2011-03-23 Cost of Government Commission Minutes

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MS. NICHOLSON: No, you said something about permits. MS. O’HARA: That would be online approvals. MS. NICHOLSON: Okay are we fine with that? Does that work? MS. PROVALENKO: I’m fine. MR. MATSUDA: I’m fine with that. MS. SARSUELO: Can you repeat it again. MS. NICHOLSON: Okay, let’s now look at… MS. O’HARA: She wants me to read that second sentence one more time. Utilize technology such as electronic signatures in each department, electronic distribution, and online approvals to increase efficiency. MS. NICHOLSON: Okay? All right, now let’s go to b which will nowbe the new a. Require that each department have an annual strategic planning session to identify their needs for outside contracting services over the next two to five years such that they can commence with drafting the bid documents. MR. MATSUDA: How about just changing one word? Just saying: over the next two to five years allowing them to commence with drafting the bid documents. MS. NICHOLSON: Sowe’re taking out such that they can to allowing them to? MR. MATSUDA: Yes. MR. ARMOUR: Can you draft bid documents before it’s approved in the budget? MS. GARSON: Can you draft bid documents? MR. ARMOUR: Well the way I read it is that they have this planning session to identify their needs for two to five years out and then they’re going to start drafting the bid documents. But can you do that if it hasn’t been approved in the budget? MS. GARSON: Sure. I mean you might not because you don’t know if the project is going to go forward unless you have money for it. But that doesn’t prevent anyone from working on it. MR. ARMOUR: Let me rephrase my question. Does it make sense to do it? MS. O’HARA: It makes sense to do it. It drives the budget more than anything to get some handle on what those costs are going to be. MS. NICHOLSON: It seems to me what we’re trying to get at is what’s the important thing here? The important thing is knowing in advance or anticipating in advance what your needs 9