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

beginning of the fiscal year: a] an appropriation ordinance making appropriations by department, fund, service, strategy, or other organizational unit and authorizing an allocation for each program or activity; b] a tax levy ordinance authorizing the property tax levy or levies and setting the tax rate or rates; and c] any other ordinances required to authorize new revenues or to amend the rates or other features of existing taxes or other revenue sources. page 36  Excerpt from Model City Charter, 8th Edition Section 5. 07 Amendments after Adoption Lai 5uppiementai Appropriations. it curing or oetore the uscai year the city manager certifies that there are available for appropriation revenues in excess of those estimated in the budget, the city council by ordinance may make supplemental appropriations for the year up to the amount of such excess. b] Emergency Appropriations. To address a public emergency affecting life, health, property or the public peace, the city council may make emergency appropriations. Such appropriations may be made by emergency ordinance in accordance with the provisions o # 2. 14. To the extent that there are no available unappropriated revenues or a sufficient fund balance to meet such appropriations, the council may by such emergency ordinance authorize the issuance of emergency notes, which may be renewed from time to time, but the emergency notes and renewals of any fiscal year shall be paid or refinanced as long -term debt not later than the last day of the fiscal year next succeeding that in which the emergency appropriation was made. c] Reduction of Appropriations. If at any time during the fiscal year it appears probable to the city manager that the revenues or fund balances available will be insufficient to finance the expenditures for which appropriations have been authorized, the manager shall report to the city council without delay, indicating the estimated amount of the deficit, any remedial action taken by the manager and recommendations as to any other steps to be taken. The council shall then take such further action as it deems necessafy to prevent or reduce any deficit and for that purpose it may by ordinance reduce or eliminate one or more appropriations. d] Transfer of Appropriations. At any time during or before the fiscal year, the city council may by resolution transfer part of all of the unencumbered appropriation balance from one department, fund, service, strategy or organizational unit to the appropriation for other departments or organizational units or a new appropriation. The manager may transfer funds among programs within a department, fund, service strategy, or organizational unit and shall report such transfers to the council in writing in a timely manner. page 36 Section 5. 08 Administration and Fiduciary Oversight of the Budget The city council shall provide by ordinance the procedures for administration and fiduciary oversight of the budget. page 36 Section 5. 09 Capital Program a) Submission to City Council The city manager shall prepare and submit to the city council a multi -year capital program no later than three months no later than three months before the final date of submission of the budget.  Excerpt from Model City Charter, 8th Edition b) Contents. The capital program shall include: 1) A clear general summary of its contents; 2) Identification of the long -term goals of the community; 3) A list of all capital improvements and other capital expenditures which are proposed to be undertaken during the fiscal years next ensuing, with apporpriate supporting information as to the necessity for each 4) Cost estimates and recommended time schedules for each improvement or other capital expenditure; 5) Method of financing upon which each capital expenditure is to be reliant; 6) The estimated annual cost of operating and maintaining the facilities to be constructed or acquired; 7) A commentary on how the plan addresses the sustainability of the community and the region of which it is a part; and 8) Methods to measure outcomes and performance of the capital plan related to the long -term goals of the community. The above shall be revised and extended each year with regard to capital improvements still pending or in process of construction or acquisition. page 36 Section 5. 10 City Council Action on Capital Program a) Notice and Hearing The city council shall publish the general summary of the capital program and a notice stating: 1) The times and places where copies of the capital program are available for inspection by the public, and 2) the time and place, not less than two weeks after such publication, for a public hearing( s) on the capital program. b) Adoption. The city council by resolution shall adopt the capital program with or without amendment after the public hearing and on or before the _ day of th _ month of the fiscal year.  Excerpt from Model City Charter, 8th Edition Section 5. 11 Independent Audit The city council shall provide for an independent annual audit of all city accounts and may provide for more frequent audits as it deems necessary. An independent certified public accountant or firm of such accountants shall make such audits. Such audits should be performed in accordance with Generally Accepted Accounting Standards ( GAAS) and Generally Accepted Governmental Auditing Standards ( GALAS) The council shall designate no fewer than three of its members to serve as an Audit Committee. This Committee shall: 1) Lead the process of selecting an independent auditor; 2) Direct the work of the independent auditor as to the scope of the annual audit and any matters of concern with respect to internal controls; and 3) Receive the report of the internal auditor and present that report to the council with any recommendations from the Committee. The council shall, using competitive bidding, designate such accountant or firm annually, or for a period not exceeding five years, but the designation for any particular fiscal year shall be made no later than 30 days after the beginning of such fiscal year. The standard for independence is that the auditor must be capable of exercising objective and impartial judgment on all issues encompassed within the audit engagement. No accountant or firm may provide any other services to the city during the time it is retained to provide independent audits of the city. The city council may waive this requirement by a majority vote at a public hearing. If the state makes such an audit, the council may accept it as satisfying the requirements of this section. page 38 Section 5. 12 Public Records Copies of the budget, capital program, independent audits, and appropriation and revenue ordinances shall be public records. page 39  Attachment 4 Matrix identifying other municipalities addressing the issues Page 5  CHARTER REVIEW MATRIX Vero Sunny Isles Jacksonville Cit FWB Beach Beach Venice Beach Naples Articles 7 Department Article 5. Chapter 7; of Finance), 8 Title IV. Finance Procedures Financial Budget and Budget); and Procedures Finance 9 ( Capital Program) Section 21 Department of finance and Sec 5 07 administration, director. Section 22. Department of finance and administration; division of audits and accounts. Section 23. Department of finance and administration; division of treasury. Section 52. Surety bonds required of C -3.4, City Sec 5 09 officers and employees . ,..... Man age.,,.,. r o nIY C -2. 6, Section 53. City officers; appointment reimbursement and compensation. set by ordinance: ion 55. Consolidation o"f offices departments Section 56. Emoluments other than regular compensation prohibited; exception This Chapter The articles Article 5 addresses have been e C -4.5; C -4.6; C- Financial budget, deleted from 4. 7 addresses Section Procedures, purchasing, the charter budget, fiscal Not specifically addressed in their 5. 04 addresses borrowing, audit and Year and budget charter Budget issues almost and contract converted to amendments - Adoption identical to limitations - ordinances by very similar to the Model similar in operation of FWB Charter actuality to FWB FS ractices 166 021 5 " PagePage 11 ofof 11  Attachment 5 FPPA Survey of hiring and reporting authority for the position of Finance Director Page 6  W O r V W Z 0 x 0 d t1 0¢ t x x x x x x x x cs U W H O Q