OFFICE ORGANISATION

Te Aroha News, Volume XLI, Issue 6405, 20 October 1923, Page 5

OFFICE ORGANISATION

MR WRIGHT’S REPORT PRESENTED TO PIAKO COUNTY COUNCIL A second report, prepared by Mr Ernest Wright of Morrinsville, was submitted to the ordinary meeting of the Piako County Council last Monday. The former report was a general criticism of the business and duties of the Council, and complaint was voiced by councillors that it dealt too much in generalities. It was pointed out that what was desired was a report dealing with the management and organisation of the office. In reply Mr Wright said the desired report would be presented to the meeting of the Council on the. following Monday. The report read as follows: —

Arising out of the Council’s decisions on 13th inst., there will be the instruction to the two offices as to work and duties which will devolve upon them jointly. It is desirable that these be fixed definitely for the time being by the Council to avoid mistake or confusion. These should be as follows: vCOUNTY CLERK • To have full and undivided control and responsibility for the business of the County devolving upon the position of Clerk and Treasurer, and to p&duce to the Council at least three days before each meeting a statement showing the financial position of each riding account and also of each loan account together with the liabilities to date of each such riding account or loan.

To forward to each Riding 'Member with such statement a list of all accounts proposed to be paid f at the next meeting of the Council in respect of any work done in his riding.

The Clerk will be responsible for writing up the “Works Ledger,” in which will be kept account of all riding expenditure from the vouchers and quarry and transport statements, tb be made up ready for entering by the Engineer and certified to by him as correct.

In particular it is desirable that all inward correspondence be acknowledged as soon as possible and that after being dealt with by Council reply is immediately sent. Beyond these matters any further details can be adjusted by myself in due course.

I would suggest that when necessary assistance for typing work, required for meetings be obtained. The meetings coming in the middle of the month leave barely time for the proper and careful preparation of accounts for payment by the Engineer, and this is apt to throw the work on the Clerk’s office until last thing. In such case some slight assistance in this direction, and also' for getting out copies of minutes promptly to councillors may be necessary and should, I think, within limits, be duly authorised. COUNTY ENGINEER Is responsible for reporting all. expenditure to’ the clerk, and in collaboration with ensuring that expenditure limits be not dver exceeded. The instructions of the Council in this respect should be again agreed upon and thereafter adhered to. It is the engineer’s duty to prepare all vouchers for payment by the treasurer in the required form, stating in regard to each payment from which fund it is to be paid ami on which road or work it has been, expended. The vouchers should Txe in the treasurer’s hands not less than five days-before each monthly meeting.

At each meeting of the Council and Finance Committee the engineer shall report the amount of any liabilities not yet sent forward for payment, This is most important.

Applications for payments of Government grant monies shall go forward immediately the work is done and the application can ( be made therefor. These should be sent through ,hc clerk’s office and any delay in forwarding reported.

although written by the engineer, should go through the clerk’s office, where a i*ecord should be kept and the original filed together with duplicate of reply. One of the great difficulties so Car in the office organisation is the lack of records of transactions attended to by the engineer affecting the treasurer’s department, and of which, he should be cognisant. This can largely be remedied in this way, and with a better understanding which it is understood will now exist.

The work of the County engineer’s office will otherwise be under his entire and separate control and the re-

suits from which he will be solely responsible. PROGRAMME OF WORK

One item struck me in regard to this during the week-end. Provision was there made for the purchase of a new tractor and road grader (see last page at bottom). If it is the Council’s intention to purchase same right away by loan as shown instructions should be given. If not then the authority should be amended by deferment pro tern by resolution. As there is nothing here of a character necessitating my personal attention at the meeting in connection with it I have not arranged to attend meeting to-day, time during the morning being engaged in drafting matters referred to herein.