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29 <br />P'URC~IIASII~TG <br />One: <br />The County Engineer function is assigned to this division. I do <br />have questions why the need and why here? Further study is <br />needed to validate the move. Why not the Planning Department <br />or elsewhere? <br />Two: <br />As part of a county-wide need, there may be reason to study the <br />concept of constructing a central storage and distribution facility <br />(possibly near the county garage). The concept envisioned <br />would encompass a centralized depository where historic county <br />files could be securely stored. Items like the BOE voting <br />machines could be housed there. It could be a location where <br />such activities as scanning and shredding of documents could be <br />centralized in a secured area. Doing so helps address record <br />storage and space issues impacting all departments. <br />Three: <br />In an effort to control county purchasing activities a policy <br />of requiring a "purchase order" for all purchases of $100 or <br />more and also treating every equipment related purchase of <br />$500 or more as a capital item is in place. An analysis of these <br />two policies might make it difficult to justify their existence. <br />Without verification, it may be that we are spending dollars to <br />save dimes. Requiring a PO for every $100 purchase means an <br />added paper trail is being created and that requires someone to <br />handle, track and audit. I have not yet verified how many PO <br />actions exist in total or the range of dollars involved. But <br />without doing so, I know that excess staff time in Purchasing <br />and at the operating department level is being spent tracking <br />low value actions at a per hour cost that probably exceeds any <br />savings in purchase coordination or incidental improper <br />purchases made. We can research what baseline other counties <br />2s <br />