ORD 2002-11 BUDGET PROCESS ANNUAL CALENDAR ORDINANCE No. 2002-11
AN ORDINANCE OF THE CITY OF BAINBRIDGE ISLAND,
WASHINGTON ESTABLISHING AN ANNUAL CALENDAR OF
THE SEQUENTIAL EVENTS OF THE BUDGET PROCESS;
REQUIRING REPORTS AND INFORMATION TO BE PROVIDED;
ESTABLISHING DATES AND TIME PERIODS FOR PUBLIC
HEARINGS; REQUIRING THE PREPA~TION OF CERTAIN
TYPES OF BUDGETS AND THE MANDATORY CONTENTS
THEREOF, PREPARATION OF NECESSARY FINANCIAL
ESTIMATES AND INFORMATION; AND SETTING DEADLINES
FOR BUDGET AMENDMENTS, AND ADDING A NEW SECTION
2.82 TO THE BAINBRIDGE ISLAND MUNICIPAL CODE.
W~EREAS, RCW Chapter 35A. 11 authorizes the City Council to organize and regulate
internal city operations and processes, and to define the functions, duties, and authority of
city staff; and
WHEREAS, RCW Chapter 35A.33 establishes that it is the duty and responsibility of
the City Council to adopt annual operating and capital budgets; and
WHEREAS, clear and definite budget procedures and timeframes for the preparation of
budgets, repons, estimates of revenue and expenses, and other necessary information,
expedite the business of the city; and
WHEREAS, accurate, timely and up-to-date budget and financial information allow the
citizens of Bainbridge Island to provide meaningful input into the City's budget prbcess
and allow decision makers to make informed choices to accomplish city goals, objectives,
and outcomes, for the best interests of the City of Bainbridge Island; now, therefore,
.,
THE CITY COUNCIL OF THE CITY OF BAINBRIDGE ISLAND, WASHINGTON,
DO ORDAIN AS'. FOLLOWS ·
..
Section 1. New Chapter, There ahall be added to the Bainbridge Igland
Municipal Code a new chapter 2.82 entitled "City Budget Process". Each section set forth
herein is a new section and shall comprise chapter 2.82 of the code.
Section 2. Policy. It is hereby declared to be the policy of the City of Bainbridge
Island that. an Annual Budget and Planning Calendar consistent with the provisions of
this Ordinance shall be adopted each year by resolution of the City Council.
Section 3. Annual Budeet and Piannine Calendar. The City Council shall
adopt on or before May 15, 2002, and then continuing thereafter on or before January 31
of each year commencing in 2003, an Annual. Budget and Planning Calendar in the form
of a resolution which shall set out the specific calendar dates for this ordinance as they
may occur for each given year. The City Council may at any time by a scheduling motion
add, delete or move activity dates for work sessions, business meetings, special meetings,
or public hearings or meetings, originally scheduled in the Annual Budget and Planning
Calendar resolution. Each approved scheduling motion shall be attached to the annual
calendar resolution as an addendum. However, in no event shall the annual resolution or
any scheduling motion change the sequence of the budget process events as established
by this Act or delete events from the budget process.
Section 4. Public Hearing on Goals and Objectives. There shall be a public
hearing on or before a date to be established by resolution of the City Council. A draft of
the vision, mission, goals, and objectives of the City shall be made available to the public
prior to this hearing. The primary purpose of this hearing is to hear from citizens,
members of city advisory bodies, or others, about suggestions and proposals for
consideration early in the city budgeting process.
Section $. City_ Council Suggestions & Proposals. The City Council maY, on or
before a date to be established by resolution of the City Council, propose individually or
collectively, any items, programs or services to be included in, or removed .from, thc city
budget which will assist in the accomplishment of existing or proposed, city and
department goals, objectives, and outcomes, and which should be consistent with existing
or proposed performance measurement targets, information, and results. The primarY
purpose of this Cib' Council activity is for the administration to receive suggestions and
proposals for consideration early in the city budgeting process. This section does not
modify, prevent, or in any way limit the authority or privilege of any Councilmcmbcr to
later submit amendments to the annual budget according to the provisions of this
ordinance.
Section 6. Approval of Goals and Objectives. On or before a date to be
established by resolution of the City Council, the City Council shall approve a statement
of the vision, mission, goals, and objectives of the City for the ensuing year. This section
does not modify, prevent, or in any way limit the .authority or privilege of any
Councilmember to later submit amendments to the vision, mission, goals, and objectives
of the City; however, such amendments may not be able to serve as the basis upon which
departmental budget requests are made.
Section 7. Caoital Facilities Plan Ur}date. On or before a date to be established
by resolution of the City Council, a committee of the City Council shall commence a
review of the capital facilities needs of the City. That review shall include the
preparation of a financial capacity analysis showing how the proposed capital facilities
improvements for at least the ensuing six years shall be funded. On a separate date to be
established by resolution of' the City Council, the Capital Facilities Plan Committee shall
present its recommendations to the City Council and Planning Commission so that those
recommendations can be considered in the preparation of the proposed preliminary
budget and ~o that the Planning Commission will have a proper basis upon which to base
its consideration and to develop its recommendations.
Section 8. Mid-Year Financial Review. On or before August 1 ~t of each year
commencing in 2002, the Finance Director shall present to the Council a "Mid-Year"
financial report, together with such other additional information or factors as may be
needed (such as recent state, county or federal legislative action), to clearly assess'. (a) the
financial condition of the city; (b) the financial status of the current budget year;'(c) what
appears to be the financial projections for the next budget year; and (d) what, if any,
substantial impact(s) on revenue and/or expenditures may be foreseen.
Section 9. Initial Budget Requests. The initial budget requests for the ensuing
fiscal year shall be prepared by the Mayor, and shall be delivered to the City Council, on
or before the date established by resolution of the City Council as provided in RCW
35A.33.050. The department requests which comprise the preliminary budget do not need
to be balanced into one budget because they are expressions of various estimates and
projections of programs and service of each department for the next budget year. The
required information to be included in each proposed preliminary budget shall be as
follows:
A. The revenue section shall set forth in comparative and tabular form for
each fund:
1. Actual receipts for the last completed fiscal year by each significant
revenue source:
2. Estimated receipts for the current fiscal year by significant revenue
source;
3. Estimated receipts for the ensuing fiscal year and the amount expected
from each significant revenue source;
4. Estimated receipt of ad valorem taxes; and
5. The balance for each fund estimated to be available at the close of the
current fiscal year.
B. The expenditure section shall set forth in comparative and tabular form
for each fund and every department operating within each fund:
1. Actual eXpenditures for the last completed fiscal year;
·
2. Appropriations for the current fiscal year;
3. Estimated expenditures for the ensuing fiscal year; and
4. For each proposed full-time or part-time employee, the annual salary
(without benefits) for that employee, together with the exact personnel
classification title of the employee's position, and any other working
title or position designation, if any.
C. Each department shall submit, as a specific section of the proposed
preliminary budget, a narrative and descriptive summary of differences
and changes between the current year appropriations and the proposed
preliminary budget. Such summary shall be in a form annually reviewed
and approved by the City Council.
D. Commencing in 2003, the City shall develop performance measures for all
its major programs and will use those measures in its budget process for
2004.
SeCtion 10. Review of Budget Hearing & Work Session Dates. The dates set
forth in the Annual Budget and Planning Calendar resolution for October through
December, should be reviewec~ by the Council on or before September 15~h to determine
if any changes or adjustments are needed to be made by a scheduling motion, to ensure
adequate time for public notice.
Section 11. Proposed Annual Budget and Planning Calendar. A proposed
Annual Budget and Planning Calendar for the same budget year as the proposed
preliminary budget, shall be prepared by the Mayor and delivered to the City Council
between on or before a date to be established by resolution of the City Council.
Section 12. Hearings and Consideration of Departmental Budget
Submissions. The City Council shall hold heatings and conduct ~vork sessions to inquire
into the programs and services, and financial information contained in the proposed
preliminary budget developed as required by Section 9 of this ordinance. On a date
established by resolution of the City Council, a videotaped public budget hearing ' shall be
held for the presentation of department budget requests based upon the proposed
preliminary budget.
Section 13. Mayor's Preliminary_ Budget and Message. The Mayor shall, on a
date not later than the date established by resolution of the City Council but in no case
later than sixty days before the ensuing fiscal year, file with the City Clerk and
immediately forward to the City Council a preliminary budget together with a budget
message in accordance ~vith RCW 35A.33.055. The Mayor shall prepare and deliver to
the City Council, inserts or such other documentation as necessary to explain and show in
detail the Mayor's recommendations contained in the preliminary budget. The
preliminary budget shall be certified by both the Mayor, and the Finance Director, that all
changes, amendments or other revisions known to them, or known to each department,
are contained within the preliminary budget as filed.
Section 14. Public Hearine on Taxes and Revenues. On a date established by
resolution of the City Council, a videotaped public budget hearing shall be held for the
purpose of obtaining public comment on the revenue sources for the ensuing year's
budget. This hearing shall include an opportunity for the public to comment on all
proposed increases in tax revenues. Notice of the public heating shall be published for
the public and media on the dates set forth in the Annual Budget and Planning Calendar
resolution as may be amended.
Section 15. Public Hearing before the Planning Commission on Capital
Facilities. On a date established by resolution of the City Council, a public heating shall
be held by the Planning Commission for the purpose of providing public comment on the
proposed update to the City's capital facilities plan. Notice of the public hearing shall be
published for the public and' media on the dates set forth in the Annual Budget and
· Planning Calendar resolution as may be amended. The Planning Commission may hold
such other public meetings as it deems proper in order to prepare its recommendations to
the City Council. The recommendations of the Planning Commission regarding the
update to the City's capital facilities plan shall be delivered to the City Council not later
than sixty days following rec. eipt by the Planning Commission of the proposed update to
the capital facilities plan.
Section 16. Hearings and Work Sessions on the Preliminary_ Budget. The City
Council and/or Committees of the City Council shall hold hearings and conduct work
sessions to inquire into the programs and services, and financial information contained in
the preliminary budget on dates to be established by resolution of the City Council.
Section 17. November Budget Estimates-Revenue & Expenditures. On or
before the date specified by resolution of the City Council the Finance Director shall
prepare and certify to the City Council the best available revenue and expenditure
estimates for the next budget year, and estimates of current end-of-year unexpended
funds.
Section 18. Approve Property_ Tax Levy_ for Ensuing Year. On the date
specified by resolUtion of the City Council the City Council shall adopt an ordinance
setting the property tax levy for the ensuing year.
Section 19. Duc Date for Mayor Changes. All changes proposed by the
administration after the filing of the preliminary budget shall be (1) in written form; (2)
shall come with an analysis of the merits and financial impact of the proposed change;
and (3) shall include a complete explanation of why the proposed change was not
included in the preliminary budget; and sUch change shall be due to the City Council on
or before one week prior to the date specified for the final hearing on the budget.
Section 20. Due Date for Councilmember Changes. All changes to the
preliminary budget proposed by Councilmembers shall be (1) in written form; and (2)
due to the Finance Director at least one working day before the date specified for the final
hearing on the budget. An oral change Or a written change submitted by any
Councilmember, or as requested by the Mayor, and which is not clearly within the scope
of an change submitted under this section shall be subject to a point of order by any one
(1) Councilmember. The presiding officer shall role out of order any proposed change:
(1) that has not been submitted for review under this section; or (2) which is not clearly
within the scope of another change which was timely submitted pursuant to this section;
or (3) which is then under actual consideration for action by ~the Council. A majority of
the Council may override such a ruling by the presiding officer. .
Section 21. Final Hearing on the Budget. There shall be a final public hearing
on the proposed budget on or before a date to be established by resolution of the City
Council but beginning on or before the first Monday in December. Notice-of the public
hearing shall be published for the public and media on the dates set forth in the Annual
Budget and Planning Calendar resolution as may be amended.
Section 22. Adoption of the Annual Budget and Capital Facilities Plan
Ut}date, The annual budget and the annual update to the Capital Facilities Plan shall
b(~th be considered for amendment, adoption and other appropriate action by the City
o
Council on or before a date to be established by resolution of the City Council.
SECTION 2. This Ordinance shall take effect and-be in force on and five days from
its passage, approval and publication as required by law.
PASSED by the City Council this 24th day of April 2002.
APPROVED by the Mayor this 25th day of April 2002.
Darlene Kordonowy, Mayor
ATTEST/AUTHENTICATE'
S~usan P. Kasper, City Clerk
APPROVED AS TO FORM'
Rod P. Kaseguma, City Attomey
FILED WITH THE CITY CLERK: March 15, 2002
PASSED BY THE CITY COUNCIL: April 24, 2002
PUBLISHED: May l, 2002
EFFECTIVE DATE: May 6, 2002
ORDINANCE NO.: 2002-l I