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Home My WebLink AboutAmending Chapter 2 new Article 7 Entitled Budgetary ProceduresORDINANCE No. 6912 -81 Passed by the Common Council of the City of South Bend, Presented by me to the Mayor of the City of South Bend, Approved and signed by 19 81 IRENE K. GAMMON APRIL 29, 19 81 e Clerk of Common Council IRENE K. GAMMON Clerk BILL NO. 38 -81 ORDINANCE NO. (_Q 1 Z -k AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, AMENDING VARIOUS SECTIONS OF CHAPTER 2, ARTICLE 4, OF THE MUNICIPAL CODE OF THE CITY OF SOUTH BEND, INDIANA, AND BY THE INCLUSION OF NEW ARTICLE 7 ENTITLED BUDGETARY PROCEDURES STATEMENT OF PURPOSE AND INTENT The Common Council recognizes that its chief statutory duty is to review the annual budget of the City of South Bend. The Council further recognizes the need to review priorities and goals of municipal programs when reviewing budget appropriations. The Council believes that the present line -item budget form, which is the minimum standard required in Indiana, does not adequately address or develop the backgrounds of the requested budget items. Therefore, the Council is introducing the following Bill to amend our local budgetary process. The Council believes it will improve the budgetary procedures, and will help the Council work toward greater fiscal responsibility over our tax dollars. NOW,THEREFORE, BE IT ORDAINED BY THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA as follows: SECTION I. The Municipal code of the City of South Bend, Indiana is hereby amended by the inclusion of new Article 7 in Chapter 2, which shall read in its entirety as follows: ARTICLE 7. BUDGETARY PROCEDURES Sec. 2 -86. Legislative Findings (a) The South Bend Common Council hereby finds that there is a need to develop improved budgetary procedures which would clearly identify requested appropriations. (b) The Council therefore declares that the following Budgetary Procedures shall govern the preparation of all budgets annually prepared for Common Council review. Sec.. 2 -87 Proposed Line -Item Budget (a) It shall be the duty of the City Controller to prepare a budget estimate for the ensuing budget year in accordance with applicable state law, and provisions of this Article. (b) The CityController shall file ten (10) copies of the Proposed Budget with the Chairman of the Personnel and Finance Committee of the Common Council at least fourteen (14) days prior to the publication of Notice of Budget Estimates which is required by state law. (c) The Proposed Budget shall follow the line -item format utilizing the following four (4) standard budgetary object or expense classification: 1) Personal Services: Includes items formerly recorded under Personal Services as well as Employee Benefits. 2) Supplies: Includes items formerly separately reported under Supplies and Materials. 3) other Services and Charges: Includes items formerly recorded under Contractual Services, Current Charges, Except for Fringe Benefits, Current Obligations, and Debt Service. 4) Capital Outlays: Includes items formerly reported under Properties. (d) Within each type of fund identified in the Proposed Budget, the following information shall be included: 1) The total of all multi - funded employee positions shall be included in the major cost center and shall be designated by ( "MV "). A breakdown of the amounts and sources of funding for such multi- funded positions in the current and requested budget years shall be included in the cost center in narrative form. Said description shall include all extra funds regardless of the funding sources. 2) Employee classifications shall include a symbol representing the following designations within their cost center line -item budget: I. "Full- time" designating each position which is to be funded at a full -time level II. "Part- time" designating each position which is to be funded at a part -time level, herein defined as working less than 2,080 hours per year. III. "Salary" designating each position which is salaried. IV. "Hourly" designating each position which is paid on an hourly basis. 3) All employee positions shall include a symbol represent- ing the following identifications within their cost center line -item budget if applicable: I. "V" designating that a city -owned or city - leased vehicle goes with the position. II. "M" designating that the position is entitled to mileage as a part of his employment if it is used greater than 50% of the time. III. "P" designating that the position is entitled to parking on any city -owned property as a part of employ- ment. 4) The actual totals of each expense classification including all transfers made after the budget was approved. Sec. 2 -88 Cost Center Narratives (a) The person(s) responsible for preparing the line -item break -downs for the Proposed Budget shall file a copy of their "Cost Center Narratives" with the Chairman of the Personnel and Finance Committee of the Common Council at least fourteen (14) days prior to the publication of Notice of Budget Estimates which is required by State Law. -2- (b) The Cost Center Narratives shall be in the following four -part format: 1.) "Form 1" entitled "!Narrative" shall be available from the office of the City Clerk. Information required includes a listing of goals and programs for each cost center. 2.) "Form 2" entitled "Budget History" shall be available from the office of the City Clerk. Information required of each Cost Center includes a listing of:cash balances from the previous year; line -item transfers within sixty (60) days of the end of the previous calendar year; a listing of a breakdown of services contractual for the previous year; unfilled positions; and reclassification information. 3.) "Form 3" entitled "New Program /Position Request" shall be available from the office of the City Clerk. Information required includes a listing of goals, description, and requested budget. 4.) "Form 4" entitled "Line -Item Detail" shall be prepared in the following manner by each Cost Center: (I) The account number, account description, and requested budget shall be included for each line -item with a detailed narrative description of the proposed uses of such funds. (II) A Personnel Organization Chart for the present and proposed calendar years shall be attached identifying all positions, whether such positions are full or part -time, and job duties for each position. Sec. 2 -89 Duties of the Personnel and Finance Committee (a) In addition to the present statutory duties, it shall be the duty of the Personnel and Finance Committee of the Common Council to review the Proposed Budget and Cost Center Narratives. (b) The Chairman of the Committee shall schedule meetings with the Department and /or Bureau heads of each Cost Center upon receiving the budgetary material. Sec. 2 -90. Statutory Budget Procedures The Common Council and City Administration shall follow all other statutory requirements regarding budget preparation as set forth by the Indiana Code, as amended, and regulations of the State Board of Accounts. Sec. 2 -91. Resolution Required For Special Positions/ Notification of Reclassifications (a) No position may be created for an employee, whether full or part -time, after the budget has been approved unless a Resolution is adopted by the Common Council approving such new position(s) for that budget year. (b) The City Controller shall give written notice to the Common Council of all employee reclassifications. Said notification must be given at least forty -eight (48) hours before it takes effect and should identify the funding source and reason for the reclassification(s). -3- SECTION II. Chapter 2, Article 4. Sections 2 -24 of the Municipal Code of the City of South Bend, Indiana shall be deleted in its entirety and reserved for future use. bee- 2- 24--- Bn�gets- genera } }y The - direeter -e € -ea eh- depaL- tMent- sha }}- grepa re- and- sxbrftit te -the - Department- a €- Adminstratien- and- pinanee- bp- 3n }p -ist e €- eaeh -peace- the- p�epased- budget - a €- sneh- depant�ent -e€ -the snbse�nent- €isea }- peace -- -the- head - a €- e�e�p- agenep- within -eaeh- depa�t�ent- sha}}- eeepe� ate -with -and- assist- the- di�eeten -in p�epa�atien -e €- the- depa�t�ent's- budget--- {6�d - -Ne -- 5398- ��;�3} SECTION III. Severabilitv. If any provision, section, or part of this ordinance is declared to be invalid or unconstitutional, such declaration shall not be construed to affect any of the other provisions, sections, or parts herein, and the remainder of the ordinance shall not thereby be inbalidated. SECTION IV. This ordinance shall.- be'infull force and effect from and after its passage by the Common CouAcil, approval by the Mayor, and legal publication. Member of the Common Council Passed, as amended, April 28, 1981 CITY ®f SOUTH BEND COMMON COUNCIL 441 COUNTY -CITY BUILDING SOUTH BEND, INDIANA 46601 AREA 219 284 -9321 LEWIS A. McGANN President April 7, 1981 JOSEPH T. SERGE Vice President The South Bend Common Council JOHN VOORDE Council Chanbers Chairman, Committee of the Whole Fourth Floor County -City Building South Bend, Indiana 46601 JOSEPH T. SERGE First District Dear Councilmen: WALTER M. SZVMKOWIAK Second District Since last years budget review, we have been in BEVERLIE J. BECK Third District contact .with several Indiana cities and organizations. LEWIS A. McGANN We have received many suggestions which we strongly Fourth District believe will improve our annual budget review. ROBERT G. TAYLOR Fifth District The attached Bill is a result of many hours of WALTER T. KOPCZYNSKI Sixth District research, review, and analysis. It is aimed at improving BEVERLY D. CRONE the budget process by requiring information which directly At Large affects our tax dollars. With this information the City RICHARD C. DOMBROWSKI Council will be better able to work with the City Adminis- At Large tration in evaluating city priorities and the quality of JOHN VOORDE At Large city services, in these ever tightening budgetary times. The Bill calls for a Proposed Line -Item Budget, which we have used in the past. However we are requesting various other information to be included in it so that the average person could turn to a specific Bureau or Department and be able to see where our tax dollars are being spent. We are also requiring a "Cost Center Narrative" from each Department or Bureau. This is basically a four -part form which would include a listing of goals and objectives; various budgetary history; and a "plain english" description of the budget requests. Since the review of the budget and the fixing of the tax rate and tax levy are the most important duties performed by the Common Council each year, we believe that the attached Bill will help standardize and professionalize this process. We firmly believe that such a law will help the Council work toward greater fiscal control and responsibility over our tax dollars. We seek your support. a Sincerely, i L cA. McGann, President r. Beverly D. ,'Crone, Chairman Personnel and Finance Committee Tammuttr Itpart tXn t4c fdnmm it Man& of tot tditg vf .*=d 4 11rIO: Your Committee OF THE WHOLE to whom was referred BILL NO. 38 -81 A BILL OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, AMENDING VARIOUS SECTIONS OF CHAPTER 2, ARTICLE 4, OF THE MUNICIPAL CODE OF THE CITY OF SOUTH BEND, INDIANA, AND BY THE INCLUSION OF NEW ARTICLE 7 ENTITLED BUDGETARY PROCEDURES. Respectfully report that they have examined the matter and that in their opinion THIS BILL SHOULD BE RECOMMENDED TO THE COUNCIL FAVORABLE. A$ AMENDED: By substitution of a new bill JOHN VOORDE .e....... o 4ew .oeu..... eo. Chairman