S THE DATA THAT WE WILL BE GIVING THEM.
LET ME LOOK HERE. THE PROBLEM THAT. PARDON. LIKE YOU SAID, GARBAGE IN, GARBAGE OUT.
[00:40:03]
WHEN, WHEN YOU HAD IT, A LARGE NUMBER OF THOSE WERE SALARIED EMPLOYEES AS WELL.AND SOME OF THE ISSUES THAT WE HAVE WITH SALARIED EMPLOYEES, I MEAN, I THINK WE ALL REMEMBER WHEN WE HAD SALARIED IN AT LEAST ONE SALARIED EMPLOYEE THAT DIDN'T TURN IN TIMESHEET FOR SIX MONTHS. MY ARGUMENT AT THAT POINT WAS HE SHOULDN'T HAVE BEEN PAID, BUT HE CONTINUED TO GET PAID. IF IF WE WANT TO LOOK AT SOMETHING TO BE OUTSOURCED AGAIN, THE AUDITOR SHOULD BE THE DEPARTMENT TO LEAD THAT EFFORT AFTER A THOROUGH INTERNAL EVALUATION OF THAT PROCESS AS IT STANDS.
AND I THINK THERE'S A BIG DISCONNECT WHEN WE TALK ABOUT THESE THINGS.
WHEN WE TALK ABOUT PAYROLL PERSONNEL AND WHAT A PAYROLL PROCESSOR DOES AND THE VERIFICATION PROCESS, BECAUSE PROCESSING IS AN INPUT AND AN INPUT FUNCTION AND AN AUDITOR OR SOMEONE IN THE AUDITING OFFICE DOING THE VERIFICATION, THAT'S A VERY DIFFERENT PROCESS.
AND I DON'T KNOW THAT THE GENERAL PUBLIC UNDERSTANDS THAT. AGAIN, ONE IS A DATA.
IT'S IT'S NOT JUST DATA ENTRY, BUT THERE IS AN INITIAL VERIFICATION THERE.
BUT WHERE THE REAL VERIFICATION HAPPENS IS ON THE BACK END OF THAT PROCESS.
I DON'T BELIEVE THAT WE SHOULD MAKE A CHANGE RIGHT NOW.
WE JUST MADE A CHANGE LAST WEEK AND ADDING ADDITIONAL ANGST TO THOSE EMPLOYEES.
AT THIS POINT, I DON'T BELIEVE IS IS I DON'T BELIEVE THAT THAT IS A I DON'T BELIEVE THAT THAT'S THE CORRECT WAY TO ADDRESS OUR STAFF. AND I DON'T PLAN ON MAKING ANY CHANGES.
JUST SO YOU KNOW, I WASN'T THE INTENT IS TO MAKE CHANGES RIGHT NOW ON ANY FRONT.
IT WAS TO HAVE STEPHANIE HUNT WORK ON AND SHE'S ALREADY ADDRESSED.
IT NEVER WAS THE INTENT WITH THIS AGENDA ITEM TO MAKE A MOVE RIGHT NOW.
OKAY. THEN I WOULD MOVE TO TABLE IT. THANK YOU SO MUCH.
SO. ABSOLUTELY. THE IDEA IS TO HAVE THE CONVERSATION AND SOME FOLKS DON'T REALIZE.
AND I LOVED WATCHING COMMISSIONER HAMMER COME IN TO THE COURT IN JANUARY.
IT WAS AWESOME. AND I HATE TO SAY IT THIS WAY, BUT IT WAS AWESOME TO WATCH YOUR FRUSTRATION BECAUSE YOU WERE LIKE, HOW DO I GET THESE THINGS DONE? HOW DO WE HOW DO WE TALK TO PEOPLE? AND YOU WERE VERY FRUSTRATED BECAUSE YOU CAN ONLY TALK TO ONE COMMISSIONER. AND SO VERY OFTEN PEOPLE DON'T REALIZE WE HAVE TO BRING IT TO COURT SO THAT WE CAN ALL HAVE A CONVERSATION TOGETHER. AND SO THE IDEA IS THIS IS A SETTING FOR US TO DISCUSS IT TOGETHER.
AND THE PUBLIC IS WATCHING. SO FIRST YOU AND THEN YOU.
AND IF YOU HAVE ANYTHING ELSE, I'LL YIELD TO THE AUDITOR AND I'LL SPEAK.
SURE. YOU BET. GO AHEAD. ALL YOURS. SO I HAVE ONLY HAD PAYROLL IN 2 OR 3 DAYS. AND THEN WITH THE HOLIDAY.
BUT WHAT I HAVE GONE IN AND SCHEDULED ATTEMPTED TO SCHEDULE A MEETING FOR UKAJI.
I THINK THE THE ISSUE WITH THE UKAJI IS SET UP.
SET UP HAPPENS IN NEW WORLD. THE WAY THAT UKAJI IS FEEDING INTO NEW WORLD.
NEW WORLD WAS SET UP A LONG TIME AGO BEFORE UKAJI, OBVIOUSLY.
AND WE HAVE TO DO SOME RECODING ON EMPLOYEE POSITIONS.
YOU KNOW, IF YOU HAVE LIKE A TEMPORARY EMPLOYEE WHO ARE NOT TEMPORARY, A PART TIME EMPLOYEE WHO DOES EARN ACCRUALS AND THEN ONE WHO DOESN'T, THEY WERE ONE POSITION THAT WAS SHARED. WELL, WE'LL HAVE TO CREATE DIFFERENT POSITIONS.
WE NEED TO DO SOME DOWNLOADING AND INTERFACING ON OUR TEST SITE.
SO WE'RE GOING TO START DOING ALL THAT TESTING.
EMPLOYEE MORALE IS LOW BECAUSE WE'RE ASKING THEM TO DO TESTING.
WE'RE ASKING THEM TO PUT IN HOURS TO DO ALL THIS.
FOR WHAT. SO THAT IT COULD, YOU KNOW, BE TAKEN OUT.
SO THERE IS LOW MORALE. BUT MY GOAL IS TO GET IN THERE.
I MEAN, I ALSO HAVE BUDGET, SO I'M HOPING SOMETHING COMES OF THAT IN THE NEXT ITEM.
BUT THAT'S MY GOAL, IS TO GO IN AND SEE HOW UKAJI CAN BE USED TO ITS FULL POTENTIAL WITH NEW ROLES.
I AM THE SYSTEM ADMINISTRATOR FOR NEW WORLD. I KNOW HOW THOSE POSITIONS WERE SET UP.
I KNOW HOW NEW WORLD FEEDS INTO THE GENERAL LEDGER.
BUT UNTIL WE MOVE THE PAY PERIOD, YOU'RE GOING TO HAVE SOME OF THESE FLY OVER PAYMENTS.
WELL, WE DO OUR BEST. I HAVE SOMEONE WHO VERIFIES WHO WOULD DO IT AFTERWARDS.
[00:45:01]
I'M JUST HERE TO DO WHAT'S BEST FOR HAYS COUNTY AND FOR ME.THAT'S WHAT WE NEED TO TEST. THAT'S WHAT WE NEED TO SPEND.
I NEED TO SPEND MY TIME ON FIGURING OUT HOW WE CAN GET THAT CORRECT INFORMATION INTO NEW WORLD.
THE CALCULATIONS HAPPEN BECAUSE SOMEONE LEFT, AND SO THE SYSTEM THEY NEED TO RECALCULATE BENEFITS.
THOSE CALCULATIONS HAPPEN MANUAL WHETHER THEY'RE HERE OR OUTSOURCED.
THEY HAVE TO HAPPEN THE WAY THAT OUR PAYMENTS ARE.
WE PAY EMPLOYEES UP TO THAT DATE IS CAUSE THOSE DIFFERENCES.
BUT I'M I'M COMMITTED TO HELPING THE PAYROLL DEPARTMENT.
I'VE ALWAYS BEEN COMMITTED TO THAT. IN FACT, I WAS ABOUT TO SAY THAT YOU'VE ALWAYS BEEN COMMITTED AND YOU'VE ALWAYS SHARED WILLINGNESS TO DO THE WORK, SO THERE'S NEVER AN INTENT TO MISCHARACTERIZE THAT.
DAPHNE, I DID WANT TO RESPOND TO COMMISSIONER SMITH.
THE AGENDA ITEM ON TODAY'S AGENDA WAS PRODUCED BY OUR GENERAL COUNSEL STAFF.
SO AND I WILL FOLLOW THE PROCEDURE IN ORDER TO ASSURE THAT IT WAS DONE PROPERLY AND I WILL SAY I REREAD IT AFTER IT WAS STATED ABOUT TWO COMMISSIONERS WE'RE TALKING ABOUT. I DON'T WANT TO MOVE ANYTHING TODAY. AND I WAS LIKE, WELL, LET ME DOUBLE CHECK.
LET ME DOUBLE CHECK BECAUSE MY NAME IS ON THIS.
AND AND IT SOUNDS VERY, VERY REASONABLE DISCUSSION AS I INTENDED.
DISCUSSION AND POSSIBLE ACTION. POSSIBLE ACTION TO AUTHORIZE PURCHASING TO DEVELOP SPECIFICATIONS.
I DON'T KNOW ABOUT YOU GUYS, BUT TO ME THAT'S TIME CONSUMING.
IN CONJUNCTION WITH THIS IS TEAMWORK PURCHASING COUNTY AUDITOR AND TREASURER TO WORK TOGETHER.
FUTURE MEETINGS TO SEE WHAT WE NEED, TO SEE WHAT WE WANT, TO SEE WHAT'S USEFUL, AND THEN LET PURCHASING GET A DEMO OR 2 OR 3. SO THERE WAS THERE WAS NEVER THERE WAS NEVER ANYTHING ON THE AGENDA FOR TODAY TO MOVE ANYONE. AND I WILL SAY, REFLECTING BACK ON CIVIL DIVISION'S WORK, IT WAS PERFECTLY DONE.
I SEE NOTHING WRONG WITH IT. DID YOU WANT TO CLOSE WITH ANYTHING? WE'RE GOING TO TABLE THIS ITEM. WE'RE NOT GOING TO TAKE ANY MORE ACTION. ANYTHING ELSE? NOPE. THANK YOU GUYS. PLEASE OPEN G3G3.
[G.3. Discussion and possible action to approve a one-time waiver of: (1) Section 2A118 of the County's Personnel Policy related to the six-calendar month waiting period requirement for retiree rehires; and (2) the County's two-week job posting requirements related to salary exceptions in relation to the hiring or appointment of a new Budget Officer. SMITH/INGALSBE (Part 1 of 2)]
DISCUSSION. POSSIBLE ACTION TO APPROVE A ONE TIME WAIVER OF SECTION TWO.A118 OF THE COUNTY'S PERSONNEL POLICY RELATED TO THE SIX COUNTY SIX CALENDAR MONTH WAITING PERIOD REQUIREMENT FOR RETIREE REHIRES AND TWO THE COUNTY'S TWO WEEK JOB POSTING REQUIREMENTS RELATED TO SALARY EXCEPTIONS IN RELATION TO THE HIRING OR APPOINTMENT OF A NEW BUDGET OFFICER JUDGE AS THE SPONSOR AND I WILL DEFER TO. SHOULD WE GO FIRST? THAT'S WHAT I STARTED TO SAY IN SPEAKING WITH WITH GENERAL COUNSEL.
SO PLEASE OPEN THE EXECUTIVE SESSION ITEM AND THEN.
WELL WE HAVE WE HAVE TWO. LET'S OPEN THEM BOTH.
BLESS YOU. AND THEN WHEN WE COME OUT OF EXECUTIVE SESSION.
[H. EXECUTIVE SESSIONS]
FIVE, 1.071 AND 551.074 OF THE TEXAS GOVERNMENT CODE.PUBLIC DISCUSSION AND OR ACTION. POSSIBLE DISCUSSION AND ACTION MAY FOLLOW IN OPEN COURT H TWO EXECUTIVE SESSION PURSUANT TO SECTIONS FIVE, FIVE, 1.071 AND 551.074 OF THE TEXAS GOVERNMENT CODE.
POSSIBLE DISCUSSION AND OR ACTION MAY FOLLOW IN OPEN COURT.
SO IF YOU ARE NOT DIRECTLY TIED TO THESE AGENDA ITEMS, PLEASE CLEAR THE COURTROOM.
ALL RIGHT. WE ARE BACK FROM EXECUTIVE SESSION.
AND BASED ON OUR CONVERSATIONS, WE HAVE ARRIVED AT A MOTION, COMMISSIONER SMITH.
JUDGE, DID WE FORMALLY OPEN THREE AND VOTE FOR DISCUSSION? WE DID. OKAY, PERFECT. I MOVE TO APPROVE A ONE TIME WAIVER OF SECTION TWO, A118 OF THE COUNTY'S PERSONNEL POLICY RELATING TO THE
[G.3. Discussion and possible action to approve a one-time waiver of: (1) Section 2A118 of the County's Personnel Policy related to the six-calendar month waiting period requirement for retiree rehires; and (2) the County's two-week job posting requirements related to salary exceptions in relation to the hiring or appointment of a new Budget Officer. SMITH/INGALSBE (Part 2 of 2)]
SIX CALENDAR MONTH WAITING PERIOD REQUIREMENT FOR RETIREE, RETIREE, REHIRES AND AND THE COUNTY'S TWO WEEK JOB POSTING REQUIREMENTS RELATED TO SALARY EXCEPTIONS IN RELATION TO THE HIRING OR APPOINTMENT OF A NEW BUDGET OFFICER UNTIL THIS POSITION IS FILLED.SECOND. PLEASE CALL THE ROLL. COMMISSIONER COHEN.
[00:50:03]
YES. COMMISSIONER SMITH. YES, COMMISSIONER. INGALSBE.YES. COMMISSIONER. HAMMER. YES. JUDGE BECERRA.
YES. HAMMER. MOTION TO ADJOURN. HAVE A GREAT REST OF YOUR WEEK.
* This transcript was compiled from uncorrected Closed Captioning.