DEPARTMENT OF STATE
Secretary of State
NAR 0 I90q
W S. A. P B.
Hector Miron, Director
Historic St. Augustine sesvatipn Board
Hal Lench, Director / ( ak/
Division of Administrative Services
March 1, 1989
Subject: Fixed Capital Outlay Delegation Reports
On February 17, 1989 I sent you a memorandum regarding the reporting
requirements on each Fixed Capital Outlay project which has been delegated
to your budget entity.
Mr. Derek Mclean of the Division of Building Construction has finalized
reporting formats for both the Semi-Annual Statement of Condition and the
Annual Status Report which are attached for your information. Also attached
is a letter dated February 23, 1989 from Mr. McLean reiterating the importance
of submitting these reports.
Your completed responses should be forwarded to the following address:
Mr. Derek McLean, Project Director
Division of Building Construction
Department of General Services
Room 512, Larson Building
Tallahassee, Florida 32399-0950
Should you have any questions or desire additional information, please do
not hesitate to contact Mr. McLean at 488-5885 or SUNCCM 278-5885.
Once again thank you for your assistance in this matter.
cc: Mr. Derek McLean, Division of Building Construction (w/o attachments)
S T AT E-M E N T O F C ON DI T I ON
LOCATION AND STREET ADDRESS:
1 submit disbursement record as scheduled
B. State dates, amount and reason for any interest paid persuant to Florida law:
C. State date, amount and reason for any reversion of funds:
LOCATION AND STREET ADDRESS:
STATE OF FLORIDA BOB MARTINEZ
DEPARTMENT OF GENERAL SERVICES SECRETUTTERW OSTTE
LARSON BUILDING, 200 E. GAINES ST. ATTORNEY GENERAL
TALLAHASSEE, FLORIDA 32399-0950 STATE COMPTROLLER
February 23, 1989 DOYLE CONNER
ALD W. THOMAS COMMISSIONER OF AGRICULTURE
CUTIVE DIRECTOR BETTY CASTOR
COMMISSIONER OF EDUCATION
Mr.' Ha rol dL e n c. l) PLEASE ADDRESS REPLY TO:
Mr. Harold Lench ,.. ..
Department of State **'-
Room 1902, The Capitol FED 28 1989
Tallahassee, FL 32399
REF: REPORTING UPON DELEGATIONS iVISIONQ OF ADMIN- SERVICES
Dear Mr. Lench:
I wrote recently asking your cooperation in returning Annual Status
reports which will be due July 15, and "Statement of Condition" due upon
all projects, delegated ones and ones upon which only the accounting is
delegated to you. Statements of Condition are submitted at six monthly
intervals, January 1 and July 1. Both reports will require cooperation
between the field or institutional staff and the accounting or planning
staff in the Tallahassee or Regional offices. As I have had encouragement
to proceed with the draft formats I sent out, they have been re-drawn and
are attached in their final form for your use.
The information to be entered in each type of report is indicated on the
form. The "notes" boxes are available to cover any irregularities. By
completing these forms you will be fulfilling your reporting commitments
under the terms by which the Delegation was made. Very little is involved,
and the forms are arranged for clarity and easy reference. If in using the "
you find problems, let me know and I will change the format if need be.
A copy 'of the "Requirements & Procedures for Delegation of Authority" is
again included with the form blanks. Items 13 (Annual Reports) and 14
(Statement of Condition) on pages 7 and 8 respectively are the items
reported upon the forms. May I suggest also that you report Annualy and
Biannualy (Statement of Condition) on all projects, irrespective of the
notes for the several categories "A", "B", "C" and "D". Statements of
Condition are mandatory upon all delegated projects (and project accounts)
and Annual Reports are developed in General Services even upon "B" category
delegations. The simple and least troublesome method for you and for us is
to report routinely in both forms.
Y rs sincerely,
ADMINISTRATION BOND FINANCE BUILDING CONSTRUCTION S COMMUNICATIONS 0 FACILITIES MANAGEMENT
INFORMATION SERVICES MOTOR POOL PURCHASING I SAFETY & CRIME PREVENTION C SURPLUS PROPERTY
DELIVERING GOVERNMENTAL SERVICES