Municipal Budget Process
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Transcript of Municipal Budget Process
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Municipal Budget Process
Governmental Procedures and Structure Committee
Taxation and Budget Reform Commission
August 10, 2007
By: Diane Reichard, CPA, CGFO
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Functions of Budget
Within the Finance/Accounting
Department or reports to City Manager Prepares revenue forecasts Prepares budget document & CIP Monitors budget spending
and position control Grant administration
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Key Players
City Manager/Commission
Budget OfficeMedia/Web
Departments
Citizens
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Budget Office
• Coordinates all key players
• Communicates Council’s goals & priorities
• Provides direction to departments
• Understands the needs & wants of citizens
• Presents document to all
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Chief Executive Office
• Weekly meetings to understand goals and direction
• Establish priorities
• Keep calendar moving
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Calendar
TRIM Deadlines
May 31st – Property appraiser
June 30th – Updated Very important to follow
deadlines Budget 95%
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Internal Departments
• Directors/Liaisons
• Understand balance between City Manager
directives and available sources
• Assisting Departments
• Accounting (revenue projections, grants)
• Human Resources (employee information)
• Planning (Capital Improvement Plan)
• Public Works (CIP & infrastructure)
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External Departments
• Citizens
– Advisory groups
– Civic organizations
• CRA districts
• State-revenue estimates
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I. Develop Your Plan
II. Work Your Plan
III. Present Your Plan
Plan, Plan, Plan and one thing for sure
“Things will change.”
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Budget Process
MayMarch
Finance analyzes & projectsrevenue estimates
Finance and City Manager
prepare proposed budget.
April
City Manager meets with
Departments.
June May
City Managersubmits proposed budget
to Council and releases to public.
July
City Councilholds budget workshop.
August
City Councilholds public hearings
to adopt budget.
September
BUDGET KICK-OFF
July
City Council holds goal-setting
session.
Departments submitbudgets to Finance.
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I. Develop Your Plan
Deadlines
Budget Responsibility
Details
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Deadlines
Provide date/ responsible party/ task Check list Refer to NACSLB 8.1 & other guidance Narratives, numbers,
personnel summaries,
performance measures,
and numbers must align
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Budget Responsibility
• Revenue = Appropriation • Fiscal Year = October 1 – September 30• Compare programs to revenue• Departments are responsible to monitor by category
•Personal Services•Operating Expenses •Capital Outlay
• Enter line items
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Details
• Details are important – list with amounts
• Personnel - # of positions evaluated
• Changes are documented
• Plan diligently and plan for change
• Monitor monthly
•Capital outlay•Specific item and amount
•Request to change or add if not in budget
•Delayed if funding is tight
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II. Work Your Plan
• Manage the calendar
• Adhere to deadlines
• Utilize resources
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Manage the Calendar
• Stay Focused
• Allow time for specific tasks
• Depend on those who have information
• Revenue projections
• Bond documents
• Interest Calculations
• Debt Service Requirements
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Adhere to Deadlines
• Beware of changes
NOW or LATER
• Decide when to STOP
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Utilize Resources
• Recommended Budget Practices
• Internet for example
• Budget Policy
• Revenue sources
• Enterprise funds – outside agencies
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III. Present Your Plan
Organize thoughts
Simple to decipher
Easy to understand
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Conclusion
Budget Function
• The way the budget function operates
has a wide-ranging effect on the
budget itself• 5 Dimensions:• Financial
• Political
• Planning
• Communication
• Managerial
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Knowledge
Government Structure Accounting system Budget Process Operating Departments Legal & Regulatory Impacts
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Skills
People/Interpersonal networking persuasion negotiation interviewing oral/written communication
Analytical complex problem into parts and solve proficiency with tools and techniques
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Ability
Creative/ Innovative
Organize tasks/ juggle priorities
Follow through with commitments
Good judgment (fiscal/policy/political)