Fort Walton Beach Council agenda — 08-18-08 special agenda - budget — reading text

Enf. Enf. Water Division Fund Fund Fund Fund Fund Fund Trust Train Fund Fund Fund City Council City Manager General Human Resources f Gov't City Clerk N! Finance f Purchasing Information Tech. Public Police N% f Safety Fire r Recreation f Parks j Recreation Right -of -Way j Services Senior Center 1i Library f n C Museum co Cemetery aPublic Services O Development Svcs f f Public Building & Zoning Services Fleet Facilities Solid Waste f Customer Service f Utility Services f Engineering f Water Operations f Utility Services Sewer Operations N1 Water Distribution f Sewer Collection f Streets N% Stormwater f Golf Golf Club f DEPARTMENT DEPARTMENT & & DIVISIONDIVISION INFORMATIONINFORMATION AA Department Department isis aa majormajor administrativeadministrative segmentsegment ofof thethe CityCity thatthat indicatesindicates overalloverall managementmanagement responsibilityresponsibility forfor anan operationoperation oror aa groupgroup ofof relatedrelated operations operations withinwithin aa functionalfunctional areaarea ( ( e.e. g.g. PolicePolice Department,Department, Recreation Recreation Department,Department, UtilitiesUtilities Department).Department). TheThe smallestsmallest organizationalorganizational unitunit budgetedbudgeted isis aa Division.Division. EachEach divisiondivision indicatesindicates responsibilityresponsibility forfor oneone functionalfunctional areaarea ( ( e.e. g.g. LibraryLibrary DivisionDivision withinwithin RecreationRecreation Department).Department). WhenWhen divisionsdivisions areare combined,combined, aa departmentdepartment isis formed.formed. InIn orderorder toto provideprovide CityCity Council Council andand citizenscitizens withwith aa well-well- rounded rounded presentationpresentation ofof eacheach department,department, thethe followingfollowing elementselements areare presentedpresented inin thethe annualannual budget.budget. Organizational Organizational ChartChart — — IdentifiesIdentifies thethe relationships relationships ofof staffstaff members.members. PositionPosition ListingListing — — IdentifiesIdentifies thethe numbernumber ofof fullfull - - timetime equivalentequivalent positions.positions. Budget Budget SummarySummary — — PresentsPresents revenuesrevenues andand expenditures.expenditures. FunctionFunction — — NarrativeNarrative informationinformation regardingregarding thethe programsprograms andand servicesservices provided.provided. GoalsGoals & & ObjectivesObjectives — — OutlinesOutlines majormajor goalsgoals forfor thethe newnew fiscalfiscal yearyear andand linkslinks themthem toto thethe VisionVision andand Strategic Strategic PlansPlans whenwhen appropriate.appropriate. TheseThese objectivesobjectives describedescribe thethe purpose purpose oror benefitbenefit toto bebe provided provided toto thethe community.community. CertainCertain objectivesobjectives maymay notnot bebe ableable toto bebe completedcompleted withinwithin oneone fiscalfiscal year.year. SignificantSignificant AccomplishmentsAccomplishments — — ListsLists thethe majormajor accomplishments accomplishments inin thethe previousprevious year.year. CityCity ofof FortFort WaltonWalton Beach,Beach, FLFL 28-28- rr Budget Overview Performance Measures — Identifies workload, efficiency, and effectiveness measures reflecting major activities. While workload indicators identify " how much" activity is being performed, efficiency indicators identify " how well" the division is performing its activities, and effectiveness indicators identify "how well" the division is meeting the needs of the public and the organization. FINANCIAL POLICIES The financial policies presented below set forth the basic framework for the overall financial management of the City, as well as provide guidelines for evaluating current activities and proposals for future programs. Financial Planning Long -Range Planning — Update the Vision Plan every ten years and the Strategic Plan annually to ensure current and proposed programs and services reflect the values shared by citizens, City Council, and staff and to evaluate the impact on revenues and /or reserves. Icons are used throughout the budget document to clearly illustrate the translation of the goals and priorities of these plans into the budget. Asset & Infrastructure Inventory — Evaluate ( and reprioritize as necessary) the five -year capital needs of the City annually as part of the budget process with consideration of the Vision and Strategic Plans. Assets, as defined for purposes of this review, include computers, vehicles, and motorized equipment. Infrastructure improvements ( e. g. street resurfacing, water /sewer lines, parks) are evaluated separately during development of the five -year capital improvements program, with consideration of the Vision and Strategic Plans. Balanced Budget — Prepare a balanced budget each fiscal year in accordance with Florida statutory requirements for municipalities. The budget is considered balanced if the total of all available financial resources ( either on hand at the beginning of the fiscal year or generated during the fiscal year) equals or exceeds the total of all financial requirements ( either planned spending during the year or funds required to be on hand at the end of the fiscal year). The requirement for a balanced budget is established at the fund level and must be met for each individual fund budgeted. The budget may become unbalanced during the year due to a natural disaster, civic emergency, grant award, or other City Council action. When these changes occur, a budget amendment must be adopted. Financial Monitoring — Prepare monthly financial reports for the City Manager and Finance Director detailing revenues and expenditures by fund, department, and division. Identify and explain any significant variances between budget and actual. Report financial information to City Council on a quarterly basis. Revenues Taxes — Maintain the millage and other tax rates at levels commensurate with the service levels being provided. Evaluate annually as part of the budget process. User Fees — Maintain fees and rates at appropriate levels to fund their corresponding purpose, especially in the Enterprise funds. Evaluate annually as part of the budget process. Non -Recurring Revenues — Fund recurring expenditures with recurring revenues. One -time revenues will be reserved for future emergencies when possible (e. g. designated for hurricane repairs). Unpredictable Revenues — Budget unpredictable revenues at conservative levels ( e. g. building permits, impact fees) to safeguard against a shortfall. Expenditures Operating Expenses — Pay all current year operating expenses with current year revenues and /or available fund balance. Contingencies — Appropriate contingency funds in each fund to cover unanticipated or emergency expenditures. The State of Florida allows up to a maximum of 10% of anticipated revenues to be allocated toward contingencies. The City budgets less than 1 % for contingencies in all funds except the Utilities Fund and Stormwater Fund, which are closer to 2 %. The higher amount was budgeted in Stormwater since the fund is new this year. City of Fort