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05-21-2014 Committee Warehouse Meeting Wednesday, May 21, 2014 Present: Mark Johnston, Veronica Quezada, Joseph Anzivino, Sally Bales, Roger Bishop, Candace Brown, Richard Clark, Victoria Delgado, David Dollahon, Sergio Esparza, Pat Gomez, Franco Granillo, Lissa Herrera, Eric Martin, Esther Martinez-Carrillo, Karen Medina, Lisa Murphy, James Nold, Cheryl Rodriguez, Gabriel Sapien, Elizabeth Vega, Gary Byrum, Lori Romero, Barbara Deleon, Victoria Fredrick, Joy Ann Lucero, and Amber Vaughn. I. Narrowing down five major components for the warehouse process. Mr. Johnston had the Committee set up in groups to have discussion on the following topics. A. Work Order System - Process B. Procurement - Purchasing C. Supplies - Inventory D. Bar Code — Employee Tracking E. Initial Set Up— Funding Mr. Johnston would like the group to collectively think in terms of a business, and what are the major components for setting up this business to work properly. Mr. Dollohan stated that another component to add to the process would be an inventory control section that will work for the inventory itself and can be repeated elsewhere. Ms. Fredrick stated under the inventory control the count still has to be counted whether in a vehicle or in a warehouse etc. Mr. Johnston stated what he sees happening is two different things the warehouse items will be control inventory and the SOP to how we control that inventory will be utilized in other areas where there is usable goods. Richard Clark, Sally Bales, David Dollohan, Liz Vega, Lisa Murphy and Lissa Herrera gave the following points that were discussed under the Initial Set up Process. 1. All Department Inventory—Who will maintain it and manage it appropriately. 2. Initial Staffing — Makes sense to consolidate staff with the warehouse knowledge. 3. Funding —from an enterprise fund or an internal services fund. 4. Housing and Ownership — recommendation of Admin and Purchasing be owners, not tied to one department or another. 5. What should be warehouse and what should be just in time purchased? Pricing agreements and quantity limitations with in purchasing. 6. Warehouse items to be bulk items and repetitive items. Joy Ann Lucero, Joseph Anzivino, Franco Granillo, Gabriel Sapien, Sergio Esparza, and Gary Byrum gave the following topics that were discussed under the Work Order System — Process —Warehouse/Set up and supplies 1. Area and Size 2. Types of materials and how would they be stored. Chemicals would be stored differently. 3. Different shifts for crews that start at different times. 4. Utility vehicles having rolling inventory. Yearly basis certain vehicles with certain tools. Amber Vaughn, Cheryl Rodriguez, James Nold, Victoria Fredrick, Lori Romero, Candace Brown gave the following points on Finance. 1. Charge out. How it stands in MUNIS today. 2. GL Distribution codes. 3. Workflow, Work Order system electronically. Mr. Johnston stated that if the individual department bought their own product through the warehouse to be stored in the warehouse, they could be bar coded. Overhead would have to be figured out through the warehouse. Ms. Fredrick suggested to create a section with in the general fund. This would mean reallocation of current funding. Utilizing existing staff (no new staff needed) and operating funds will come from each department utilizing the warehouse. Barbara DeLeon, Karen Medina, Roger Bishop, Victoria Delgado, Veronica Quezada spoke about the Bar Coding System and the keys points to a bar code system. 1. Bar Coding — Having bar codes on warehouse items, employee ID's bar coded and a work order bar coded. 2. Random Audits — Checks from Finance 3. Item Mapping —Where the item would be in the warehouse. 4. Thresholds— Small dollar amounts to larger dollar amounts 5. Trending Report—as a tracking mechanism. II. Sub Committees III. Discussion on presentation for process for May 30. Cheryl Rodriguez. IV. Discussion of purchasing/MUNIS presentation in June. V. Next Meetings: A. Friday, May 301b 1:OOpm at City Council Chambers. Overview: • Cheryl Rodriguez will present next Friday. • Two weeks from this date staff will be put into sub committees. • Purchasing will then present and get basics out on the direction to move forward. • In two months will give update/vision to Brian. Next meeting will be sent out for May 30".