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HomeMy WebLinkAboutCommittee of the Whole June 16 1987WHATCOM COUNTY COUNCIL COMMITTEE OF THE WHOLE June 16, 1987 The meeting was called to order by Vice Chair Roehl at 6:10 p.m. with Hansey, Hawley, Johnson, Muenscher, and Warner present. DISCUSSION OF REPORT ON INIRACOURTHOUSE BEORGANIZATT_ON The Committee reviewed the report, expressed its approval of the Administration's efforts and urged continued progress in the following areas: (1) Problems related to year -end change -over between annual budgets; office equipment maintenance; and radio maintenance. (2) We support the suggestion that an open list for County employment vacancies be maintained. (3) We support the current computer modernization and consolidation plans, and would like to see items in the 1988 budget, if necessary, to complete the physical relocation of the computer equipment and mapping of computer cable systems in the courthouse. (4) We will support funding in the 1988 budget for the development of a central mail system, and request that such an item be included in the budget. (5) We applaud the Administration's efforts to integrate the telephone management operation, and urge a continuation of that integration and consolidation. (6) We support the creation of current, up -to -date employee records for access by Personnel, and support access by Personnel to the Auditor's personnel data. (7) We consider a priority project to be a review and analysis of the County's fiscal and budget system. We request the Administration to present to the Finance Committee at its next meeting or as soon as is convenient a "job scope" which might be developed into an RFP to hire a consultant to review and ,analyze the County's fiscal and budget system and make recommendations on how to make it more efficient. We understand that this project may entail some expense ($5,000 - $20,000), but would give serious consideration to such expenditure in view of the possible benefits. June 16, 1987 Page 2 (8) A second priority is the consolidation and reorganization of our risk — management system. At the Administration's convenience, but second in order of priority to (7) above, we would like a job scope which would be developed into an RFP to hire a consultant to advise us on possible rationalization and reorganization of these functions. (9) A third priority is examination of our forms and records systems. We concur that this system needs reformation and simplification: The number of different forms used by the County should be minimized, and form control should be centralized in the Executive's office. We need a rational program for microfilming, records storage and records disposal. The development of an RFP for professional consulting in this area is appropriate. The meeting was adjourned at 8:30 p.m. WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON �C William P. Roehl Vice Chair ATTEST: r Carol Ebergson Clerk of the Counc' WHATCOM COUNTY COUNCIL Minutes and notes of the Committee of the Whole meeting of Tuesday, June 16, 1987. The meeting began at 6:10. Present were Warner, Hawley, Johnson, Muencher, Roehl, and Hansey. Also present were Shirley Van Zanten, George Reid, Nat Dickinson, and Tom Sutberry. The Committee expressed its approval and urges continued progress by the Administration in the following areas: (1) problems related to year- end change -over between annual budgets, office equipment maintenance, radio maintenance. (2) We support the suggestion that an open list for County employment va- cancies be maintained. (3) We support the current computer modernization and consolidation plans, and would like to see items in the 1988 budget, if necessary, to complete the physical relocation of the computer equipment, and mapping of computer cable systems in the courthouse. (4) We will support funding in the 1988 budget for the development of a central mail system, and request that such an item be included in the budget. (5) We applaud the Administration's efforts;to integrate the telebhone management operation, and urge a continuation of that integration and consolidation. (6) We support the creation,,-of current, up -to -date employee records for access by Personnel, and support access by Personnel to the Aud- itw's personnel data. (7) We consider a priority project to be reorganization and rational- ization of the County's fiscal and budget system. We request the Admin- istration to present to the Finance Committee at its next meeting or as soon as is convenient for the Administration a "job scope" which would be developed into an RFP to hire a consultant to advise us on possible systems re- organization. We understand that this project may entail some expense ($5,000- 20,000), but would give serious consideration to such expenditure recognizing the possible benefits. (8) A second priority is the consolidation and reorganization of our risk - management system. At its convenience, but second in order of priority to (7) above, we would like a job scope whould would be dev- eloped into an RFP to hire a consultant to advise us on possible rationalization and reorganizationoof these functions. (9) A third priority is examination of our forms at records systems. We concur that this system needs reformation and simplification: the number of different forms used by the County should be minimi.zed,a and form control should be centralized in the Executive's office. We need a rational program for microfilming,.records storage and records dis- posal. The development of an RFP for professional consulting in this area is appropriate.