Rancho Palos Verdes Municipal Code Ch. 3.32 Budget Administration

This chapter is established for the purpose of standardizing the city's procedure for the administration of a budget system. Its provisions are intended to control the execution of municipal activity in accordance with a predetermined financial plan.

(Code 1981, § 3.32.010; Ord. No. 545, § 1, 5-7-2013)

Each fiscal year shall begin on July 1 and shall end on June 30.

(Code 1981, § 3.32.020; Ord. No. 545, § 1, 5-7-2013)

On or before June 5 of each year, the city manager shall submit a budget for the coming fiscal year to the city council. At a minimum, the budget shall contain the following:

A. A budget message;

B. All anticipated revenues;

C. All expenditures schedules for all funds, functions and programs of the city (except trust and similar-type funds);

D. A schedule showing the comparison of all revenues and expenditures and the status of all surplus or reserve accounts;

E. Expenditures and revenues for any city-wide special assessment activity;

F. The number of authorized full-time equivalent positions for each function.

(Code 1981, § 3.32.030; Ord. No. 545, § 1, 5-7-2013)

The following terms shall be defined for the purposes of this chapter as follows:

A. Activity means a specific and distinguishable service within a budgetary program which is performed to fulfill a community need or to accomplish a matter for which the government is responsible (e.g., the annual Fourth of July celebration is an activity within the special events program).

B. Department means a designated organizational unit of the city government (e.g., finance).

C. Function means a combination of programs and activities which are authorized by budget appropriations and are designed to achieve a major purpose of the city (e.g., recreation and parks).

D. Fund means a separate fiscal and accounting structure which segregates accounting records for the various budgetary functions and is established according to section 3.32.050 (Funds established).

E. Object accounts means expenditure classifications according to the types of items purchased or services obtained (e.g., operating supplies, professional/technical services).

F. Program means an activity or a group of activities designed to achieve a specific goal or objective associated with a budgetary function of the city (e.g., special events is a program within the recreation and parks function).

(Code 1981, § 3.32.040; Ord. No. 545, § 1, 5-7-2013)

A. A general fund shall be established for the accounting of all of the city's financial resources not controlled by other funds established in accordance with this chapter.

B. The director of finance, with the approval of the city manager, shall establish a separate fund whenever any of the following exists:

1. When required as a condition of the granting of funds by another agency;

2. When an isolated or independent audit trail is required by statute;

3. Where accounting practices within the general fund cannot adequately distinguish the activities of the city that must be integrated with respect to program activity or the sources of revenues and expenditures.

(Code 1981, § 3.32.050; Ord. No. 545, § 1, 5-7-2013)

The budgets for each fund, function and program of the city shall be arranged in such a manner as to clearly show:

A. The anticipated expenditures for the fiscal period closing;

B. The actual expenditures for the prior fiscal year;

C. The most appropriate categorization by budgetary function.

(Code 1981, § 3.32.060; Ord. No. 545, § 1, 5-7-2013)

• Transfers between accounts and supplemental appropriations to originally adopted budget.

Transfers between object accounts and expenditures in excess of budgeted allocations may be effected only as provided in this section:

A. The city manager may approve transfers to adjust for operation, maintenance and personnel expenditures between any program's object accounts as long as the transfers are within the same budgetary function and the same fund (subject to subsection (C) of this section).

B. All other transfers must be approved by action of the city council.

C. No full-time equivalent positions may be added to those specifically approved in the budget document without the authorization and supplemental appropriation of the city council.

D. All expenditures that are in excess of a fund's and/or function's budgeted allocations must be approved by supplemental appropriation by the city council.

(Code 1981, § 3.32.070; Ord. No. 545, § 1, 5-7-2013)

Prior to the commencement of any fiscal year the budget is in effect, the city council shall hold a public hearing on the budget.

(Code 1981, § 3.32.080; Ord. No. 545, § 1, 5-7-2013)

The budget shall be adopted by the majority vote of the city council. If adopted subsequent to July 1, it shall take effect immediately upon adoption. During any period in which a new budget has not been adopted, the prior year's budget shall be in force and effect but shall be replaced retroactively by the new budget; provided, however, expenditures shall not exceed the amounts approved in the new budget.

(Code 1981, § 3.32.090; Ord. No. 545, § 1, 5-7-2013)

A copy of the budget shall be certified by the city clerk as adopted by the city council and filed as a public record in the office of the city clerk.

(Code 1981, § 3.32.100; Ord. No. 545, § 1, 5-7-2013)

Sufficient copies of the adopted budget shall be prepared each year to supply all council members and department heads. At least one copy shall be available for public inspection in the offices of the city clerk, and the budget shall be posted on the city's website.

(Code 1981, § 3.32.110; Ord. No. 545, § 1, 5-7-2013)

The city manager shall provide the city council with a midyear status report on the budget, as it compares to the adopted budget, including any recommendations the city manager believes are appropriate.

(Code 1981, § 3.32.120; Ord. No. 545, § 1, 5-7-2013)