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Commissioners direct staff to collect county policies into a central location and explore HR/payroll systems
Summary
The board directed staff to gather department policies into a central repository (Google Drive) and to evaluate tools — including HR/payroll systems and policy platforms — that could host policies, track reviews and record staff acknowledgements.
At the May 13 meeting commissioners discussed the lack of a single, searchable repository for county policies and directed staff to compile all departmental policies into a central location and present options for maintaining, tracking and auditing them.
Why it matters: County departments maintain policy and procedural documents in different places and formats, which makes it difficult to confirm whether policies are current and whether staff have read or completed required trainings. A central policy repository with review tracking can reduce legal and operational risk and make onboarding easier.
What commissioners asked staff to do - Consolidation: Staff were directed to solicit existing policies from all departments and assemble them into a single shared folder (staff suggested Google Drive) as a first step. That folder would contain links and documents and be indexed for search. - Tools and automation: Commissioners asked staff to explore options that can track when policies are reviewed, maintain versioning, and provide automated notifications (examples discussed included HR/payroll platforms with training modules, and commercial policy platforms such as Lexipol). Staff noted Lexipol primarily tracks federal updates and is geared to law enforcement; other HR systems provide training, payroll and personnel integration. - Governance: Commissioners asked for a simple workflow that assigns department owners for each policy, records last‑reviewed dates and sets reminders for periodic review. Staff said some departments (IT, sheriff, DHS) already have well‑organized policy files and that permissions can be used to keep sensitive DHS records restricted.
Next steps: Staff will send a request to departments for policy files, create an initial consolidated folder, and return to the board with a short report (by early June) including recommended tools, estimated costs and implementation timeline. Commissioners indicated a preference to keep the initial step simple (shared drive) and then evaluate whether a paid platform or HR/payroll integration is warranted in the 2026 budget cycle.
