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HomeMy WebLinkAbout10-17-2000 Meeting I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - October 17,2000 1:00 P. M. PRESENT: Hons. Bob Young, Mayor; Shepard, Chairman; H. Brigham, Co- Chairman; Bridges and Williams, Randy Oliver, Administrator; Jim Wall, Attorney; Walter Hornsby, Deputy Administrator; Lon Morrey, Comptroller; Donna Williams, Asst. Comptroller; Harry Siddall, Fleet Manager; Lena Bonner, Clerk of Commission and Nancy ~orawski, Deputy Clerk of Commission. Also Present: George Eskola ofWJBF Television, Heidi Coryell of The Augusta Chronicle, Stacey Eidson of The Metropolitan Spirit and Hons. J. Brigham, Cheek, Beard, Kuhlke and Mays, Commissioners. The Committee fint discussed the management letter a~d response regarding the 1999 Annual Financial Statements. Mr. Oliver noted that there have been increases in the fund balances, that a new accounting software package was implemented in 2000 and ~ new Chart of Accounts was also instituted. There were no instances of funds being misappropriated, mismanaged or paid out improperly. I Mr. Morrey stated that the Finance Department is currently understaffed. He stated that revenue from Bush Field was received and deposited into the bank, but the distributions to specific accounts did not occur. He noted that problems with software contributed -to this and a solution is currently being pursued and will be accomplished administratively. Mr. Oliver stated that he felt Bush Field needs to employ a chief financial officer to help with the situation. After a lengthy discussion, Mr. Morrey stated that the procedure regarding property tax revenue can be changed administratively through software corrections. He noted that changes regarding the pooled cash account have basically been done and can be further refined. He stated that it should be recommended to the constitutional officers that they adopt the Bi-Tech system currently used by the City. Mr. Cheek stated that it would be helpful to have a punch list of items needing to be accomplished to help the Finance Department with its work. . Mr. Oliver recommended that City consider contracting with Mr. AI Slavens, former Comptroller of the County, on a consulting basis for up to 90 days at a cost of$55 per hour to help address some of the technical issues and provide guidance in areas of need. His salary could probably come from lapsed salaries in the Finance Department, and he would work in conjunction with Cherry, Bekaert & Holland in their consultations. I Mr. Bridges: I'll make a motion in committee that we hire the gentleman the Administrator recommended for a period of 90 days at the recommended salary. Mr. H. Brigham: Second. 1 Mr. Mays asked about the possibility of having special work sessions in the meantime to fully discuss the situation regarding the F41ance Department. The Chairman asked if a progress report could be expected back by the second Finance Committee meeting in November. Mr. Bridges: I'll include that as part of the motion. Motion adopted \lTIanimously. Mr. Morrey addressed further administrative changes that could be made as well as the matter of the department's reorganization, the possibility of hiring a Grants Coordinator, the segregation of accounting functions from budgeta~' functions, and the creation of a cash management area. ADJOURNMENT: There being no further business, the. meeting was adjourned. Lena J. Bonner Clerk of Commission 1- NWM I F.INANCE & APPROPRIATIONS AGENDA COMMITTEE ROOM - October 17, 2000 1:00 P. M. 1. Discuss management letter and response regarding 1999 Annual Financial Statements.