2014-11-06 Cost of Government Commission Minutes

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departments. Ms. Kierkiewicz stated she agrees with Mr. Mitchell, but wants to make sure when making a recommendation there is concrete examples. Mr. Perry asked if this question is something that needs to be asked when interviewing the different departments. Ms. Garson gave an example on the routing of a contract for signature. She stated that when the County purchases an item or if there is a construction contract, the physical contract will be routed from the department that generated the contract and will get the contractor to sign. It then goes to Finance for signature and a certification of funds is attached to the contract. After Finance it may go to Human Resources, then to Corporation Counsel for legal review and finally to the Mayor’s office. The Mayor is the one who signs all contracts. Ms. Maddox asked if the entire contract in paper form is routed. Ms. Garson replied yes and stated that IT is looking at scanning and routing the contract electronically instead of physically walking the contract to each department. Ms. Kierkiewicz asked if it is protocol for the Mayor to review and sign contracts. Ms. Garson said it is stated in the Charter that the Mayor signs the contracts unless there is some other authority to somebody else to sign; if the Mayor not available then the Deputy Manager signs – there is a hierarchy of people to sign. Mr. Perry noted the Water Department is separate. Ms. Kierkiewicz asked if it takes months to route a contract for signatures. Ms. Garson said no and stated if there’s a rush contract, the department will hand walk the contract to each department. Ms. Kierkiewicz asked if contracts are posted on the County website when the Mayor signs off on it. Ms. Garson said no, there is a procurement site that shows which contractor was awarded a certain contract. She explained each document has its own legal requirements, but the process can be shortened if it can be done electronically. Ms. Kelly asked if this recommendation should be adopted for all department heads, which would lighten up the burden of the signature process. Mr. Mitchell agreed to adopt it for the department heads, in addition to the deputies and clerical staff. Ms. Garson thinks a memo recently came out from the Department of Finance regarding use of electronic signature or accepting facsimile signatures; notarized signatures on a contact used to be required. Ms. Garson thinks rather than make specific or really detailed suggestions to be general. She stated electronic signatures will not apply to every document; there are some exceptions such as deeds or easements that need a wet signature. Ms. Kierkiewicz asked if rehiring practices falls under this topic. For example, the paper work process and physical for a temporary worker being rehired on an annual bases. Ms. Garson said physicals are generally only done upon your initial employment with the County. Ms. Maddox asked if the Commissioners are in agreement with a recommendation for County to continue to expand and perhaps accelerate its policies related to the use of technology in processing forms and contracts. All Commissioners agreed. Ms. Maddox asked if the Commissioners would like to keep it on the agenda, but look at rewording it with but more descriptive or specific language. All Commissioners agreed. Ms. Garson confirmed that the recommendation will be kept on the agenda. Ms. Kierkiewicz asked Mr. Mitchell to follow up with some department heads to find out which forms they are referring to that are burdensome. Mr. Mitchell said he will and will be cautious in doing so because of confidentiality and doesn’t want to target any 9