Wednesday, April 25, :00 p.m. Conference Registration. 1:00 p.m. Welcome and Orientation New highway accountants were welcomed.

Transcription

1 2018 Minnesota County Highway Accountants Association Conference April 25 27, 2018 City Center Hotel, Mankato, MN Minutes from the 45 th Annual Conference Wednesday, April 25, :00 p.m. Conference Registration 1:00 p.m. Welcome and Orientation New highway accountants were welcomed. Larry Phillips opened the conference by welcoming all attendees and (thanked district 8 who organized the 45 annual meeting and district 4 for putting together raffle tickets. Larry introduced Mark for orientation) Orientation by Mark Florence from St. Louis County in Duluth gave general information about when and how the MCHAA has started and the objective of MCHAA. Mark also welcomed the new accountants and gave an overview of the MCHAA. The accountants introduced themselves and then had trivia fun questions about Minnesota. The winner is given 3 of the district basket tickets. After wards, Yvonne Kirkeide from Anoka County presented guidance about. Mike from State Aid addressed State Aid finance website updates. Two kinds of raffle tickets are sold. 2:00 p.m. Mixed District Roundtable Discussions Accountants were assigned a number that corresponded to a meeting room where the accountant would meet with individuals from other Districts. Groups discussed roundtable questions. 2:45 p.m. District Roundtable Discussions Everyone met with their own District where they discussed the roundtable questions and how others in their mixed groups had dealt with the issue in each question. 3:30 p.m. Business Meeting President, Larry Phillips, called the meeting to order. Larry introduced and thanked the Executive Committee, Planning Committee (district 8), Vice President Mark Florence and Secretary/Treasurer Nick C (not attending conference this year due to assignment). Larry thanked District four for organizing the hospitality room. Larry made announcements and housekeeping items: Location of the hospitality room. Lesley and Cortney County, is selling raffle tickets and tickets for baskets. 1

2 Two people retiring Sharon Diesen from Roseau county, and Jamie Finne, Dodge County is retiring at the end of the year Eight new accountants were introduced and recognized. U of M requires attendance about 83 people so pass information to engineers to encourage attendance Cash bar Announced dinner was from 5-6 PM in the hotel restaurant. Comedian will be entertaining at the banquet dinner Hospitality room will be open right away after 6:00 PM Brewery tour from 7-9PM Encourage net working Motion to honor Donna Hodel, Koochiching County was made in 2017 conference for years of services. A plaque was sent to her. Donna was hired on Aug 16, Mark will continue to be the Treasurer/Secretary Larry nominated acting Vice President Mark Florence, St. Louis County for 2018/2019 President. He accepted the nomination. Heather Olson nominated acting Secretary/Treasurer Nick Mielke, Crow Wing County, for Vice President for 2018/2019. Motion by Heather Olson, from Wadena County second by Rhonda Anstine from Hubbard county accepted the nomination. Larry asked for nominations for the secretary/treasurer position. No nominations were made. He then asked a nominating committee to find candidates for the position. Lesly and Courtney to be on the committee. Larry then Nominated Kary More for the 2020 Planning committee chair, And Sarah Olson for 2019 planning committee. Gloria Winkler, Mahnomen County announced that she is planning retirement and may not attend the 2019 Conference, therefore requested a Historian Photographer be nominated. Larry asked for nomination. No nominations were made. He requested the nomination committee to find candidates for the position. Larry then introduced Katie, University of Minnesota and recognized him for his work in organizing the conference. Larry then closed the meeting. 3:45 p.m. Conduent/Costrite Update Concurrent Sessions Scot Bentley from Conduent and Amy Boyle from Costrite updated users on the systems and took questions from users. 4:45 p.m. Adjourn 7:00 p.m. Mankato Brewery Tour 2

3 Thursday, April 26, :30 a.m. Breakfast 8:00 a.m. Welcome Katie welcomed the accountants to the 45 th annual conference. Katie thanked the Executive Committee and Planning Committee. Zack also reviewed the contents included in the folders that were distributed. Larry Phillips, President, welcomed everyone to the 45 th annual conference and covered some additional housekeeping items. Larry introduced Commissioner Drew Campbell from Blue Earth County. He also introduced Peter Harff, Assistant District Engineer for District 7. 8:45 So You Want to Be Like State Aid Mitch Rasmussen, State Aid Engineer, Kristine Elwood, Deputy State Aid Engineer Presented about changes in State Aid office, importance of District State Aid Engineers Bridge replacement programs and financing on what type of projects different types of findings are used. 9:15 Public Service in a 1-Click World While Driving a Model -T Larry introduced Donald Theisen, Washington County Public Works Director. Don talked about different types of public services and environmental issues. 9:50 a.m. Break 10:00 a.m. White Collar Crime Trends Larry introduced Brent Wartner, First Assistant Washington County Attorney. Brent discussed about different types of white-collar crimes such as Cyber-crime, embezzlement, frauds, counterfeiting and identity theft. Suggested ideas on how to prevent Cyber-attack and embezzlement. 10:45 a.m. Audit Findings and Effective Responses Larry introduced Chris Knopik, CPA, CFE Principal Auditor at Clifton Larson Allen. Chris talk about types of Audit Findings. He also explained how to understand and respond to those findings. 11:30 a.m. Lunch 12:30 p.m. Minnesota County Engineers Association Update Larry introduced Lon Aune, President of Minnesota County Engineers from Marshal County. Lon thanked all attendee and explained about different projects around different areas. He mentioned about Agendas discussed at the legislation level. 3

4 12:50 p.m State Aid Concurrent Sessions Larry introduced Candy Harding from State Aid Finance. Candy gave general guidance about what they as a department provide financial support to Minnesota s Cities and Counties. She also introduced contact person at the State Aid office for specific job and explained changes in Roles and Responsibilities. 1:00 p.m Break 1:15 p.m. The group split into two Sessions. Session A and Session B Session A covered topics: Right of Way Cost Clarification, Force Accounts, Master Contract Overview, How to Account for Peripheral Costs of a Project, Highway Maintenance. Presenters were Mike Kilanawski and Cindy Degener from State Aid Finance and Susan Berndt State Aid Master partnership coordinator. 2:15 p.m. Break Session B covered topics: SA Payment Requests, Common Errors on DCP and SA Payment requests, DCP funding setup, Federal Overrun Justifications. Presenters were John Fox and Candy Harding. 3:15 p.m. Adjourn 6:00 p.m. Annual Banquet Larry recognized accountants retiring: Sharon Diesen -Roseau Co Jamie Finne - Dodge Co Again this year, each district provided a basket that was raffled and gift cards were also raffled for a fundraiser. The district basket raffle winners included: District 1 basket winner: Stephanie Buss, Stevens County District 2 basket winner: Rhonda Anstine, Hubbard County County District 3 basket winner:, Cook County District 4 basket winner: Rhonda Hanson, Roseau County District Metro basket winner: Lisa Sorlie, Cook County District 6 basket winner: Ann Rodke-Leshovsky, Clay County District 7 basket winner: Tracey Worzala, Stearns County District 8 basket winner: Sharon Diesen, Roseau County The gift card raffle winners included: $25 Home Depot: Sharon Diesen, Roseau County $25 Walmart: Lisa Sorlie, Cook County 4

5 $25 Target: Leala Roth, Beltrami County $25 Subway: Heather Olson, Wadena County $25 Applebee s: Sandra Martinez, State Aid $25 Walmart: Pam Herman, Sibley County $25 Applebee s: Sheila Schroeder, Houston County $25 Subway: Ronda Hanson, Roseau County $50 Home Depot: Larry Phillips, Washington County $50 Home Depot: Rhonda Olson, Chippewa County $25 Walmart: Francis Kerber, Carver County $100 Target: Amanda Stradtman, Watonwan County Friday, April 27, :00 a.m. Breakfast 8:00 a.m. Protect Yourself from Control Dramas Larry introduced Jodi Janati, Trainer, Speaker and Conference facilitator. 9:15 p.m. Break 9:25 a.m. Protect Yourself from Control Dramas (Continued) 10:30 a.m. Minnesota County Highway Accountants Business Meeting President Larry Phillips called the business meeting to order. A copy of the 2017 conference minutes was included in everyone s folder. In 2019, the Planning Committee is District 8, and Bette Schweer, Yellow Medicine County is the Planning Committee Chair. In 2020, the Planning Committee is District 3, and Sara Olsen, Aitkin County is the Planning Committee Chair. Motion by Lisa Sorlie, Cook County, to approve the minutes. Second by Mark Linne, Carlton County to approve the minutes. Approved. The Treasurer s Report was read by Mark Florence, Vice President. Motion by Rhonda Anstine, Hubbard County, to approve the report. Second by Rhonda Olson, Chippewa County Approved. Tracey Worzala, Stearns County, was nominated for the 2018 Secretary/Treasurer. Tracey accepted the nomination. Motion by Jamie Finne, Dodge County to close nominations. Second by Lisa Sorlie, Cook County. Approved. Nick Mielke, Crow Wing, was nominated as Vice President. Motion by Lisa Sorlie, Cook County, to close nominations. Second by Rhonda Anstine, Hubbard County. Approved. Mark Florence, St. Louis County was nominated as President. Motion by Mark 5

6 Linne, Carlton County to close nominations. Second by Lisa Beskau, Dakota County. Approved. A raffle was conducted for the balance of the hospitality room items Conference The location will be North, in Detroit Lakes Sarah Olsen, is the Planning Committee Chair. District three is the Planning Committee. District five is in charge of the hospitality room Conference will be central. Respectfully submitted, Mark Florence, St. Louis County 2017/2018 Vice President and acting Secretary/Treasurer 6