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The
Budget Office is under the direction of the City Budget Manager who is a member
of the leadership team of the Department of Finance and Administration.
The following functions
are performed by the Budget Office:
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Coordination of the biennial budget development process {more detail}
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Preparation of the Long Term Financial Plan {more
detail}
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Preparation of the Six Year Capital Improvement Plan {more detail}
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Preparation and reporting of
Interim Budget Changes
{more detail}
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Generation and distribution of
Quarterly Reports which monitor financial and operational progress
{more
detail}
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Management of franchise agreements
{more
detail}
Responsibilities for City Budgeting
• The City Council is responsible for adopting the City's budget and
for appropriating the resources required to fund the City's plan of services and
facilities. The City Council reviews budgetary performance by the City departments,
agencies and contracting organizations and reviews and approves significant changes
in budgets during the two year budget period.
• The Mayor directs the staff in developing and submitting the proposed
budget to the City Council. The Mayor directs City departments and agencies in managing
the budget within the policy parameters set by the City Council. The Mayor recommends
significant changes in the budget as required by policy.
• The Budget Office assists and supports the Mayor, the departments and
the agencies in developing and administering the budget. The Budget Office manages
Two Year Budget Development processes, the interim budget change process and budgetary
performance documentation and reporting. The Budget Office also develops and updates
the Long Term Financial Plan, the Six Year Capital Improvement Budget, coordinates
the Quarterly Reporting process and manages the City's interest in certain contracts
for services and for franchises.
• The City departments, agencies and contracting organizations prepare
budgets to meet strategic and immediate goals and service objectives for review
and action by the City Council. Upon adoption, they manage the budgets to achieve
performance targets in the most cost efficient manner possible. Departments have
broad discretion to manage their budgets and to transfer money within the total
appropriations authorized for them within the Two Year Budget.
The Two Year Budget begins on October 1. Under Idaho State Code, the City
must separately adopt each of the two fiscal years within the Two Year Budget.
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Long Term Financial Plan
To provide a strategic context for the Two Year Budget, the City uses
a six year financial planning process to identify and study the current economic
environment, to review the City's financial and human resources policies and their
relation to budgetary planning, study and project key revenue sources, to develop
projections of the impact of the economy, budget needs, and fiscal constraints upon
the City's financial position and to study alternative scenarios, the proposed concepts
and specific objectives and mechanism to achieve a "structurally balanced" budget,
and to identify the City's debt opportunities.
The current Six Year Financial Plan is published as a component of the
Two Year Budget.
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Six Year Capital Improvement
Budget
The Budget Office works with departments and agencies to develop the
six year plan for capital facilities provided and maintained by the City. The capital
budget process is integrated within the Two Year Budget development process to assure
that resources needed for capital facilities are coordinated within the City's overall
financial capacity and opportunities.
The first two years of the six year capital plan are approved and funded
within the Two Year Budget. The four "out" years are approved in concept and to
provide a strategic context for financial planning. Because Idaho State Code requires
that all approved budgets be closed at fiscal year end, capital budgets are carried
forward through the budget carry forward resolutions at year end to provide continuity
for projects. The projects and remaining available budgets are approved by the City
Council must be consistent with the City's
Re-budgeting Policy.
The current Six Year Capital Improvement Plan is published as a component
of the Two Year Budget.
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Interim Budget Change Process
The Executive Management Team (EMT) provides counsel to the Mayor and City Council
related to all proposed changes to the adopted budget that require City Council
approval. The EMT is chaired by the Mayor and supported by the Budget Office.
All department heads and a member of the Employees Advisory Committee are members
of the EMT.
The Mayor recommends all actions at the EMT and the Budget Office transmits them
to the City Council for action. All Interim Budget Changes (IBC) agendas and
recommendations are posted on the web to document discussion by the EMT and action
by the City Council.
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Quarterly Reporting
The Budget Office manages the quarterly reporting process through which
department, agencies and contracting organizations report on their stewardship of
City resources. The quarterly reports include an executive summary of the City's
financial position and available funds; of significant financial events and actions,
including budget changes; of all changes in full time equivalent (fte) count; a
report of the status of all capital improvement projects; a report of performance
measurements for services set in the adopted budget; and all uses of City contingent
account funds. Departments, agencies and contracting organizations provide reports
of significant financial trends and issues; of services and facilities achievements;
of their financial status; of the status of their capital projects, and of the status
and position of each "fund" that they manage.
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Franchise Management
The Budget Office manages City franchise agreements for cable, water,
solid waste, electric and natural gas services.
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