05-12-26 City Council Workshop Packet

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13 | Page Budget Controls It is the responsibility of the department head to adhere to the department budget. Finance will provide an itemized, Council approved, budget for the departments to use for coding expenditures. Expenditures will be coded to the correct account number based on the type of expenditure, not on the amount of budget remaining. Failure to do this skews your actual expenses and provides inaccurate historical data for future budgeting data. Each division must be within their total overall budget at the end of the year. It is the responsibility of each department head to anticipate any significant budget overages and supply information for Council presentation to transfer additional funds to their budget from the contingency account. Unbudgeted Expenditures 1) General Requirements: It is the responsibility of the department head to ensure their department stays within the total budgeted dollars. There are instances where emergencies arise or where procurements are desired outside the anticipated budget but within the overall budgeted dollars of a department. 2)Emergency Purchases Occasions may arise due to emergencies where the normal bidding or RFP process cannot be followed. In those cases where the purchase exceeds $50,000, Council approval must be obtained prior to payment. An emergency must be a situation arising suddenly and unexpectedly that requires speedy action essential to health, safety and welfare of the community, and not just an inconvenience. An emergency exists when a breakdown in machinery and/or a threatened termination of essential services or a dangerous condition develops, or when any unforeseen circumstances arise causing curtailment of an essential service. Ex) Infrastructure repair (Water Main breaks, emergency Bridge work) Emergency building repairs (Leaking roof, ect) Information Technology systems breaches Critical operational equipment (Such as a Generator in emergency)