MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
DATE
TIME
LOCATION
Agencies
Represented
April 29, 2016
8:30 – 10:00 a.m.
Highway Safety & Motor Vehicles, Auditorium
AHCA, AST, Auditor General, DACS, DCF, DEO, DEP, DFS, DJJ, DMA, DMS, DOC,
DOR, DOT, DVA, FOCR, FSDB, FWC, HSMV, JAC, OPB
Opening Remarks – Christina Smith, Chair
• The meeting began with the introduction of attendees both on the phone and present at the
Department of Highway Safety and Motor Vehicles (HSMV).
Department of Management Services (DMS) – Debra Forbess
• New Director of the Division of Telecommunications: Heath Beach
o Debra introduced Heath Beach, the new Director of the Division of Telecommunications
with DMS. He has a great deal of experience in administration, finance, and project
management, implementation and design. Prior to and after receiving his master’s
degree in public administration from the University of South Florida, Heath worked for
the Hillsborough County Government. There, he was responsible for strategic planning,
project management and financial projections.
He later worked for the City of Jacksonville as an Assistant Budget Officer for five years.
In this capacity, he oversaw the preparation and monitoring of a $2.2 billion budget that
included more than 10 departments and five constitutional offices. He also served as the
Incident Command System Finance Section Chief during multiple emergency response
activations and chaired the General Government Awards Committee responsible for
reviewing, awarding, renewing and initiating contracts for the city. Most recently, as the
Manager of the Office of Budget and Policy for the City of Tallahassee, Heath oversaw
the implementation of the Oracle Public Sector Budgeting Cloud software solution.
Furthermore, he successfully administered a multimillion-dollar human resources
information system. Heath is a member of the Government Finance Officers Association
and of the Florida Government Finance Officers Association. His past work also includes
leadership positions in the nonprofit world and private sector focusing on policy and
market analysis.
Heath can be reached by phone at (850) 922-4135 or email at
Heath.Beach@dms.myflorida.com.
Department of Financial Services (DFS)
• Concentration Account Procurement Update - Division of Treasury – Bert Wilkerson
o Treasury is currently in the processes of contacting each agency individually to discuss
the concentration account transition to Wells Fargo. So far, 28 of 33 agencies have been
contacted and the remaining agencies will be contacted within the week. Topics of
discussion include branch locations, timing, remote deposit services, initial supply
orders, and maintenance of existing scanners.
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MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
Treasury intends for there to be an overlap of service between Bank of America and
Wells Fargo to allow for an easier transition. To allow for this overlap, Treasury is
working to update the cash management system to allow two banks at one time. No
agencies will convert before July. Treasury plans to hold workshops to allow agency
personnel interaction with the new system while Wells Fargo personnel are in the room
to answer questions. More information will be made available as dates are set.
•
Purchasing Card Redesign and Chip & PIN Migration – Rick Sweet
o Bank of America recently changed the design of the State Purchasing Card (PCard). The
new card design no longer includes the tax exempt certificate number belonging to the
DMS PCard Program, but does still have the words “TAX EXEMPT” printed on the face of
the PCard.
With the new card design, cardholders will now use their agency’s tax exempt number
when using their PCard. The Department of Revenue (DOR) is currently renewing each
agency’s “Consumers Certificate of Exemption” so that all agencies’ certificates will have
the same effective and expiration dates. Agencies can request either (or both) full-size
or wallet-size certificates.
DOR has asked each agency’s Administrative Service Director for a single point of
contact at their agency for the purposes of distributing the new certificates. Please send
this updated contact information (agency name, physical address, contact person,
contact email, agency mailing address) to David Young (youngda@dor.state.fl.us) by
Friday, May 6. David can also be reached by phone at (850) 717-7611.
•
Florida PALM Update – Melissa Turner (see handout for more information)
o Florida PALM has obtained appointments for and scheduled the first Executive Steering
Committee meeting. The Committee has 15 members including representatives from
Treasury, DFS, DMS, DOR, the Executive Office of the Governor, the Department of
Children and Families, the Department of Transportation, and the Department of
Environmental Protection. The first meeting will be held Tuesday, May 10 at DOR.
o The Florida PALM team would like to thank the agencies for their willingness to
volunteer for and continued interest and support of the Project.
•
Division of Accounting and Auditing Update – Christina Smith (see handout for more
information)
o Accounting and Auditing (A&A) is still researching information regarding the new
legislative House Bill 5003 travel rules. The current questions include:
 What is the definition of “meeting” as intended by the rule?
 What is included with the $150 per day?
 Does the $150 per day apply to sub-recipients?
 What is meant by “sponsored or organized, in whole or in part, by a state
agency?”
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MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
•
Update on the Office of Management and Budget’s Implementation of the DATA Act –
Christina Smith (see PowerPoint and handouts for more information)
Open Floor
• Question: Has there been any further progress on the Revenue Object Code review?
o Answer: Christina Smith – A&A is wrapping up analysis of the data. We have been
working with the Office of Economic and Demographic Research (EDR) to validate our
research findings. Agencies go much more granular with their revenue data than they
did with expenditure data so we are working slowly to find a middle ground and ensure
we are proceeding correctly. We anticipate a list to be released this fall at the earliest.
•
Question: DFS Accounting and Auditing is looking closely at recruitment and retention. Would
anyone else be interested in meeting separately to brainstorm about this? If we set up a
meeting, would the agencies come?
o All agencies seemed to express interest. Christina Smith said that she would work on
putting a meeting together.
Adjourn – 10:00 a.m.
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