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Optimizing Iowa’s City Budgeting System: A Comprehensive Guide

This guide outlines the essential components of Iowa's city budgeting system. It discusses the timing and process for budget preparation, including key dates and council meeting schedules. It emphasizes the importance of having a robust budget policy, consultation with department heads, and training sessions for effective budget management. The document covers funding sources, including property taxes, grants, and user fees, while providing insights on various municipal services and capital projects. A clear table of events and resources ensures a stress-free budgeting process.

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Optimizing Iowa’s City Budgeting System: A Comprehensive Guide

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  1. Iowa’s City Budgeting System Patrick Callahan Snyder & Associates July 23, 2012

  2. Timing is everything • When is it all over? • When does it start? • Does your City have a policy and proceedure on budget preparation and monitoring? • Calendar of events • Example • Let’s do it backwards first • Schedule of Council Meetings • Availability of other people such as departments, boards, committees

  3. The Time Table • Count back from March 15 • Copies available – 20 days prior to hearing • Public hearing • Start early –less stress • Consult department heads

  4. Iowa League of Cities • Annual mailing to help with schedules and calculations • Budget Training Sessions • Mentors • Department of Management • Steve Ford (Retiring) • Web Site Department of Management • DOM Information

  5. County Auditor Information • Taxable valuations – calculate levies • Assessed valuations – G.O. Debt limit • TIF valuations and projections • (go to www.dom.state.ia.us)

  6. Line 3a Line 2B Line 3b Line 2a Line 4a

  7. What is your process? • City Administrator/Manager? • Budget Committee • Citizens • Council • Other taxing agencies • County • Community School • Community College • Extension Offices • Area schools • State • Council – FINAL DECISION

  8. Who will put it all together • Dah!!! • Isn’t that in the small print? • Need a Quarterback • City Council’s Goal Setting Session

  9. Capital Planning (more later) • Does it tie to the Council’s goals • How far out? 5 years-10 years? • Funding sources • Cash on hand • Local Option Sales Tax • Bonds – G.O. and Revenue • Enterprise Revenues • Gifts/Grants • CIP Levy

  10. Where does the other money come from? • State Legislature • Authority for Property Taxes • Revenue Sharing - RUT • Grants • Elections – LOST & Hotel/Motel • Special Assessments

  11. Where does the money come from? (Cont) • Federal government • Revenue Sharing • Grants • Local governments • County • 911 Commissions • Fire districts • Others

  12. Where does the money come from? (Cont) • Our Citizens • Licenses • Permits • User Fees • Swim Pool • Golf course • Recreation Fees • Franchise Fees • Fines

  13. User Fees - Utilities • Water • Sewer • Storm Sewer • Electric & Gas • Garbage • Cable TV/Internet

  14. Other Sources • Gaming revenues • Refunds • Interest on investments • Rent or sale of property

  15. Go to the source • Budget Excel document • GREAT improvement over the years • GREAT resource • Let’s see---

  16. Line Item Budget-Workpapers • Program – department or service • List of expenditures • Previous fiscal years • Current budget year • Year-to-date numbers • Proposed budget • Adopted budget

  17. Where Does the Money go? • The Nine Programs • State Budget Forms – Iowa DOM • (Partial List – Most common services)

  18. Public Safety Services • Police/jail • Fire • Animal control • Emergency management • Flood control

  19. Public Works Services • Streets and bridges • Parking • Street lights • Traffic control • Snow removal • Street cleaning

  20. Health & Social Services • Health regulation inspection • Water, air and mosquito control

  21. Cultural & Recreation • Library • Museum, band and theatre • Parks • Recreation • Cemetery • Community center

  22. Community & Economic Development • Community beautification • Economic development • Planning & Zoning

  23. General Government • Mayor, Council, and City managers • Clerk, Treasurer and finance • Election • Legal services • City hall • Tort liability

  24. Debt Service • Principal payments • Interest payments • Bond registrar fees

  25. Capital Projects • Construction/building projects • TIF capital projects (or as Special Revenue fund type) • Capital Equipment (now allowed in this area as per GASB 54)

  26. Business Activities/Enterprises • Water • Sewer/wastewater • Landfill/garbage • Cable TV/Internet • Storm sewer

  27. The Types of Funds • General • Special revenue- LOST, RUT, TIF, employee benefit levies • Debt service • Capital projects • Permanent • Enterprise • Non-budgeted funds (internal service)

  28. Budget Form 631 E P1

  29. Budget Form 631 E P2

  30. Budget Form 631 A P1

  31. Budget Form 631 A P2

  32. Municipal Expenditures • Personal services – salary & benefits & related expenses • Services & commodities • Capital outlay • Debt payment & interest • Transfers

  33. The Budget Numbering System (City Clerk’s Handbook) • Revenues –fund, function, type & source • Expenditures – fund, function & object

  34. Sources of Information • Estimating Expenditures • City department heads • City staff & finance officer • Previous fiscal year data • City audit reports • Iowa League of Cities –budget report • Utility Providers

  35. More Sources of Information • Estimating Expenditures (con’t) • Insurance agents • Vendors and suppliers • Consumer price index • Existing contracts (union contracts, maintenance agreements, leases, township and other 28E agreements)

  36. Sources of Information • Estimating Revenues • County auditor –taxes & TIF • Iowa League of Cities – budget report • City department heads • City finance officer/treasurer • Previous fiscal year

  37. Budget Form 631 D

  38. Budget Form 631 B

  39. Property Tax Levies • Regular – general fund levy: $8.10 limit • Non-voted permissible levies • Liability, property & self insurance • Local Emergency Management • Voted permissible levies • Public library support • Bands, vocal

  40. Property Tax Levies (con’t) • Ag Levy – $3.00375 Limit • Special revenue levies • Emergency – (if at $8.10) • Police & fire retirement (411) • FICA & IPERS • Employee benefits (as defined by Administrative Rules)

  41. Property Tax Levies (con’t) • SSMID • Debt service levy • Capital project levy (voter approved)

  42. Budget Form 635.1

  43. Budget Form 635.1 (bottom)

  44. Fund Balance Reminders • Council Resolution • Check audit reports • Annual financial report

  45. Budget Form FBW

  46. The “Fine Art” of Balancing the Budget • Reduce expenditures • Increase revenues • Spend down cash resources • City staff recommendations • City Council – ranking • City Council – final decision • The appeal process - $8.10 • Watch calendar requirements for appeal

  47. The Public Hearing Process • Budget forms completed • Prepare notice of public hearing & budget estimate • Publication 10/20 day rule • Copies available – 20 days prior to the hearing

  48. Budget Form 631.1

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