Griggs County commissioners set ARPA priorities, approve software and AV upgrades

GRIGGS COUNTY, N.D. — The Griggs County Board of Commissioners on Dec. 16 moved to commit parts of the county’s COVID-related federal aid and to prioritize other projects for possible grant matches, approving two immediate expenditures and adding security, road equipment and other technology items to an internal project list.

The board voted to obligate $65,000 of the county’s COVID ARPA money to buy new accounting and payroll software from Counties Providing Technology (CPT) and approved a roughly $40,000 upgrade to the commissioners’ audio/video and livestreaming system. Commissioners discussed but did not finalize allocations for a courthouse door‑access and camera system, a sheriff’s patrol vehicle, and road equipment including a reversible blade and replacement belly dump trailers.

Why it matters: Federal ARPA funds must be obligated to specific projects by the end of 2024 and spent by 2026. County staff told commissioners they have several pools of COVID-related funds — including a $362,199.33 restricted ARPA balance that must be obligated and a separate $100,000 LATCF account with no federal restrictions — and urged the board to identify projects now so money can be re‑obligated if grants later cover those projects.

Samantha, a county finance staff member, briefed the board on the timing and restrictions for the money and said, “The money has to be allocated to projects by then 2024. It doesn't have to be spent until 2026.” She recommended documenting an internal project list so the county can reallocate funds if grant awards later replace ARPA dollars.

The discussion that followed covered multiple candidate projects. County IT and facilities staff described a courthouse door‑access and camera package priced at about $182,539, and said they would apply to a court facility security grant that — if approved — could cover about 75% of the court’s share, reducing the county’s net cost by an estimated $57,009.77. Staff said the proposed camera package would include about 26 cameras and 44 doors identified for control, with about 20 doors and 8 cameras earmarked specifically for courtroom-related functions.

Roads and equipment was another frequent topic. Commissioners and road staff debated whether to use ARPA or other local funds to finance a reversible blade (estimated around $20,000), replacement belly‑dump trailers and other road needs. County road supervisor Wayne and several commissioners stressed preserving a highway reserve for major future repairs, while also noting there are existing department funds available for some immediate equipment purchases.

On technology and operations, the board approved a plan to upgrade the meeting room audio/video system and to buy tablets for commissioners so packets can be distributed digitally. County IT staff estimated a combined cost of roughly $40,000 — about $24,009 for an audio upgrade, $11,048 for a video upgrade and about $4,001 for tablets — and said new equipment would support Samantha’s planned livestreaming of commission meetings beginning in January.

Votes at a glance - Use ARPA funds for CPT software: Motion to obligate $65,000 from the restricted ARPA balance to purchase CPT accounting/payroll software. Mover: Commissioner Stephanie (as recorded in the meeting); second: Josh (as recorded). Recorded voice/roll‑call: motion carried (ayes recorded in the meeting). Outcome: approved; staff instructed to obligate funds and proceed with vendor conversion scheduled to begin Jan. 1. - Commissioner audio/video and livestream system: Motion to use ARPA funds (COVID ARPA account) to pay up to $40,000 for an upgraded commissioner audio/video system and tablets to support livestreaming and better meeting recordings. Motion seconded; voice vote recorded in favor. Outcome: approved.

What the votes do and do not do The votes obligate county ARPA dollars for the two approved purchases and direct staff to proceed. Commissioners did not at this meeting vote to obligate ARPA funds for the courthouse door/camera package, the sheriff vehicle, or new road equipment; those items were added to the county’s internal ARPA project list for prioritization and potential over‑allocation (staff recommended intentionally over‑allocating a project list so the county can re‑obligate if grant funding later covers a listed item).

Staff clarification and next steps County finance staff emphasized that obligating a project internally does not necessarily require immediate cash outlay; funds must be assigned to projects by Dec. 31, 2024, but may be spent later — by the statutory deadline of 2026. Staff recommended maintaining a prioritized, internal project list (the board’s “wish list”) and said that if the courthouse security grant or Homeland Security grants are awarded, the county can reallocate ARPA funds to other internally listed projects.

Commissioners asked staff to produce a running spreadsheet showing designated and remaining balances and to prioritize projects with dollar amounts so the board can decide which items to obligate immediately and which to leave as contingent projects. Staff said they would return with that worksheet and the required Memoranda of Understanding (MOUs) or documentation to obligate funds, and will submit grant applications already being prepared for courthouse security and other grant lines.

Ending With the two approved obligations, commissioners said they will continue meeting in coming weeks to finalize the internal project priorities and to submit required paperwork before the year‑end obligation deadline. No project listed for ARPA reallocation was recorded as a final purchase at this meeting other than the two approved above.