RPVCCA_CC_SR_2013_05_07_E_Adoption_Of_Ordinance_545CITY OF
MEMORANDUM
4o RANCHO PALOS VERDES
DATE:
SUBJECT:
TO:
FROM:
HONORABLE MAYOR &CITY COUNCIL MEMBERS
DENNIS McLEAN,DIRECTOR OF FINANCE &
INFORMATION TECHNOLOGY \C()~D#'--c
MAY 7,2013
ADOPTION OF ORDINANCE NO.545 TO REQUIRE
ANNUAL BUDGET DOCUMENT (Supports 2013 City
Council Goal of Government Efficiency,Fiscal Control
and Transparency)
REVIEWED:CAROLYN LEHR,CITY MANAGER ~
Project Manager:Kathryn Downs,Deputy Director of Finance &Information
Technology LCb
RECOMMENDATION
Adopt Ordinance No.545,amending chapter 3.32 (Budget Administration)of the Municipal
Code to rescind the provisions regarding the two-year budget cycle.
DISCUSSION
On April 30,2013,the City Council introduced Ordinance No.545,to amend chapter 3.32
(Budget Administration)of the Municipal Code.Adoption of the attached Ordinance would
result in a requirement to produce an annual budget document.The FY13-14 budget
would be presented in an annual document format.
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ORDINANCE NO.545
AN ORDINANCE OF THE CITY OF RANCHO PALOS
VERDES AMENDING CHAPTER 3.32 (BUDGET
ADMINISTRATION)OF THE RANCHO PALOS VERDES
MUNICIPAL CODE TO RESCIND THE PROVISIONS
REGARDING THE TWO-YEAR BUDGET CYCLE
THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES HEREBY
ORDAINS AS FOLLOWS:
Section 1:Chapter 3.32 of Title 3 of the Rancho Palos Verdes Municipal Code
is hereby amended to read as follows:
Chapter 4.32
BUDGET ADMINISTRATION
Sections:
3.32.010
3.32.020
3.32.030
3.32.040
3.32.050
3.32.060
3.32.070
3.32.080
3.32.090
3.32.100
3.32.110
3.32.120
3.32.010
Purpose.
Fiscal year established.
Submission date and content.
Budgetary definitions.
Funds established.
Form of presentation.
Transfers between accounts and supplemental appropriations to originally
adopted bUdget.
Public hearings.
Date of adoption.
Filing of budget.
Duplication.
Midyear budget review.
Purpose.
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.
3.32.020 Fiscal year established.
Each fiscal year shall begin on the first day of July and shall end on the thirtieth
day of June.
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3.32.030 Submission date and content.
On or before June 5th 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.
F.
3.32.040
Expenditures and revenues for any city-wide special assessment activity;
The number of authorized full-time equivalent positions for each function.
Budgetary definitions.
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.
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).
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3.32.050 Funds established.
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.
A.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.
3.32.060 Form of presentation.
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.
3.32.070 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.
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3.32.080 Public hearings.
Prior to the commencement of any fiscal year the budget is in effect,the city
council shall hold a public hearing on the budget.
3.32.090 Date of adoption.,
The budget shall be adopted by the majority vote of the city council.If adopted
subsequent to JUly 1st,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.
3.32.100 Filing of budget.
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.
3.32.110 Duplication.
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.
3.32.120 Midyear budget review.
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.
PASSED,APPROVED and ADOPTED this i h day of May 2013.
MAYOR
ATTEST:
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES )
CITY OF RANCHO PALOS VERDES )
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I,Carla Morreale,City Clerk of the City of Rancho Palos Verdes,do hereby certify that
the whole number of members of the City Council of said City is five;that the forgoing
Ordinance No.545 passed first reading on April 30,2013,was duly and regularly
adopted by the City Council of said City at a regular meeting thereof held on May 7,
2013,and that the same was passed and adopted by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
CITY CLERK
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