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Advisory board debates splitting city clerk and finance duties but takes no final vote
Summary
Board members and staff extensively debated whether to separate the city clerk’s administrative duties from financial oversight (a CFO/comptroller or internal auditor role). No final structural decision was made; staff will draft options for the next meeting.
Advisory board members spent substantial time on Feb. 26 discussing whether Panama City should keep the current combined city clerk/treasurer role or split finance duties into a separate charter officer (CFO/comptroller) or create an independent auditor.
The discussion began with a memo from a former city clerk recommending two positions — a clerk and a finance director — and continued with staff comparisons to more than a dozen municipal charters around the state. Members and staff traded examples of models used in other cities, including Coral Springs, where some finance functions sit under deputy city managers while an auditor role provides independent oversight.
Arguments in favor of a split emphasized checks and balances and independent financial oversight: one board member said a separate financial officer could ‘‘be the second set of eyes’’ on spending and advise the commission without fear of reprisal. Supporters said that an independent charter position for financial oversight would better protect against errors or misuse.
Opponents and some staff raised budget and practical concerns: an independent internal auditor or full‑time CFO can be costlier than periodic outside audit work, and the manager’s office often needs operational flexibility to shift budget lines. The city’s current internal controls include a multi‑step purchasing and signature process and an annual third‑party audit.
Outcome: No final motion or vote was taken. The board asked staff to draft options and redline language that would either separate compensation sections (officers vs. employees) and present models for (a) clerk remains charter officer and finance becomes a charter officer, (b) clerk remains charter officer and finance is a manager‑level director, or (c) clerk remains charter officer with a separate internal auditor engaged as needed.
Quote: "I think it needs to remain an independent charter position, and we need to split the duties off," a board member said in support of a separate finance oversight role.
Ending: Staff was directed to prepare draft text and bring options back to the advisory board at an upcoming meeting; no charter change was adopted at this session.
