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ANALYZE THEM, AND IT HASNIT BEEN WORKING OUT ALL THAT WELL. HE STATED <br />THAT HE WOULD'RECOMMEND FOR A BID COMMITTEE, POSSIBLY HIMSELF, PERSONNEL <br />.DIRECTOR DONLON AND GENE HAMILTON. HE STATED THEY WOULD ANALYZE THE BIDS <br />AND PROBABLY GO THROUGH THE ADMINISTRATOR BEFORE COMING BACK TO:THE <br />BOARD WITH A RECOMMENDATION. HE FELT THAT THIS PROCEDURE WOULD BE A <br />LITTLE MORE ORGANIZED THAN THE PRESENT PROCEDURE. <br />COMMISSIONER Loy STATED THAT SHE WILL PRESENT NO FURTHER <br />OBJECTIONS TO CHANGING THE BIDDING PROCEDURE, AND CHAIRMAN WODTKE AGREED <br />THAT HE WOULD GIVE THEM A CHANCE TO SHOW HIM HOW IT WILL WORK, <br />THE CHAIRMAN ASKED IF (H) ON PAGE 9 IN REGARD TO KEEPING THE <br />RECOMMENDATIONS ON BID AWARDS CONFIDENTIAL WOULD PRESENT ANY PROBLEM. <br />ATTORNEY COLLINS AGREED THIS COULD BE A PROBLEM, BUT FELT WE <br />SHOULD JUST TRY THE PROCEDURE AND SEE WHAT HAPPENS. <br />FINANCE OFFICER BARTON REFERRED TO PAGE IO AND NOTED THAT TO <br />HANDLE PURCHASE ORDERS AS SET OUT IN THESE GUIDELINES WILL REQUIRE SETTING <br />UP AN ENCUMBRANCE SYSTEM. HE INFORMED THE BOARD THAT AT THE PRESENT TIME <br />THE ACCOUNTING DEPARTMENT DOES NOT HAVE AN ENCUMBRANCE. SYSTEM AND DOES NOT <br />HAVE THE CAPACITY TO PUT ONE ON THE COMPUTER. <br />MR. FLYNN STATED THAT HE PUT THIS IN THE GUIDELINES AFTER <br />STUDYING THE AUDITOR S REPORT WHICH STATED THAT THE -COUNTY IS NOT ENCUM- <br />BERING ACCOUNTS AS REQUIRED. <br />MR. BARTON INFORMED THE BOARD THAT THIS WOULD REQUIRE REPRO - <br />CRAMMING THE ENTIRE ACCOUNTING PACKAGE. <br />COMMISSIONER SIEBERT NOTED THAT THE SYSTEM IS GOING TO BE <br />CHANGED ANYWAY, AND THE FINANCE OFFICER NOTED THAT CHANGE WOULD NOT ENTAIL <br />REWRITING EVERY PROGRAM. HE CONTINUED THAT HE PERSONALLY DOES NOT BELIEVE <br />IN AN ENCUMBRANCE SYSTEM. HE EXPLAINED THAT IN AN ENCUMBRANCE SYSTEM, j <br />AS SOON AS_A PURCHASE ORDER IS MADE, THE AMOUNT OF THE ORDER IS IMME- <br />DIATELY CHARGED TO THE SPECIFIC EXPENDITURE ACCOUNT AND THEN THIS AMOUNT <br />IS PUT INTO A SPECIAL ACCOUNT AND HELD. WHEN THE ORDER COMES THROUGH <br />TO PAY, YOU REVERSE THIS PROCEDURE AND PAY'IT FROM THE ENCUMBERED ACCOUNT, <br />WHICH AMOUNTS TO DOING IT ALL TWICE. <br />BOOK 39 PAGE 150 <br />FEB 2 11979 <br />I <br />