Fort Walton Beach Council agenda — 04-15-08 workshop agenda - charter review — reading text

power to spend money to do it, and it was questioned how there can be an investigation without spending money. It was noted if there is a suggestion to change the Charter.to include funding, that should be reviewed. later; but the City Attorney provided, an opinion that it is within the purview, that if the Mayor is authorized to have an authorization then it is presumed that the funding will be available. There were no changes for Section 12. The Mayor opened the floor for public input on Title I or Title II of the Charter that has been discussed. No one wished to speak In response to the request for clarification on the direction that will be taken on the issues raised, the Mayor stated the City Manager will summarize the issues addressed and will bring `to Council at a special meeting- to- vote on whether or not they want to make any language changes. The City Manager stated that Council will receive a revised matrix for the next meeting. ADJOURNMENT There being no further business, the meeting adjourned at 6:50 p. m. APPROVED: MAYOR: ATTEST: CITY CLERK ddm  Attachment 2 City of Fort Walton Beach Charter Page 3 TITLE IV. FINANCE PROCEDURES Page 1 of 2 TITLE IV. FINANCE PROCEDURES Section 21. Department of finance and administration; director. Subject to the supervision and control of the city manager, the director of finance shall have charge of the department of finance and administration and of the financial affairs of the city, including the keeping and supervision of all accounts, the levy, assessment and collection of taxes and other revenue, the making and collection of special assessments, the custody and disbursement of city funds and moneys, the control over expenditures and such other duties as the council may by ordinance provide. Section 22. Department of finance and administration; division of audits and accounts. There shall be in the department of finance and administration a division of audit and accounts, the head of which shall be the controller, who shall be charged with keeping and supervising the accounts for all departments and offices of the city. Forms for all such accounts shall be prescribed by the director of finance, with the approval of the city manager, which shall be adequate for recording all cash receipts and disbursements, all revenues accrued and all liabilities incurred, as well as all transactions affecting the acquisition, custody and disposition of municipal properties and values. Reports shall be made at regular intervals to the division of audit and accounts by each department and office, showing the receipt of all moneys and the disposition thereof. Financial reports shall be prepared for each quarter and fiscal year and for such other periods as may be required by the city manager. Such reports shall be submitted by the manager to the council. ion 23. Department of finance and administration; division of treasury. There shall be in the department of finance and administration a division of treasury, the head of which shall be the treasurer. All taxes and moneys received by any officer or employee of the city, or in connection with the business of the city, shall be paid promptly into the treasury and shall be deposited with responsible banking institutions designated by the council in accordance with such regulations and subject to such requirements as to security therefor and interest thereon as the council may by ordinance establish. All interest on money so deposited shall accrue to the benefit of the city. Section 52. Surety bonds required of officers and employees. The council of the City of Fort Walton shall fix the amount of the bond of all officers required by resolution or ordinance to give bond, and all officers, clerks and employees of whom bond is required by the council shall, before entering upon their respective duties, give bond with surety to be approved by the council, conditioned on the faithful performance of the duties of their respective offices, which bond, unless otherwise specifically provided by this charter, shall be payable to said city, and in such penalty as the council may by resolution prescribe. The council shall accept as surety on any official bond a good solvent surety company authorized to do business in the State of Florida. The premium on any such bond shall be paid by the city, unless otherwise specifically provided, and such bond shall be preserved by the city clerk. Section 53. City officers; appointment and compensation. The city council shall appoint the city clerk, the city attorney, the finance director and the recorder. All other 2 inted officers and employees shall be appointed by the city manager. The council shall fix, by resolution, the pensation of the city manager, the mayor, the city clerk, the city attorney, the finance director and the recorder. c%.._, The city manager shall fix the salaries or compensation of all other officers and employees. http: / Iibrary4. / municode. com /default/DocView /14222/ l/ 3/ 7 4/ 7/ 2008 TITLE IV. FINANCE PROCEDURES Page 2 of 2 Section 55. Consolidation of offices and departments. The city council shall have the right to combine the functions of various departments and of various offices and to provide that one officer may perform the duties of one or more officers and may hold one or more offices. Section 56. Emoluments other than regular compensation prohibited; exception. No member of the council or officer or employee of the city shall directly or indirectly receive from the city any compensation, emolument or other thing of value for any service rendered by him or other than the regular compensation to be paid to him as fixed by the terms of his employment by law or ordinance, nor shall he accept any frank, free ticket, pass or service, directly or indirectly, from any person, firm or corporation, upon terms more favorable than are granted to the public generally. Any violation of the provisions of this section shall be a misdemeanor. Such prohibitions of free service shall not apply to policemen or firemen in uniform or wearing their official badge when the same is provided by ordinance. http:// library4 .municode.com/ default/DocView /14222/ 1/ 3/ 7 4/ 7/ 2008  Attachment 3 Excerpt from National Civic League " Model Charter" Page 4  Excerpt from Model City Charter, 8th Edition Article V. Financial Management Section 5. 01. Fiscal Year. The fiscal year of the city shall begin on the first day of and end on the last day of page 30 Section 5. 02. Submission of Budget and Budget Message. On or before the _ day of _ of each year, the city manager shall submit to the city council a budget for the ensuing fiscal year and an accompanying message. page 30 Section 5. 03. Budget Message. The city manager's message shall explain the budget both in fiscal terms and in terms of the work programs, linding those programs to organizational goals and community priorities. It shall outline the proposed financial policies of the city for the ensuing fiscal year and the impact of those policies on future years. It shall describe the important features of the budget, indicate any major changes from the current year n financial policies, expenditures, and revenues together with the reasons for such changes, summarize the city's debt position, including factors affecting the ability to raise resources thrugh debt issues, and include such other material as the city manager deems desirable. page 31 Section 5. 04 Budget The budget shall provide a complete financial plan of all city funds and activities for the ensuing fiscal year and, except as required by law or this charter, shall be in such form as the city manager deems desirable or the city council may require for effective management and an understanding of the relationshp between the budget and the city's strategic goals. The budget shall befin with a clear general summary of its contents; shall show in detail all estimated income, indicating the proposed property tax levy, and all proposed expenditures, including debt service, for the ensuring fiscal year; and shall be so arranged as to show comparative figures for actual and estimated income and expenditures of the current fiscal year and actual income and expenditures of the preceding fiscal year. It shall indicate in separate sections: 1 ] The proposed goals and expenditures for current operations during the enssuing fiscal year, detaild for each fund by department or by other organization unit, and program, purpose or activity, method of financing such expenditures, and methods to measure outcomes and performance related to the goals; 2] Proposed longer -term goals and capital expenditures during the ensuing fiscal year, detailed for each fund by department or by other organization unit when practicable, the proposed method of financing each such capital expenditures, and methods to measure outcomes and performance related to the goals; and 3] The proposed goals, anticipated income and expense, profit and loss for the ensuing year for each utility or other enterprise fund or internal service fund operated by the city, and methods to measure outcomes and performance related to the goals. For any fund, the total of proposed expenditures shall not exceed the total of estimated income plus carried forward fund balance exclusive of reserves. page 31  Excerpt from Model City Charter, 8th Edition Section 5. 05 City Council Action on Budget a] Notice and Hearing. The council shall publish the general summary of the budget and a notice stating: 1) The times and places where copies of the message and budget are available for inspection by the public, and 2) The time and place, not less than two weeks after such publications, for a public hearing( s) on the budget. b] Amendment Before Adoption. After the public hearing, the city council may adopt the budget with or without amendment. In amending the budget it may add or increase programs or amounts and may delete or decrease any programs or amounts, except expenditures required by law or for debt service or for an estimated cash deficit, provided that no amendment to the budget shall increase the authorized expenditures to an amount greater than total estimated income. c] Adoption. The city council shall adopt the budget on or before the _ day of the _ month of the fiscal year currently ending. If it fails to adopt the budget by this date, the budget proposed by the city manager shall go into effect. d] " Publish" defined. As used in this article, the term " publish" means to print in the contemporary means of information sharing, which includes but is not limited to, one of more newspapers of eneral circulation in the city, and, if available, in a web site. page 32 Section 5. 06 Appropriation and Revenue Ordinances To implement the adopted budget the city council shall adopt, prior to the