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HomeMy WebLinkAboutResolution No. 2023-C03RESOLUTION NO. 2023-0O3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA ADOPTING AND APPROVING A REVISED BUDGET POLICY WHEREAS, the City of Azusa ("City") desires to maintain current and comprehensive financial policies; and WHEREAS, staff periodically presents operational efficiencies to the City Council for consideration; and WHEREAS, with adoption of the Fiscal Year 2022/23 Budget, the City had a projected operating budget surplus $9.3 million and estimated ending cash reserve balances of $33.5 million, exceeding its $23.1 million cash reserves target by approximately $10.5 million; and WHEREAS, given the City's strong financial position, an area where operational efficiencies can be introduced is streamlining the annual budget preparation process; and WHEREAS, Biennial (two-year) budgeting helps policymakers focus on long-term and strategic aspects of budgeting, rather than narrowly concentrating on a short-term assessment for a single year; and WHEREAS, the City desires to adopt a revised Budget Policy (Exhibit A), which establishes a Biennial budget process; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Azusa, California does hereby find, determine and declare as follows: Section 1. Approve and adopt the Budget Policy attached hereto as Exhibit A; Section 2. Authorize City staff to take all actions necessary to carry out the Policy. Section 3. Repeal of prior Resolution. Resolution No. 2016-C9 is hereby repealed in its entirety. Section 4. Effective Date. This Resolution shall become effective upon its adoption. PASSED, APPROVED and ADOPTED this 17t" day of January, 2023. • � r Robert Go zales Mayor ATTEST: r J ' rc ea o, Jr. ity Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF AZUSA ) I HEREBY CERTIFY that the foregoing Resolution No. 2023-0O3 was duly adopted by the City Council of the City of Azusa at a regular meeting thereof, held on the 17th day of January, 2023, by the following vote of Council: AYES: COUNCILMEMBERS: GONZALES, BECKWITH, ALVAREZ, AVILA, MENDEZ NOES: COUNCILMEMBERS: NONE ABSTAIN: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: NONE Je •c ej o, Jr., ity Clerk APPROVED AS TO FORM: 7771 Best Besi & Krieger, LIIP City Attorney BUDGET POLICY (See Exhibit A) Budget Policy January 17, 2023 ATTACHMENT A City of Azusa Budget Policy SECTION 1 —GOAL STATEMENT This Budget Policy complies with Azusa Municipal Code Chapter 2 — Administration, Article VI. — Finance, Division 2. — Budget, sets forth budget management objectives for the City of Azusa, and establishes general parameters to assure that the City's finances are managed in a manner that will: (1) Focus resources towards ensuring a balanced, fiscally sustainable budget while: supporting the local economy; delivering quality services and products to the community as cost effectively as possible; provide for an acceptable level of services and products as the community grows; and addresses City Council directives; (2) Ensure the City is fiscally responsible including the incorporation of budget control systems to all stakeholders expending City funds and by regularly reviewing the City's revenue contracts/agreements and examines ways to ensure proper and timely collections; (3) Review and establish the appropriate reserves for unbudgeted or catastrophic needs that might arise from time to time; (4) Evaluate and develop solutions to address the City's long-term financial liabilities including pensions and other post -employment benefits; and (5) Utilize the Budget as an effective communication tool for all stakeholders. While this policy provides guidelines for general use, it allows for exceptions in extraordinary conditions. In the event there are proposed exceptions to the Budget Policy guidelines, those exceptions will be discussed in the applicable staff reports at the time the exception is identified for City Council consideration. SECTION 2 — GENERAL OBJECTIVES 2.1 The Budget involves the development, implementation, and assessment of the provision of services and capital assets. The budget process includes budget decisions by all stakeholders that will deliver on performance results. 2.2 The City will maintain sound financial practices in accordance with Federal, State, and local laws, and direct its financial resources toward meeting the City's goals as identified and prioritized by the City Council. 2.3 The City will develop and maintain financial management policies to assure its long-term ability to pay the costs necessary to provide the services required by its citizens. 2.4 Department directors have the primary responsibility for formulating budget proposals directly in alignment with City Council and City Manager goals and priorities, and for implementing them once they are approved. 2.5 The Finance Department is responsible for coordinating the overall preparation and administration of the City's annual budget and Capital Improvement Program. 2.6 The Finance Department assists department staff in identifying budget problems, formulating solutions and alternatives, and implementing any necessary corrective actions. Analysis and evaluation shall be considered including the outsourcing or alternate delivery methods if it will improve operation efficiency. 2.7 Surpluses will be used first to maintain reserve levels that are established by the reserve policies. One time expenditures from the surplus must be approved by Council. 2.8 The City prepares its budget for all funds on an estimated cash receipts and disbursements basis and by a process. The City maintains three primary types of funds: operating, capital project and ATTACHMENT A CitZ of Azusa Budget Pofic other special revenue funds 2.8.1 Operating funds finance the continuous, traditional service delivery functions of a municipality. Expenditure authority (appropriations) for each of these funds lapses at the end of each fiscal year, and a new budget must be adopted by the City Council. 2.8.2 Capital project funds include the General and Enterprise Capital Improvement Program funds. 2.8.3 Special revenue funds are distinguished from operating/budgetary funds by their limited objectives and/or finite life spans. Examples of special revenue funds are the Proposition A and C Funds, and Grant Funds. 2.9 The City will maintain a financial records management information system capable of tracking revenues and expenditures by line item, by source, by fund, by department or any other format deemed necessary or desirable. The purpose of the policy is to assist the City in the pursuit of the aforementioned objectives, while providing full and complete financial disclosure and ensuring compliance with applicable federal, state and local laws. SECTION 3 — BUDGET ADOPTION AND PROCESS The Finance Department is responsible for coordinating the overall preparation of the City's budgets. To accomplish this, staff issues budget instructions and forms, and communicates regularly with city-wide department staff. The information outlined below will summarize all the key overall budget development process: 3.1 The City Council will adopt by resolution a Biennial (Two -Fiscal Year) Budget Plan at the beginning of each two-year cycle and adopts an annual operating and capital budgets by July 1 of each year. Multiple budget meetings will take place before and after budget adoption to provide the opportunity for City Council and public comment and review. Important dates and definitions are provided below: • Fiscal Year definition — July 1 through June 30. • Budget Cycle definition — Two consecutive fiscal years beginning July 1 of the first year through June 30 of the second fiscal year or two full fiscal years. • Mid -Year definition — public budget meeting that takes place in early March of each year to review the current fiscal year's budget versus actual performance and recommended budget amendments, and to preview economic trends and factors that may impact the next fiscal year's budget. • Mid -Cycle definition — public budget meeting that takes place on or before the first Monday in June, which can also be conducted simultaneously with the Mid -Year Budget meeting, to receive Council direction on budget modifications for the second fiscal year of the Budget Cycle prior to adopting the Year Two budget. • Budget Study Session definition — prior to adoption of the Biennial Budget, on or before the first Monday in June, a public meeting where participants and/or residents are given an opportunity to comment on the proposed budget. • The Mid -Year budget review takes place in early March of each year and: analyzes the budget status at the mid -point of each fiscal year, provides an opportunity to adjust revenue projections and make expenditure appropriation changes, for the current year, and may run concurrently with a Mid -Cycle review where the City Council and public has the opportunity to provide input and direction before the upcoming year's budget is adopted. • Before the beginning of the second year of the two-year cycle, the Council will consider and approve the budget for the second year, including necessary revisions, including direction provided during the Mid -Cycle meeting, since the Biennial Budget adoption. 3.2 The Biennial Budget will include both the operating and capital budget for the first and second consecutive fiscal years including revenues, operating and personnel costs, capital outlay costs, 2 ATTACHMENT A City of Azusa Budget Polic and a five-year Capital Improvement Plan (CIP). The data will be presented in a format that will allow City Council to identify and make decisions based on an annual and two-year budget at the beginning of the two-year budget cycle, and, it will include a full two fiscal year strategic planning perspective for the purpose of review and approval. 3.3 The budget process starts off every other year in February. The Administrative Services Director and staff will produce a budget calendar with key dates and milestones. The City Manager, at the direction of the City Council, will determine the strategic initiatives for the two-year budget plan. The budget instructions and materials will be distributed to the departments at the beginning of February prior to the two-year budget cycle. The Finance Department will consolidate the data and perform their analysis and prepare the draft budget for department meetings. From March through April prior to the two-year budget cycle, the department directors will meet with the City Manager and Administrative Services Director/Finance Team to go overtheir respective budget submissions. After the Department meetings, the City Manager will meet with the Administrative Services Director to determine what requests will be approved and included in the proposed budget. 3.4 In late May — early June, a preliminary budget is reviewed by the City Manager and Director of Administrative Services and a study session is held for the City Council. This will include projected ending fund balances of the current fiscal year. Amendments to the preliminary budget can be requested by City Council during the study session. 3.5 In June, usually the second meeting, a final budget is presented to City Council for adoption. 3.6 The final budget will be published online and will be available at the City Clerk's Office and the City's Library on or before July 1 of each calendar year. 3.7 During the Year One Mid -Year Budget review, the City Council will review and approve any recommended amendments for the current (Year One) budget. The amendments will be adopted via resolution by the City Council. 3.8 During the Mid -Cycle (Year Two) budget re -review the City Council will provide direction on changes they wish to make prior to bringing the Year Two Budget back for adoption. The adjustments for the Year Two Budget will be presented to Council for their review and approval through a resolution by July 1 of the Year Two Budget Cycle. An illustration of the two-year budget cycle is provided below: Biennial imucigret Cycle 4D Year 1 - FY 2023/24 (Juy1, 2023 - June 30, 2024) Year 2 - FY 2024/25 (Juy1, 2024 - Aine 30, 2025) Financial Decisions are made in the context of multi -year financial planning Engage Community with multiple public meetings Transparency delivered with quarterly per- formance reports -Mid Cycle Review eY// tYPica//Y lake Pate with file Mid -Yea, Rllie ATTACHMENT A City of Azusa Bud et Policy SECTION 4 — REVENUE OBJECTIVES 4.1 The City strives to maintain its diverse and stable its revenue base, reducing dependency upon any single revenue source. 4.2 The City will utilize conservative growth and revenue forecasts, but at the same time, staff will use the most accurate and best available data including consultant reports and State allocation estimates at the time of the budget revenue projection; in the case of assumption uncertainty, conservative projections will be used factoring in historic data. 4.3 The City will maximize the availability of revenue proceeds through timely collection and ensure the amounts owed to the City through franchise agreements, ordinance, business agreements, and other relevant taxes are fully enforced. 4.4 The City will actively seek Federal and State grants and reimbursements for mandated costs whenever possible. 4.5 The City will explore potential new revenue sources to improve the City's fiscal position whenever possible, particularly those that will not add to the tax burden of residents or local businesses. 4.6 General Fund revenues shall be pooled and allocated according to Council goals, priorities and established financial and reserve policies. Enterprise funds and other legally restricted sources shall be allocated according to their respective special purpose. 4.7 The City will proactively review and monitor legislations at the Federal and State level that may impact the City's revenues. 4.8 One-time revenues will be used for one-time appropriations for the specific approved period. 4.9 The City will maintain a citywide user fee and charges schedule that: 4.9.1 Imposes regulatory user fees and charges when appropriate to capture the cost of delivery of services and goods; 4.9.2 Imposes levels of cost recovery that support all costs including administrative overhead and depreciation; 4.9.3 Is reviewed and updated: 4.9.3.1 By applying a positive Consumer Price Index -Los Angeles -Long Beach -Anaheim, CA (CPI- U) rate annually; or 4.9.3.2 By applying the recommendation resulting from a regulatory fee recovery study and or development impact fee study immediately upon council approval; and 4.9.3.3 All proposed fee changes must be approved by City Council. 4.10 The City will prepare quarterly financial reports of actual revenue received for review by the City Council SECTION 5 — EXPENDITURE AND BUDGETING OBJECTIVES 5.1 Budgeted expenditures shall reflect the Council's goals. 5.2 The operating budget will be prepared annually. The City will ensure current and ongoing appropriations with be supported by current and ongoing revenues to avoid a deficit. n ATTACHMENT A City of Azusa Budget Policy 5.3 In the context of the operating budget, operating expenditures and revenues shall be balanced. 5.4 The City will maintain a level of expenditures that support essential services and promote quality -of -life to its citizens. 5.5 The City will deliver services and goods in a cost effective manner, including utilization of the services of volunteers and partnerships where it is economically and operationally viable. 5.6 Staff will analyze opportunities to reduce costs and increase efficiency of operations. 5.7 One-time funding will not be used for on -going operations. 5.8 Surplus fund balances (and working capital in enterprise funds) may be used to increase reserves, fund Capital Improvement Projects, fund capital outlay or be carried forward to fund one-time special project/program expenses provided that adopted reserve policies guidelines are met. 5.9 Operating expenditures, exclusive of debt service, within the General Fund or Enterprise Funds will not be directly supported by any debt financing or Enterprise Fund interest income. SECTION 6 — BUDGETARY CONTROLS 6.1 The Finance Department will maintain a system for monitoring the City's budget performance. The City will implement expenditure budget control. This system will provide the City Council with reports regarding major funds' level resource collections and department level expenditures. Included will be provisions for amending the budget during the year in order to address unanticipated needs, emergencies, or compliance requirements of budgetary statutes. Budget amendments requiring City Council approval will occur through a process coordinated by the Finance Department. Significant financial issues that need to be addressed between regular monitoring reports will be provided to Council as warranted. 6.2 The City Manager may take necessary actions to keep expenditures from exceeding revenues, including but not limited to: establishing a budget freeze, postponing hiring of approved positions, implementing layoffs and/or reduced schedules. 6.3 Under the provisions of State law and the City's operating procedures, the operating budget may be adjusted or amended in two different ways: (1) Adjustment of the budget involves a reallocation of existing appropriations and does not change the budget outcome and (2) Amendment of the budget involves an addition to or reduction of existing appropriations. 6.3.1 Under the first method, Adjustment, departmental expenditures and requirements are monitored throughout the year. Certain departments may develop the need for additional expenditure authority to cover unanticipated costs that cannot be absorbed within the budget, while other departments will not require their full budget authorizations. The Finance Department reviews and analyzes all department and/or fund budgets to determine what adjustments are necessary and whether the adjustments can be made within existing appropriation limits. These changes are then reviewed with the affected department and/orfund managers. When an adjustment is needed, Finance staff will look first to savings within the department; and then transfers between departments. No City Council action is needed as State law allows budget adjustments to be done administratively. 6.3.2 Amending the City's budget occurs whenever the requested changes from department and/or fund managers will cause the existing appropriation level for the fund to change. This situation generally occurs when the City Manager and/or the City Council authorize additional appropriation. 6.4 The Finance Department will review all agenda items submitted for City Council action that contain budget impacts. The objective of these reviews will be to ensure compliance with the budget and disclosure of all fiscal issues to the Council. This information will be presented in the fiscal impact section of each staff report. ATTACHMENT A Citv of Azusa Budaet Polic 6.5 At Mid -Year, there will be comprehensive review of the operations to date in comparison to the existing budget. Projections of revenues and expenditures through the end of the fiscal year will be prepared and reviewed by the City Manager with a report submitted to the City Council by their first meeting in March. This review will identify issues that necessitate remedial actions such as budget amendments requiring approval by the City Council. 6.6 Part of the City's annual comprehensive financial audit, an independent audit firm will review budget -to -actual performance and report on budget performance in the Annual Comprehensive Financial Report. SECTION 7 — REPORTING 7.1 Staff will produce a quarterly revenue/expenditure report that compares budget versus actual results on a fiscal year-to-date basis for Council review. 7.2 During the Biennial (two-year) budget approval process, staff will present the two-year budget including revenues, operating and personnel costs, capital outlay costs, a five-year Capital Improvement Plan (CIP), and a General Fund five-year financial forecast. The data will be presented in a format that will allow City Council to identify and make decisions based on an annual and two-year budget at the beginning of the two- year budget cycle, and, it will include a full two fiscal year strategic planning perspective for the purpose of approval. 7.3 By the first City Council meeting in March, staff will prepare a Mid -Year budget report for Council. The report will reflect the financial performance through mid -year of the current budget year and the recommended amendments. Staff will also coordinate a Mid -Cycle review for Council to consider changes to the Year Two budget prior to adopting the budget by July 1. 7.4 Staff will also monitor progress toward citywide strategic objectives through performance measures. The measures will illustrate trends, targets, and other criteria by which the City's efforts on a given program can be evaluated on a periodic basis. This evaluation will be included in the annual published budget document. SECTION 8 — BUDGET AMENDMENTS In accordance with Azusa Municipal Code Section 2-450, Amendments, the following applies: 8.1 During the fiscal year after its adoption the budget may be amended by the city council following a public hearing held by the city council on the proposed amendment if it exceeds $1,000,000.00. Any proposed amendment to the budget amounting to $1,000,000.00 or less shall not require a public hearing. Any such proposed amendment of the budget shall be accomplished by the adoption of a resolution. 8.2 Any proposed amendment to the budget or budget appropriation amounting to $100,000.00 or less shall not require a resolution. Any such amendment or appropriation amounting to $25,000.00 or less shall be accomplished by the authorization of the city director of finance. Any proposed amendment to the budget or budget appropriation amounting to more than $25,000.00 up to $100,000.00 shall be accomplished by the authorization of both the city director of finance and the city manager. 8.3 The conditions set forth in the above sections 8.1 and 8.2 applies to any budget amendment requests made throughout the fiscal year via council staff report, including mid -year budget requests.