05-17-94 v MINUTES OF THE STRATEGIC PLANNING SESSION OF ATLANTIC BEACH CITY
COMMISSION HELD IN CITY HALL ON TUESDAY, MAY 17, 1994
Commission Members Present:
Lyman T. Fletcher, Mayor
Steven M. Rosenbloom, Commissioner
Suzanne Shaughnessy, Commissioner
J. Dezmond Waters, III, Commissioner
Robert G. Weiss, Commissioner
Staff Present:
Kim D. Leinbach, City Manager
James R. Jarboe, Deputy City Manager
Ann Meuse, Finance Director
Maureen King, City Clerk
Also:
Joe Welsh, Purvis Gray & Company
The meeting was called to order by Mayor Fletcher who asked Joe
Welsh to report relative to the city' s audit of fiscal year 1993.
Joe Welsh distributed the Audit Report and Additional Elements of
Report prepared in accordance with Government Auditing Standards.
He reported the city was in sound financial condition with
adequate, but not excessive, reserves. He reviewed in some detail
the schedules of revenues and expenditures. He indicated some
problems had occurred as a result of the change from quarterly to
monthly billing, problems with computer hardware and software, and
also from a lack of training on the computer system. He
highlighted some areas which he felt needed to be addressed by the
city.
Ann Meuse distributed a letter to the City Commission and explained
the Finance Department had been reorganized and internal controls
had been put in place, and along with other corrective measures
currently being taken, she felt most of the weaknesses identified
by the auditors had either been addressed, or were being addressed.
Following a period of questions and answers Mr. Welsh left the
meeting and Ann Meuse indicated she had instructed the department
heads relative to budget preparations for FY 1994/95. She provided
the commissioners with a copy of the documents given to department
heads and indicated the department budgets would be submitted to
the City Manager by June 30, 1994. She indicated the department
heads would be required to prepare their budgets on three levels,
namely, existing level of service, capital improvements for five
years, and proposed betterments. She also provided a tentative
budget calendar.
A lengthy discussion ensued relative to the city' s AS400 computer
system and Ms. Meuse indicated the computer was absorbing disk
space at the rate of 1% per week and would shut down when it
Page Two
Minutes of Strategic Planning Session
May 17, 1994
reached full capacity. She indicated she would budget for
expansion of the system in the next fiscal year' s budget.
The next strategic planning session will be held on Tuesday, May
31, at which time the City Manager suggested the matter of
"betterments" could be discussed.
There being no further discussion, the Mayor declared the meeting
adjourned.
Ma6, 411g7.)King
City Clerk