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HomeMy WebLinkAboutCC-06-02-97-05 City Council Budget PolicyResolution No. CC-06-02-97-05 A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF CARMEL, INDIANA ADOPTING A BUDGET POLICY WHEREAS, IC 36-4-7-7 vests with the Common Council of the City of Cannel, Indiana (the "Council") the power to appropriate money for the operation of the City of Carmel, Indiana; and WHEREAS, the Council has determined that it would be helpful to n~emorialize in writing its budget review and adoption policy. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Carreel, Indiana, that: The Council hereby adopts as its budget policy and procedure that which is attached as Exhibit A and incorporated herein by this reference. PAS '~D by th Common Council of the City of Carmel this .9~ day of ' ~ , 1997. · _ · g Officer Ronald E. Carter Billy L. Walker Diana L. Cordray, Clerk-TreasU~ · Diana L. Cordray, Clerk-Treast~ day of App ved by me, Mayor of the City of Carmel, Indiana, this 7~.~. ,,__ ,1997. /'//F'~(ayd of Diana L. Cordray, Clerk-T~ur~~ councilbudgetpolicy CARMEL COMMON COUNCIL BUDGET POLICY AUTHORITY: The Carmel Common Council is the legislative body that appropriates funds for the City. The Council approves the annual budget and any special appropriations necessary throughout the budget year. (IC 36-4-6-18). INTENT: The intent of the council is to approve a well designed budget that: Provides taxpayers an accurate and understandable record of the Council's pre-approved expenditures for the coming budget year. Is useful to officials and department heads in the management of the City's operations. ANNUAL BUDGET: The City of Cannel uses the Uniform System of Accounts as required by the State Board of Accounts. The budget consists of the four major classifications: 1. Personal Services 2. Supplies 3. Other Services and Charges 4. Capitol Outlays The differences between these classes are clear and the council expects the budget presented to conform to the intent of the classifications. MINOR CLASSIFICATIONS: Each major classification has many minor line items that are specific as to their use. Some examples are 315.00 oil, 420.00 postage, 581.03 sister city, and 632.02 software. Funds in these line items are clear as to their intended and approved use. The Council strongly discourages the use of generic line items such as 419.00 other professional services, 390.99 other miscellaneous, and 670.99 other equipment, unless necessary because a specific line item does not exist. The Council is aware that special or unforeseen needs arise from time to time throughout the year and will react quickly to transfers and special appropriations. DEPARTMENT BUDGETS: Most expenditures and projects easily fall into the proper departments. Some projects such as road projects not funded from MVH or Local Road and Street funds or Capitol projects should be funded from the Council's budgetS. ADDITIONAL APPROPRIATIONS: The City shall follow the same intemal procedure for all contracts so that the Board of Public Works and Safety (the "Board"), the Clerk-Treasurer and the Common Council will know that each is carrying out their respective responsibilities within the purview of the law. Accordingly, the attached Checklist shall accompany all contracts requiring the Board's approval. The Checklist requires that the sponsoring department ("Department") either identify which line item and how much money in the line item is available for payment of the contract or state that such is a Service Contract and that it wishes to submit such to the Board for approval on the condition precedent that sufficient funds are appropriated. The Department will provide to the Clerk-Treasurer the Checklist and the contract. If the Clerk-Treasurer disagrees with the line item or the availability of funds for a Materials Contract or believes that an appropriation is necessary prior to the Board' s consideration of a Service Contract, the Clerk-Treasurer will contact the sponsoring Department. If the Department feels that waiting for the funding on a Services Contract would not be expedient or in the best public interest, it must so notify the Department of Law and the Board (IC 36-1-12-3.5). The Department of Law shall assist in the Department' s and the Clerk-Treasurer' s decision-making process and in drafting of an additional appropriation ordinance for Common Council consideration should one be necessary. CONTRACT CIIECKLIST (for contracts NOT resulting from Bid Procedures) l)elmrtment: Department tlead or designee and telephone no.: Vendor name, contact, telephone/fax numbers and address: Requested BPW Date: Date & Initials (Dept.) (Dept.) (CIcrk-Treas.) (DOL) (DOL) (Dept.) (Clerk-Treas.) (Clcrk-Treas.) (Clerk-Treas.) Contract Type: (circle one) a. Materials (supplies, equipment, etc.) b. Service (consulting, training, etc.) 1. Contract approved as to business terms by Department Director or his/her designee; 2. a. Line item and major budget classification, or b. Request Board approval on condition precedent that sufficient funds are appropriated (for Service Contracts only); , a. Sufficiency of Funds approved by Clerk-Treasurer or b. Line item and major budget classification if different than 2(a) above or c. Prior appropriation required; 4. Original of contract and two (2) copies and this checklist delivered to DOL; 5. Contract approved as to form by DOL; 6. Contract returned to sponsoring Department (to obtain vendor's signatures); 7. Signed contract submitted to Clerk-Treasurer for placement on BPW agenda (with copy to DOL); 8. BPW consideration: Approved or Disapproved 9. Fully executed contract copy and completed checklist sent to DOL and Department if approved.