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1 <br />CHAIRMAN WODTKE NOTED THIS MUST GO THROUGH ACCOUNTING TO BE <br />SURE THE MONEY IS IN THE BUDGET. <br />MR. FLYNN POINTED OUT THAT IF YOU DONT ENCUMBER FUNDS, YOU <br />DON'T KNOW HOW MUCH YOU HAVE ON HAND AND HOW MUCH YOU HAVE SPENT. AN <br />ENCUMBRANCE SYSTEM WILL GIVE YOU AN OUTSTANDING PURCHASE ORDER LIST <br />MONTHLY, WHICH HE FELT IS IMPORTANT, BECAUSE ORDERS ARE NOT ALWAYS <br />COMPLETELY FILLED AND HAVE BACK -ORDERED ITEMS, WHICH CAN CAUSE A PROBLEM. <br />COMMISSIONER SIEBERT AGREED THIS IS IMPORTANT SO THAT WHEN WE <br />ORDER SOMETHING, THE FUNDS CAN'T BE USED.ELSEWHERE IN THE MEANTIME, AND <br />SO THAT AT THE END OF THE YEAR WE KNOW WHAT IS STILL ON ORDER. <br />MR. BARTON AGREED THAT THIS IS NECESSARY AT THE END OF THE YEAR, <br />BUT NOT DURING THE YEAR, HE FELT IT IS NOT WORTH IT TO GET EXTRA PEOPLE <br />JUST TO HANDLE THIS. <br />COMMISSIONER LOY ASKED WHAT WOULD BE THE ALTERNATIVE, AND <br />MR. BARTON NOTED THAT WE HAVE A MANUAL PURCHASE ORDER SYSTEM. <br />ASSISTANT ADMINISTRATOR NELSON STATED THAT HE HAD NOT UNDER- <br />STOOD IT WOULD BE THAT MUCH OF A PROBLEM'AND REQUIRE REPROGRAMMING THE <br />WHOLE SYSTEM. HE FELT WE WILL NEED THIS EVENTUALLY, IN ANY EVENT. <br />MR. FLYNN SAID HE HAD FELT THIS COULD BE DONE WITH THE NEW <br />EQUIPMENT, BUT NOT THE PRESEN'r EQUIPMENT. <br />FINANCE OFFICER BARTON STATED THAT HE JUST DOES NOT WANT THE <br />BOARD TO EXPECT THIS TO BE IMPLEMENTED RIGHT NOW. IT WOULD HAVE TO BE <br />IMPLEMENTED WHEN THE NEW MACHINERY ARRIVES. <br />COMMISSIONER SIEBERT STATED THAT HE WOULD HOPE IT WOULD NOT BE <br />NECESSARY TO HIRE ADDITIONAL PEOPLE TO HANDLE THIS AFTER THE NEW EQUIP- <br />MENT ARRIVES. <br />THE FINANCE OFFICER POINTED OUT THAT YOU HAVE TO KEY PUNCH ALL <br />THIS INFORMATION INTO THE MACHINE AND TO DO THIS PROPERLY, WHENEVER MORE <br />THAN ONE DEPARTMENT IS INVOLVED IN A PURCHASE ORDER, THAT ORDER WILL HAVE <br />TO BE BROKEN DOWN IN ORDER TO CHARGE IT TO THE CORRECT DEPARTMENTS. <br />COMMISSIONER LOY FELT THE ORDER ITSELF WILL TELL YOU EXACTLY <br />WHO IT IS FOR AND HOW IT IS ALLOCATED, AND MR. FLYNN AGREED THAT THIS <br />WILL BE IN THE ACCOUNTING DATA ON THE PURCHASE ORDER, <br />BaoK 39 pacE �.5 <br />