Below are narratives giving brief description of some of the various Budget Department operations.
I. BUDGET PACKAGES
Purpose: Very first estimate of revenue and expenditures for next year. Also provides estimates for the “Tax Budget”.
Custom made to accommodate each fund – proper account numbers
Distributed in late March
Due back May 30 – or last working day of May
II. TAX BUDGET
Purpose: Provides Budget Commission with anticipated unencumbered cash carryovers and anticipated revenues for each of the approximate 82 funds that we are responsible for.
Compiled beginning with May 30 Budget Submissions Filed with County Auditor in July for next budget year
From these figures and various tax figures compiled by Auditors, the “Certificate of Estimated Resources” for next year is issued. This Certificate gives us available levels for the Annual Appropriation.
III. ANNUAL APPROPRIATION
Purpose: Approve spending for succeeding year.
Begin compiling in September/October
General fund calculated by using budget request submissions, comparisons of current year spending, circumstance factors – new personnel, mandated changes, etc. Special Revenue funds reviewed and budgeted from their budget request packages. Entire draft budget given to Commissioners in November for review, comments and/or suggestions. Adopted by Board of Commissioners in December for the following calendar year.
IV. OTHER IMPORTANT DUTIES RESPONSIBILITIES
Hotel Tax Collections and Quarterly Settlements – Visitor Bureau
Bascule Bridge Quarterly Report – report for ODOT funds.
Construction projects – Accounting/vendor payments, etc
Continuing Disclosure Statement – addressed below
Arbitrage Compliance – Construction Debt Issuance
Victims of Domestic Violence Report/Settlement – Marriage/Divorce $
Any other Comparisons/Reports requested by Comm./Elec. Officials
Monitoring Bond Retirement/Special Assessment Fund
Note and Bond issues for borrowing for various construction projects – buildings, sewers, ditches, waterlines. To include competitive bid to various financial institutions for interest rates, legal processes, bank and/or underwriter contacts, proper dispensation of funds, arbitrage compliance.
Continuing Disclosure Statement-Financial report required by Securities Exchange Commission in relation to debt issuances. Provides various narratives regarding demographics/finances of County and also various financial statement spreadsheets. Due to SEC and several other Municipal Securities Agencies by June 30 of each year.
Deposit of funds - Rents, Indirect Costs, Various Grants, Hotel receipts, Healthcare, Refunds/Reimb., Kennel Receipts, etc..
Transfers/Appropriations - Assist, review and submit various transfers and/or appropriation changes from various departments for modifications to their internal budgets.
Initiate set up of new funds/accounts for new projects/grants. To include Budget Commission procedures, Auditor requirements, assist department with proper accounting of funds. Assist various departments with any financial problems/questions with their funding; ie; Tracking funds, balancing reports, meeting with dept. heads, implementing changes, reviewing procedures; etc.