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The Department of Purchasing and Contracting will perform the following records management functions:
(a) Administer a uniform Records Management Program encompassing all County departments and offices;
(b) Manage Countywide agreements for off-site records storage, scanning services, and duplicating services; and
(c) Provide for records storage and retrieval of historical documents maintained in the County's vault(s).
(Added by Ord. No. 9297 (N.S.), effective 2-22-01; repealed by Ord. No. 9545 (N.S.), effective 5-8-03; new section added by Ord. No. 9601 (N.S.), effective 10-30-03; amended by Ord. No. 9836 (N.S.), effective 4-12-07; amended by Ord. No. 10406 (N.S.), effective 2-4-16)
(a) There is established for use of the Director a Petty Cash Revolving Fund. The amount of such fund will be established by resolution of the Board.
(b) The Petty Cash Revolving Fund may be used for such miscellaneous purchases as the Director may require. The Auditor & Controller shall draw a warrant to reimburse said Petty Cash Revolving Fund upon receipt of a properly documented statement of disbursements from the fund.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01)
The Director, upon receipt of a proper requisition, shall supply the heads of the various offices, departments and institutions of the County with forms of requisitions and shall prescribe the manner of transmission and the number of copies of such completed forms to be submitted to Purchasing and Contracting. Requisitions may be transmitted and approvals obtained electronically, provided that proper procedures and safeguards are approved by the Auditor & Controller.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01)
Authority to draw requisitions is hereby vested in the heads of the office, departments and institutions of the County. Such head may delegate this authority to any of his or her deputies, officers or employees through electronic or written authorization.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01; amended by Ord. No. 10406 (N.S.), effective 2-4-16)
The Chief Administrative Officer may require that any requisition or requisitions be submitted to that office for approval. The Director has discretionary authority to submit any requisitions to the Chief Administrative Officer for approval.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01)
The Chief Administrative Officer shall promptly approve or disapprove all requisitions submitted for review and, if approving the requisition, shall transmit the same promptly to the Director. If the Chief Administrative Officer disapproves the requisition, the reasons shall be transmitted in writing to the requisitioner.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01)
The Department of Purchasing and Contracting shall administer Internal Service Funds for Document Services, in accordance with the following procedures.
(a) The Internal Service Funds may finance (1) equipment, (2) materials, (3) supplies, (4) services, (5) labor expenses, and (6) all other expenses incurred in establishing and operating the service activities.
(b) The Director may provide for the fixing and collection of charges from the recipients of activities financed by the Internal Service funds, and such charges may include all expenses in providing the service activity, including operational costs, depreciation and acquisition of new and replacement equipment.
The Internal Service funds shall be accounted for as prescribed by the Auditor and Controller.
(Added by Ord. No. 9297 (N.S.), effective 2-22-01; repealed by Ord. No. 9545 (N.S.), effective 5-8-03; new section added by Ord. No. 9601 (N.S.), effective 10-30-03)
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