HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 05/19/2015 - RESOLUTION 2015-055 ADOPTING AMENDMENTS TO THE FINAgenda Item 7
Item # 7 Page 1
AGENDA ITEM SUMMARY May 19, 2015
City Council
STAFF
John Voss, Controller/Assistant Financial Officer
Mike Beckstead, Chief Financial Officer
SUBJECT
Resolution 2015-055 Adopting Amendments to the Financial Management Policies by Combining and Revising
General Policies, Fund Policies and Capital Improvement Fund Policies.
EXECUTIVE SUMMARY
The purpose of this item is to update the General Financial Policy and combine with 2 other policies: Fund
Policies and Capital Improvement Policies. In August 2014 the Council Finance Committee (CFC) approved
combining these policies into one general financial policy. In November 2014 the CFC reviewed the draft of
these 3 policies and approved bringing the combined policy to the City Council for consideration. Many
sections of these policies are redundant with other financial policies, City Code and Intergovernmental
Agreements (IGAs). There are also many sections with no policy elements. Lastly some sections are not
financial in nature or should be moved to another financial policy. As such, this action is primarily a
housekeeping update. All approved financial policies will be available on fcgov.com by August 31.
STAFF RECOMMENDATION
Staff recommends adoption of the Resolution.
BACKGROUND / DISCUSSION
With the exception of the investment policy and minimum fund balance policy, the financial policies have not
received a thorough update in many years. Beginning in 2013, staff has been working with the Council
Finance Committee to systematically go through every policy. We are nearing the end of that process. After
this round of policies all that will remain is the Economic Health Policy. All approved financial policies will be
available on fcgov.com by August 31.
Before proceeding with the systematic review, staff and the CFC reaffirmed the values of financial policies as
follows:
• Provide quality control in decision making
• Strengthen City during times of financial difficulty
• Promote strategic thinking
• Higher bond ratings and lower interest costs
• Provide for contingencies
• Help curtail spending
• Help avoid tax increases
CFC also agreed that staff should adhere to the following principals for effective policies:
• Explicit - in writing
• Current - reviewed on regular basis
Agenda Item 7
Item # 7 Page 2
• Literal - plain language, quantify measures
• Centrally Available - on City intranet
• Brevity - include only policy components that are relevant to high level decision making
• Comprehensive - balance concise with all relevant topics
This round of policy review is looking at 3 policies at one time. Staff recommends combining them into one
General Financial Policy. This was tentatively agreed to by the CFC in August 2014.
Current Proposed
3.0 General Policies
4.0 Fund Policies 3.0 General Financial Policies
6.0 Capital Improvement Funds
Summary of Changes.
3.1 Administrative Charges. This section is relatively current with todays practice. Removed Information
Technology costs from the formula because they became an Internal Service Fund in 2008. Clarified language
where appropriate.
3.2 Payment in Lieu of Taxes (PILOT). Deleted this section because this is covered in City Code.
3.3 Lease-Purchase. Deleted this section because the topic is covered in Debt Policy 7.0. No real policy
elements.
3.4 Human Resource Management and Productivity. Deleted this section. The compensation portion is not
current and the topic really belongs in HR Policies. The performance goals and measures section is weak on
policy and topic really belongs in HR policies.
3.5 Medical Insurance and Retirement Plan. Changed reference number to 3.2.
The medical insurance section a. basically states the program will be partially self-funded with stop-
loss insurance for high valued claims. A lot of non-policy language. Staff recommends that Finance
and HR work together in 2015 to analysis whether the self-insurance program is the most cost
effective.
In the retirement program section b. the social security items were removed because they are
mandated by federal government. Reduced the language in the defined benefit plans (pension).
Updated tables and contribution rates.
3.6 Facility Maintenance and Repairs. This section is deleted because it is primarily informational and not
really financial in nature.
3.7 Poudre Fire Authority - Revenue Allocation Formula. This section is deleted because it is redundant with
Intergovernmental Agreement that is approved City Council.
3.8 Rebate Programs. This section is deleted because it is redundant with City Code, outdated and mostly
informational.
3.8 continued, Fund Organization. The reference number was changed to 3.3. Updated definitions of fund
Groups and fund Types. Updated the list of City Funds.
3.8 continued, General Fund. Deleted this section. These policies were discontinued in 2007.
3.8 continued, Enterprise Funds. Deleted nearly all of the sections. Rate and fee portions were moved to
section 3.4. Deleted pledged revenue because these standards are outlined in bond documents. Deleted the
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Art in Public Places (APP) sections because the program is controlled by the City Code. Deleted the sections
on Flow of Funds because they primarily addressed reserves and fund balance that are covered under Council
Finance Policy 5.0.
3.9 Internal Service Funds. Renamed this section to 3.4 Cost Recovery and Fee Setting. Refocused this
section and deleted the portions that were about fund structure. Moved the Cultural Services fee discussion to
this section from section 3.10. Relocated Recreation Fee policy discussion from 3.10 to this section.
3.10 Special Revenue and Debt Service Funds. Moved the Cultural Services fee discussion to section 3.9.
Relocated Recreation Fee policy discussion to section 3.9.
3.11 Capital Improvement Funds. Renamed this section to 3.5 Capital Improvement Program. Deleted section
on Citizen Participation as it included no policy elements. Combined old 3.12 with the new section 3.5. Added
language that all Service and Departments shall develop Master Plans for capital replacement and expansion.
Added language that every 2 years City staff will compile a 10 year Capital Improvement Plan. Clarified and
updated certain language.
3.13 Capital Improvement Program. This section was deleted because it had no policy elements and was
purely informational.
BOARD / COMMISSION RECOMMENDATION
The Council Finance Committee reviewed proposed changes August 18 and November 17, 2014. Changes
were generally supported and direction was given for staff to bring policies to City Council for approval.
ATTACHMENTS
1. General Policy Proposed May 2015 (PDF)
Financial Management Policy 3 PROPOSED CLEAN VERSION
General Financial Policies Issue Date: January 17,
2006
Version: 2
Issued by: City Council
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
1
3.1 Administrative Charges
Certain General Fund Expenses for departments rendering services to other departments in
other funds and shall be are equitably apportioned to those other funds. For Enterprise,
Internal, and Special Revenue Funds, direct charges are made to the funds receiving
services when they are rendered. Certain departments within the General Fund
departments that provide services to all funds and do not have a direct billing mechanism.
For these General Fund departments shall have their, a costs allocatedion using the formula
outlined in this section has been developed to apportion costs to other funds, and provide
offsetting revenue in to the General Fund.
A. General Fund Departmental Costs to be Allocated
Certain General Fund Ddepartmental costs to be allocated include City Council, City
Manager, City Clerk, City Attorney, Human Resources, and Finance, and Information
Technology (IT). Any services in these departments which are funded by user fees or
dedicated revenues are excluded from the allocation.
The amount of costs to be allocated is the current adopted budget for each of the
departments listed above less user fees and dedicated revenue. With a multi-year
Objective:
To outline the method and principles for allocation Administrative Charges; establishing the parameters for
the Medical and Retirement Program;, Fund Organization; Cost Recovery and Fee Setting; and Capital
Improvement Program.
Applicability:
Funds—This policy applies to all City funds. It does not apply to URA, DDA, PFA and Library.
Authorized by:
City Council Resolution 2006-006.
Comment [JV1]: No longer in General Fund.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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budget, the charge to each fund is increased by a determined percentage for the second
future year and then adjusted to the actual calculation with the next multi-year budget.
B. How Costs Are Allocated
The Human Resources costs are allocated on a prorated basis to funds based on the total
number of budgeted full-time-equivalent positions in each fund.
The administrative costs for IT are allocated to funds based on the total number of
budgeted full-time-equivalent positions in each fund.
All other General Fund administrative costs are allocated on a prorated basis to the
funds based upon adjusted expenditure budgets for the current year. Adjustments are
made to recognize the lower amount of administrative services required for Capital,
Debt Service, and Purchased Power payments. Capital project budgets are reduced by
two-thirds and averaged over three years. Debt Service budgets are reduced by three-
fourths and the entire Purchased Power budget is deducted from the Light & Power
budget.
C. All Funds Receive Allocations but Not All Funds Are Charged
While Administrative Charges are allocated among all City funds, only specified funds
are charged. Charges are not made to a fund if it is not self-supporting, it is an
Governmental Internal Service fund, or if the funds role is merely to facilitate proper
accounting procedures. For example, the Sales and Use Tax fund and Debt Service fund
receive amounts which are then transferred to other funds. Charging these funds would
lead to double charging many transactions and would not correspond to the level of
service provided by the departments in the General Fund.
D. Review
During each budget process, the Administrative Charge calculation will be reviewed the
Budget Office. Minor Further refinements in the allocation formulas will beare made as
needed. Significant changes will be brought to the City Council for approval to assure
that the equitable apportionment meets requirements of the Code/Charter is met.
3.2 Payment In Lieu of Taxes (PILOT)
In accordance with the City Charter regarding municipality rates and finances, the
water, wastewater, and electric utilities "pay into the General Fund in lieu of taxes on
account of the city-owned utilities such amount as may be established by the Council by
ordinance". The established PILOT rate is based on the amount of taxes that would be
Comment [JV2]: IT is now an Internal Service
Fund that and is no longer in the General Fund
Comment [JV3]: Set by Code Ordinance.
Redundant to also have in policy and extra work to
keep them in sync
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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levied if the utility were privately owned.
The PILOT rate, as established by Council is 6% for the Water and Wastewater Funds
and for the Light and Power Fund. This rate is applied to the operating revenues per
year for each fund.
3.3 Lease-Purchase
The City of Fort Collins uses lease-purchase financing for the provision of new and
replacement equipment, vehicles and rolling stock in order to ensure the timely
replacement of equipment and vehicles. This method may also be used to acquire real
property. Members of management staff have developed an equipment needs schedule
for rolling stock which encompasses the demands of operating departments. This
schedule is used to project equipment needs for each budget term.
The City leases the asset in installments according to a fixed payment schedule. Each
installment includes principal and interest and the City builds equity and assumes risk
in the asset over the term of the lease. The annual installments are appropriated by the
Council each year.
Advantages of lease-purchase financing over the traditional cash method of financing
are:
• Decreasing the impact of inflation on the purchase of new and replacement
equipment.
• Resolving the problem of a capital replacement needs backlog.
• Conserving operating reserves.
• Reducing the initial impact of the cost to user departments by enabling
acquisition costs to be spread over the useful life of the equipment.
• Safeguarding the opportunity to use cash assets to earn higher interest than the
interest cost of lease-purchasing.
It should be noted that the City is able to discontinue the equipment leases at its
discretion so that future City Councils will have the option to continue or discontinue
the policy of lease-purchasing City equipment.
According to State of Colorado House Bill 90-1164, local governments are required to
identify as part of their budgets: 1) the total expenditures during the ensuing fiscal year
for all lease purchase agreements involving real and personal property; and 2) the total
maximum payment liability under all lease purchase agreements over the entire term of
the agreements, including all optional renewal terms.
The State does not include lease purchase in the legal definition of debt, however rating
agencies include lease purchase financing in calculating the City's long-term financial
Comment [JV4]: Incorporate policy elements
into Debt Policy 7.0. There are few policy elements,
mostly definitions and explanations.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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obligations and overall debt burden.
3.4 Human Resource Management and Productivity
The City of Fort Collins' goal as an employer is to attract and retain quality employees in
recognition of their essential contribution in providing services to the citizens of Fort Collins. As a
provider of services in the community, the experience, commitment and talent of our employees is
critical to the quality and value of City services.
The City has two financial policies which address the human resource component of its cost of
providing services:
Employee Compensation Policy
In order to attract and retain quality employees and also to recognize and reward quality
performance, the City has established a system which guides the compensation of its employees.
The objective of the compensation policy is to pay employees fairly, competitively and in a way that
is understandable to the community and the organization.
1. For all classified employees and unclassified management of the City, compensation
will be established through a total compensation methodology. Total compensation is
defined as both salary and benefits. This methodology will use annual surveys of the
relevant labor market. The labor market is defined as employers and jurisdictions that
closely approximate the size and/or services of the City of Fort Collins. This market will
primarily consist of Front Range communities, but may also include the state of Colorado or
regional data from both the private and public sectors.
Salaries will be calculated at the 70th percentile by taking the pay range maximums of
comparable market data and establishing a point wherein 30% of the salaries are higher
and 69% of the salaries are lower than the City=s pay range maximum.
Benefits will be set at a point that is determined to be competitive, as compared to the
relevant labor market, by examining market provisions and plan design for medical and
dental insurance.
2. Hourly, temporary or contractual employee compensation rates will be set
according to the prevailing market rate for that type of job within the Northern Colorado
Comment [JV5]: Duplicate, covered under HR
Policies.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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market; the existing pay plan may also be considered for similar positions. These
employees are a valuable resource in the provision of services for the community, and the
City will set those compensation rates in a manner that will attract high quality employees.
b. City Performance Goals and Measures Policies
The goals of the City of Fort Collins are to provide our citizens with outstanding services. In
doing so, the City will commit to attracting and retaining quality employees and to
recognizing and rewarding their quality performance.
To accomplish these goals, the City will:
1. Maintain staffing at a level that will enable the City to provide the necessary
services in a high quality manner;
2. Provide ongoing assessment of customer satisfaction with the level of
services provided by the City and continuously improve the quality of those
services;
3. Develop and maintain a pay-for-performance review process to establish
goals and to evaluate employee work performance;
4. Assess options to streamline operations by continuing to monitor the cost
effectiveness of additional staffing vs. the cost of adding capital equipment; and
5. Measure the productivity and effectiveness of the City's work force.
3.53.2 Medical Insurance and Retirement Plan
Aa. Medical Insurance
In 1981, the City of Fort Collins set up a partially self-funded medical insurance program.
The objective of a self-funding program is to reduce the cost of medical insurance by
assuming the risk for certain plan expenses. Assuming a portion of the risk lowers the
amount of charges compared to a conventional full insurance plan. For most of the last 22
33 years, the City has found this funding method to be a cost-effective means of providing a
very desirable employee benefit.
To administer the self-funded and insured portions of the medical insurance plans, the City
conducts a competitive proposal process every five years or more often if required. The
Comment [JV6]: Staff recommends HR and
Finance commit in 2015 to review and analyze the
self-insurance model to reaffirm its continued cost
effectiveness.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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insurance contracts are reviewed annually for both performance and cost. During the
annual renewal process, the City negotiates to attain more favorable rates from insurance
providers. The types of services contracted for include plan administrative services, stop-
loss protection against unexpected expenseslarger claims, life and accidental death and
dismemberment insurance, and long-term disability coverage.
Bb. Retirement Programs
The City of Fort Collins contributes to three two types of retirement pension plans:, a
Defined Benefit Plan and Defined Contribution Plans. including:
1. Social Security;
For the Social Security program, the City follows the program guidelines of the Social Security
Administration. The Finance Department makes the appropriate employer and employee
contributions with the bi-weekly payroll checks.
12. 401(a) Defined Benefit Plan - the General Employees Retirement Plan (Plan). Theis
pension plan is closed is no longer open to new participants as of 1/1/1999.
The Plan document approved by the City Council outlines the details of the program. A
Board meets monthly to oversee the program. Board members, in consultation with annual
actuary report and other information, make recommendations to City Council for any plan
changes that may be needed from time to time. The Plan currently calls for the employer
(City or PFA) to contribute 10.5%. Because the plan is underfunded, a Supplemental
Contribution is made at a fixed dollar amount each year. The Supplemental amount is
reevaluated every 2 years in conjunction with the budget cycle and based on the latest
actuarial valuation report.
The City, through the Finance and Human Resource Departments, administers the defined benefit
plan. In 1998, the General Employees Retirement Plan offered its members the opportunity to
transfer their assets to a money purchase plan. Of over 800 members, 368 members decided to
move to the money purchase plan. As of December 31, 1998, $9 million of plan assets were
transferred to the plan. The rate of contribution for the City administered plan is based upon an
actuarial valuation to determine the plan=s normal cost and unfunded liability for benefits. The
City will maintain contribution rates at a level sufficient to meet all current normal costs of the
pension plan. Should an unfunded liability be determined for the defined benefit plan, such liability
will be amortized over a period not to exceed twenty years.
In addition to the pension programs, the City offers deferred compensation plans to City and
Poudre Fire Authority employees as an adjunct to the general retirement plan. This helps the City
Comment [JV7]: Mandated by federal
government. Not necessarily
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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maintain comparability with benefits provided by other Front Range communities. Employee
participation in the deferred compensation plan is optional.
The Budget incorporates the following rate requirements to provide funding support for this
retirement program policy:
23. 401(a) and 457 Money Purchase Plans. Also known as Defined Contribution Plans,
the c for Service Directors, Classified and Unclassified Management, Police and Fire;
andontribution rates are as follows:
401 a 457
Employee Group Employer Employee Waiting Employer Employee Waiting
Classified Employees 6.5% 3.0% 6 months 0.0% optional no wait
Classified Employees hired on
or before 3/31/07
7.5% 3.0% 6 months 0.0% optional no wait
Unclassified Management 6.5% 6.0% 6 months 0.0% optional no wait
Unclassified Management
hired on or before 3/31/07
7.5% 6.0% 6 months 0.0% optional no wait
Direct Reports of City Council 10.0% 0.0% no wait match up to
3%
optional no wait
Service Area Directors 10.0% 0.0% no wait match up to
3%
optional no wait
Police & Dispatch (per union
agreement) *
8.0% 8.0% no wait match up to
3%
optional 6
months
Community Service Officer 7.5% 3.0% 6 months 0.0% optional no wait
* All employee groups vest immediately, except Police and Dispatch who follow schedule in
union agreement.
Employee contributions to the 457 plan are limited to the amounts published by the IRS.
The City will contract with a third party administrator to provide the Defined Contribution Plans.
City Staff comprised of both Finance and HR will oversee the program and performance of the third
party administrator.
The City uses private companies to operate the money purchase plans. For City employees, the
ICMA Retirement Corporation administers the money purchase plans. For employees of the Poudre
Fire Authority, Prudential Management Investment Services administers the money purchase plan.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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Normal Costs
Social
Security
Contribution
General
Employee
Retirement
Money
Purchase
Police/Fire
Money Purchase
Management
& Classified 1,2,3,4
City Contribution 7.65% 4.5% 8%/8% 3%-10%
Employee Contribution 7.65% none 8%/10% 0%-6%
(1) For the City Manager, City Attorney, Municipal Judge, and Services Directors, the City
contributes at a rate of 10% of base salary. There is no employee match required.
(2) For Unclassified Management and Department Heads, the City contributes either 3% if the
employee is in GERP or if the employee has the City contribute to the deferred compensation plan or
7.5% if the employee has opted out of the GERP and does not have the City contribute to the deferred
compensation plan. Employees in this category contribute 6%.
(3) For classified employees who transferred from the General Employee Retirement Plan in
1998, the City contributes 7.5%. If the classified employee remains in the GERP, the contribution rate
is 3%, and if the employee has the City contribute to the deferred compensation plan, the
contribution rate is 4.5%. Employees contribute either 0% or 3% of their salary.
(4) The maximum contribution to a 401 money purchase plan is the lesser of 25% of salary or
$40,000. This maximum is indexed for inflation.
The table below shows the contribution rates to the 457 deferred compensation program:
Deferred Compensation
City Contribution 3% to 7.5%
Employee Contribution up to 25% of salary, not to exceed a total of $15,000
3.6 Facility Maintenance and Repairs
a. Maintenance, Repair & Replacement (MM&R)
Comment [JV8]: Informational mostly. Not
really financial in nature.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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1. MAINTENANCE B The upkeep of building systems to realize their anticipated useful life.
Includes periodic actions to assure continued service, operational efficiency, or to prevent
breakdowns (for example, changing filters and belts on HVAC equipment.).
2. REPAIR/REPLACEMENT B Actions needed to restore building systems/ components to a
functional condition. Performed when systems/components have reached their useful life; become
obsolete; pre-maturely worn out; or have failed (i.e., roof replacement).
b. Priorities for Maintenance and Repair Funding
1. Life, health, and safety (for example, heating system repair)
2. Protect Capital Investment (preventative maintenance)
3. Repair and Restoration
These priorities are used as the basis for funding recommendations in the budget process.
c. Funding Policy/Target
The City of Fort Collins recognizes the need to maintain City buildings to adequately support
provision of services to its residents. The ongoing funding target for M&R of General Government
facilities is 4% of Current Replacement Value (CRV) for occupied facilities.
3.7 Poudre Fire Authority – Revenue Allocation Formula
In December of 1981, the City and the Poudre Valley Fire Protection District created the Poudre
Fire Authority (PFA) through an intergovernmental agreement. The PFA provides fire protection
services to Fort Collins and the surrounding area. The agreement specifies a Revenue Allocation
Formula (RAF) for defining the City's contribution to the PFA for operations and maintenance.
Originally, for PFA's operating costs, the City shared property tax and sales and use tax collections.
In addition to operating costs, the agreement further provides authorization for the PFA to request
funds for capital costs pursuant to the procedures set by the City and District. PFA's capital needs
include land acquisition, construction of additional stations, and acquisition of major fire fighting
apparatus. The RAF has served as the Poudre Fire Authority's funding mechanism from 1981
through the 1993 budget. After the State Constitution was amended in 1992, the RAF was revised.
In its original form, the Revenue Allocation Formula allowed the PFA to realize the full extent of
growth in sales and use tax and property tax collections. Article X, Section 20 of the State
Constitution now limits the rate of growth to a combination of the Denver-Boulder-Greeley
Consumer Price Index and additions to the local property tax base primarily due to construction
Comment [JV9]: Redundant with the IGA
between City and Poudre Fire Authority. Will add to
Administrative Policy as item to monitor.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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and annexation. Accordingly, the Revenue Allocation Formula for the City's contribution to the PFA
has been restructured to fit within the constraints of Article X, Section 20.
The City will continue its current policy of funding PFA capital needs by dedicating one mill of the
City's total mill levy. The revenue from the dedicated mill will be managed according to the
property tax mill levy and revenue limitation provisions of Article X, Section 20. The City's
contribution to PFA for operation and maintenance will be calculated by the Revenue Allocation
Formula. The Revenue Allocation Formula allocates to PFA 67.09% of the property tax mills
available for operations and 0.303 of one cent of the City's 2.25 cent sales and use tax applicable to
all taxable sales and uses. The resulting contribution for operations and maintenance will then be
compared to the constitutional growth limits. The City's operation and maintenance contribution
to PFA will be the lesser of the contribution as determined by the Revenue Allocation Formula or
the allowable contribution in accordance with the limits imposed by Article X, Section 20 of the
State Constitution.
3.8 Rebate Programs
The City recognizes that certain segments of its population, specifically the disabled and senior
citizens on fixed incomes, may be unable to keep pace with increasing taxes and utility costs. In an
effort to partially offset the cost of property taxes, utility billings and sales taxes on these segments
of its population, the City has established several rebate programs, as follows:
a. Property Tax and Utility Charge Rebate Program
These programs provide financial assistance to disabled residents and senior citizens, in the form of
an annual rebate on property tax and utility charges, who qualify under residency and income
guidelines.
b. Sales Tax Rebate on Food Program
The Council recognizes that sales tax on grocery food is a higher proportion of low-income
individuals and families than higher income individuals and families. For this reason, the City
specifically excluded tax on the sale of grocery food when enacting three 0.25 cent sales and use tax
extensions that went into effect in January 2006. In November 2002 voters approved the renewal
of the ANatural Areas and Parks: one-quarter cent sales and use tax to continue the City=s existing
open space program. The tax was renewed for a period of 25 years, ending December 31, 2030. In
April 2005, voters approved a City-initiated ballot measure which extends the Street Maintenance
and Transportation@ one-quarter cent sales and use tax to continue the City=s Street Maintenance
Program. The one-quarter cent tax for Street maintenance was renewed for a period of 10 years,
ending December 31, 2015. In November 2005, voters approved a City-initiated ballot measure
which extends the ACommunity Enhancements Projects@ one-quarter cent sales and use tax to
Comment [JV10]: Redundant with City Code.
Will add to Administrative Policy as item to monitor.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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continue the City=s capital improvement program. The tax was renewed for a period of 10 years,
ending December 31, 2015.
In addition to these measures, the City has a Sales Tax Rebate on Food Program. This program
provides for an annual rebate to members of qualifying households on the basis of residency and
income guidelines.
3.3 Fund OrganizationGeneral Fund
Funds for accounting and financial reporting purposes have their own balance sheet and income
statement.
The organization of the City’s Funds is designed to enhance accountability and transparency,
comply with Generally Accepted Accounting Principles, meet grant requirements, comply with City
Code/Charter and comply with Colorado statutes. In City Article V, Part III, Section 25 the Financial
Officer is empowered to create funds as appropriate.
The number of funds established should be the minimum needed for legal and operating
requirements. Unnecessary funds can result in inflexibility, undue complexity and inefficient
financial administration.
The City’s funds are organized at two levels of groupings; Fund Groups and Fund Types.
Fund Groups
Governmental Funds Used to account for activities primarily supported by taxes, grants and similar
revenue sources.
Proprietary Funds Used to account for activities that receive significant support from fees and charges.
Fiduciary Funds Used to account for resources that a City holds as a trustee or agent on behalf of an
outside party that cannot be used to support the City’s own programs.
Within each Fund Group are Fund Types.
Governmental Fund Types
General Fund Main operating fund used to account for and report all financial resources not
accounted for and reported in another fund.
Special Revenue
Funds
Used to account for and report the proceeds of specific revenue sources that are
restricted, committed or assigned to expenditure for specific purposes, other than
debt service or capital projects.
Debt Service Funds Used to account for and report resources that are restricted, committed or assigned
to expenditure for principal and interest.
Capital Project Funds Used to account for and report resources that are restricted, committed or assigned
to expenditure for capital outlays, including the acquisition or construction of capital
facilities or other capital assets.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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Proprietary Fund Types
Enterprise Funds Used to account and report any activity for which a fee is charged to external users of
goods and services
Internal Service
Funds
Used to account and report any activity for which a fee is charged to other funds,
departments, or agencies of the City and its component units on a cost
reimbursement basis.
Fiduciary Fund Types
Pension Trust Fund Used to account and report resources that are required to be held in trust for the
members and beneficiaries of defined benefit plans.
Agency Funds Used to report resources held by the City in a purely custodial capacity.
The following is a list of all funds of the City, including legally separate entities but from a financial
reporting perspective are treated as a component unit of the City.
Group and Type Legal Ref. Name
Governmental
General Fund City 100 General Fund
Special Revenue Fund City 250 Capital Expansion Fund
Special Revenue Fund City 251 Sales & Use Tax Fund
Special Revenue Fund Separate 252 General Improvement District #1
Special Revenue Fund City 254 Keep Fort Collins Great Fund
Special Revenue Fund City 272 Natural Areas Fund
Special Revenue Fund City 273 Cultural Services & Facilities
Special Revenue Fund City 274 Recreation Fund
Special Revenue Fund City 275 Cemeteries Fund
Special Revenue Fund City 276 Perpetual Care Fund
Special Revenue Fund City 277 Museum Fund
Special Revenue Fund City 280 Community Development Block
Special Revenue Fund City 281 Home Investment Partnership
Special Revenue Fund City 290 Transit Services Fund
Special Revenue Fund City 291 Street Oversizing Fund
Special Revenue Fund City 292 Transportation Services Fund
Special Revenue Fund Separate 293 GID #15 - Skyview
Special Revenue Fund City 294 Parking Fund
Special Revenue Fund City 300 Timberline/Prospect SID #94
Debt Service City 303 Debt Service Fund
Debt Service City 304 Capital Leasing Corporation
Capital Projects Fund City 400 Capital Projects Fund
Capital Projects Fund City 270 Neighborhood Parkland Fund
Capital Projects Fund City 271 Conservation Trust Fund
Proprietary
Enterprise Fund City 500 Golf Fund
Enterprise Fund City 501 Light & Power Fund
Enterprise Fund City 502 Water Fund
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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Enterprise Fund City 503 Wastewater Fund
Enterprise Fund City 504 Storm Drainage Fund
Internal Service Fund City 601 Equipment Fund
Internal Service Fund City 602 Self-Insurance Fund
Internal Service Fund City 603 Data And Communications Fund
Internal Service Fund City 604 Benefits Fund
Internal Service Fund City 605 Utility Customer Service & Admin
Fiduciary
Pension Trust Fund City 700 Employees' Retirement Fund
Governmental
Special Revenue Fund Separate 800 URA - N. College District
Special Revenue Fund Separate 801 URA - Prospect South TIF District
Special Revenue Fund Separate 803 URA - Mall Fund
Special Revenue Fund Separate 820 DDA Operating Fund
Special Revenue Fund Separate 822 DDA Debt Service Fund
The General Fund is the largest and most diverse of the City's operating funds. It includes all
resources not legally restricted to specific uses. The major source of revenue to the General Fund is
sales and use tax, which accounts for approximately 60% of the revenue. Local property tax and
Lodging Tax are also included, as are revenues derived from fees for services and materials,
licenses, permits, and fines.
a. Service Productivity Incentive Policy
This Policy provides incentives for General Fund managers to improve planning and delivery of
services. General Fund managers need a means by which to save unspent annual appropriations
that result from increases in productivity. Without an incentive policy, managers tend to spend
savings on short term needs rather than long-range service improvement. This policy creates
incentives to more closely examine spending decisions and to consider program related savings
before requesting additional General Fund resources.
Prudent cost-effective service delivery requires long range planning of both costs and resources
necessary to provide the service. This Policy provides a framework within which managers can
develop strategic plans rather than short term, line item cost approaches. Allowing managers to
save and use resources from increased productivity emphasizes responsibility and accountability
for efficient service delivery. It further allows more flexibility for General Fund managers, similar
to the management conditions of enterprise funds.
b. Policy Structure
This Policy defines savings as unspent department or division level appropriations which managers
have not committed for future years. Committed appropriations include encumbrances, unspent
lease purchase, and any planned re-appropriations. The Policy further requires that the savings
result from increased productivity in service delivery.
Comment [JV11]: No policy elements
Comment [JV12]: Discontinued practice in
2007.
Comment [JV13]: Discontinued practice in
2007.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
14
1. Budget Office staff will adjust department or division savings within a service area for any
over spending by another department or division within the service area.
2. Budget Office staff will determine the department and division annual savings after the
annual financial report is completed.
3. The following criteria guide the use of carry-over savings and appropriations.
(a) The City Manager must review and approve requests for use of savings.
(b) Increased productivity should generate the savings, rather than decreases in services.
(c) Departments and divisions should use savings for the improvement of future service
delivery.
(d) City Council must approve, through an appropriation ordinance, the request for use of
savings.
(e) Annual General Fund revenue collections must be equal to or greater than the projected
budget revenue.
The eligible productivity savings shall be separately accounted for in a General Fund designated
reserve account. Requests for the use of accumulated savings from prior year(s) held in this
reserve can be made by the department or divisions at any time during the year.
Enterprise Funds
a. The City has five Enterprise Funds. These are Golf, Light & Power, Wastewater, Storm
Drainage, and Water. The Enterprise Fund classification has been used to account for
various services for which there exists a significant potential for financing through user
charges. Historically, services were accounted for in an Enterprise Fund if financed more
than 50% by user charges (of the five Enterprise Funds, all but the Golf Fund are also
treated as "enterprises" within the meaning of Article X, Section 20 of the State
Constitution). All Enterprise Funds will recover 100% of their costs.
The goal of all enterprise accounts is self-sufficiency. Toward this end, funds that are not
recovering at least 75% of costs shall incrementally adjust their rate structures to achieve a positive
income position. Those operations which cannot achieve a positive income position within a five
year time frame may be accounted for as subsidized operations and not as Enterprise Funds.
Comment [JV14]: Move to Cost Recovery and
Rate Setting section 3.4
Comment [JV15]: Move to Cost Recovery and
Rate Setting section 3.4
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
15
a. Utility Services
The financial policies of the Utilities are administered in accordance with the City Charter. Each of
the four utilities has been established, and is operated as an Aenterprise@ as permitted by the City
Charter in accordance with Article X, Section 20 of the Colorado Constitution.
1. Fiscal Responsibility
Per the Charter, the Financial Officer will maintain a standard system of accounting which shall, at
all times, correctly reflect all financial operations of each utility. The Utilities may keep other
supplemental records and data as are generally used by various segments of the utility industry.
The Financial Officer shall keep accounts of each Utility Fund separate and distinct from all other
accounts of the City. Accounts for the Utilities shall contain proportionate charges for all services
performed by other departments as well as proportionate credits for all services rendered to other
departments.
2. Utility Rates
Utility rates will be based upon the cost of service approach to reflect full distribution of costs to
appropriate rate classes in order to effect equitable sharing of costs. Rates shall be established and
maintained at a level sufficient to maintain positive net income in each of the utility funds after
paying the full cost of operating and maintaining the utilities and keeping them in good repair and
working order. Such rates shall also be sufficient to enable each utility, where applicable, to meet
rate requirements of City or utility enterprise bond ordinances.
b. Electric Utility
The following policies pertain to the electric utility-Light and Power Fund. Since the utility is debt-
free, these policies pertain primarily to maintenance of reserves. The utility shall be operated:
1. To provide an operating reserve equal to 8% of budgeted operating expenditures, excluding
the cost of purchased power;
2. To provide a future capital improvements reserve in an amount equal to the average annual
cost (excluding debt financing) of the approved five-year capital improvement plan, considering
any changes which, from time to time, may be made in such plan;
3. To provide a purchase power reserve up to approximately 25% of the annual revenue from
the sale of electrical energy. This reserve shall be used to partially off-set, defer, or mitigate the
impact of purchase power cost increases due to factors such as federal power issues. Significant
Comment [JV16]: Redundant with code and
adds no additional policy elements.
Comment [JV17]: Redundant with City Code
and adds not additional policy elements.
Comment [JV18]: Move to Cost Recovery and
Rate Setting section 3.4
Comment [JV19]: Outdated and covered by
Minimum Fund Balance Policy 5.0.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
16
changes to the 25% level shall be reported to the Council during the budget process.
4. Priority for the accumulation of reserves shall be as follows: reserves shall first be
accumulated in the operating reserve, second in future capital improvements reserve, third in the
purchase power reserve. In addition, 1% of specified capital project appropriations shall be
reserved and restricted for the City's Art in Public Places program. After reserves are funded, any
remaining working capital shall be added to the purchase power reserve.
c. Water Utility
The following policies pertain to the water utility-Water Fund.
1. Pledge of Revenues
The City=s general obligation water bonds are general obligations of the City secured by a covenant
to levy taxes to make all bond payments. Thus, they are backed by the full faith and credit of the
City. In addition, the City has pledged revenues from monthly water charges, plant investment fees,
supplemental user fees (collected pursuant to the Anheuser-Busch Master Agreement--hence AA-B
supplemental user fees@), investment earnings, and all other income derived from the operation of
the Water Fund toward payment of the bonds. The City=s practice is to pay general obligation
water bonds from revenues of the water system rather than through property taxation. The City has
pledged the Water Fund revenues indicated above toward the payment of its water enterprise
revenue bonds.
2. Flow of Funds
The City has committed to maintain rates and charges sufficient to generate sufficient Anet
revenues@ of the water system to pay principal and interest on its water revenue bonds and
general obligation water bonds. Net revenues include all revenues referred to above, less operation
and maintenance (O&M) expenses. O&M expenses are those expenses necessary to operate,
maintain, and repair the water system, but do not include any allowance for depreciation or capital
replacements and improvements. After all O&M expenses are paid, the remaining net revenue is
pledged to pay the revenue bonds principal, interest, and related costs. After all O&M and debt
services expenses are paid, the City is required to maintain the following revenue bond accounts:
(a) Principal and Interest Reserve - at an amount equal to the accrued principal and interest on
the water revenue bonds;
(b) Debt Service Reserve - at an amount specified in the bond ordinances.
Any remaining net revenues of the Water Fund may be used for any lawful purpose. These are
used, in part, to fund major and minor capital improvements and the following reserves:
Comment [JV20]: Covered by bond docments
Comment [JV21]: Outdated and covered by
Minimum Fund Balance Policy 5.0.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
17
(a) Operating Reserve--at an amount equal to 5% of the projected operating revenue for the
ensuing year;
(b) Water Rights Reserve--at an amount equal to the amount of cash in-lieu-of water rights
payments and raw water surcharges less any expenditures for acquiring water rights;
(c) Art in Public Places Reserve--at an amount equal to 1% of eligible capital projects whose
appropriations exceed $250,000;
(d) Capital Reserve--at an amount equal to remaining working capital after all other reserves
are satisfied.
3. Rate Maintenance
The Water Revenue Bond Ordinances require the City to charge and earn sufficient revenue to
produce Anet pledged revenues@ that are equal to 110% of the actual annual debt service
requirements for all outstanding water revenue bonds plus 100% of all costs payable to issuers of
reserve fund sureties. Net pledged revenues are defined as all revenues of the Water Fund, less
O&M expenses.
4. Water Capital Cost Financing
Capital cost will be identified as either:
(a) Minor Capital--relatively small capital acquisitions such as vehicles, lab equipment, or minor
improvements; or
(b) Capital Projects--major additions, improvements, or expansions to utility plant.
Financing for minor capital is through water utility revenues. Financing for capital projects is
principally through long-term debt financing.
d. Wastewater Utility
The following policies pertain to the wastewater utility-Wastewater Fund.
1. Pledge of Revenues
In accordance with the City and Wastewater Enterprise Bond Ordinances (together the ABond
Ordinances@), the City has pledged revenue from monthly sewer charges, plant investment fees, A-
B supplemental user fees, investment earnings, and all other income derived from the operation of
Comment [JV22]: Covered in City Code.
Comment [JV23]: Coverage ratios and related
formulas are dictated by bond documents.
Comment [JV24]: No significant policy
elements. Maybe make a blanket statement for all
enterprise funds??????
Comment [JV25]: Coverage ratios and related
formulas are dictated by bond documents.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
18
its wastewater utility toward the payment of its sewer revenue bonds.
2. Flow of Funds
The first charge against Wastewater Fund revenue is operation and maintenance (O&M) expenses--
those expenses necessary to operate, maintain, and repair the sewer system. After all O&M
expenses have been paid, the remaining net revenue is pledged to pay the sewer revenue bonds
principal, interest, and related costs. After all O&M and debt services expenses are paid, the City is
required to maintain the following reserve accounts (listed in pledge order):
(a) Principal and Interest Reserve--at an amount equal to the accrued principal and interest on
the sewer revenue bonds;
(b) Debt Service Reserve--at an amount specified in the bond ordinances;
(c) Wastewater Bond Capital Reserve--at an amount equal to 25% of the O&M expenses
budgeted for the fiscal year.
Any remaining net pledged revenues of the Wastewater Fund may be used for any lawful purpose.
These are used, in part, to fund major and minor capital improvements and the following reserves:
(a) Operating Reserve--at an amount equal to 5% of the projected operating revenue for the
ensuing year;
(b) Art in Public Places Reserve--at an amount equal to 1% of eligible capital projects whose
appropriations exceed $250,000;
(c) Capital Reserve--at an amount equal to remaining working capital after all other reserves
are satisfied.
3. Rate Maintenance
The Bond Ordinances require the City to charge and earn sufficient revenue to produce Anet
pledged revenues@ that are equal to 115% of the actual annual debt service requirements for all
outstanding bonds plus 100% of all costs payable to issuers of reserve fund sureties. Net pledged
revenues are defined as all revenues of the Wastewater Fund indicated above, less O&M expenses.
4. Wastewater Capital Cost Financing
Capital cost will be identified as either:
(a) Minor Capital--relatively small capital acquisitions such as vehicles, lab equipment, or minor
Comment [JV26]: Outdated and covered by
Minimum Fund Balance Policy 5.0.
Comment [JV27]: Covered in City Code
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
19
improvements; or
(b) Capital Projects--major additions, improvements, or expansions to utility plant.
Financing for minor capital is through utility revenues. Financing for capital projects is principally
through long-term debt financing.
e. Stormwater Utility
The following policies pertain to the stormwater utility - Storm Drainage Fund.
1. Pledge of Revenues
In accordance with the City and Storm Drainage Enterprise Bond Ordinances (together the ABond
Ordinances@), the City has pledged revenue from monthly charges, stormwater development fees,
investment earnings, and all other income derived from the operation of its stormwater utility
toward the payment of its storm drainage revenue bonds.
2. Flow of Funds
The first charge against Storm Drainage Fund revenue is operation and maintenance (O&M)
expenses-those expenses necessary to operate, maintain, and repair the storm drainage system.
After all O&M expenses have been paid, the remaining net revenue is pledged to pay the storm
drainage revenue bonds principal, interest, and related costs. After all O&M and debt service
expenses are paid, the City is required to maintain the following reserve accounts (listed in pledge
order):
(a) Principal and interest reserve-at an amount equal to the accrued principal and interest on
the storm drainage revenue bonds;
(b) Debt service reserve-at an amount specified in the bond ordinances.
Any remaining net pledged revenues of the Storm Drainage Fund may be used for any lawful
purpose. These are used, in part, to fund major and minor capital improvements and the following
reserves:
(a) Operating Reserve--at an amount equal to 5% of the projected operating revenue for the
ensuing year;
(b) Art in Public Places Reserve--at an amount equal to 1% of eligible capital projects whose
appropriations exceed $250,000; and
(c) Capital Reserve--at an amount equal to remaining working capital after all other reserves
Comment [JV28]: Outdated and covered by
Minimum Fund Balance Policy 5.0.
Comment [JV29]: Covered by City Code.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
20
are satisfied.
3. Rate Maintenance
The Bond Ordinances require the City to charge and earn sufficient revenue to produce Anet
pledged revenues@ that are equal to 125% of the actual annual debt service requirements for all
outstanding bonds. Net pledged revenues are defined as all revenues of the Storm Drainage Fund
indicated above, less O&M expenses.
4. Storm Drainage Capital Cost Financing
Capital cost will be identified as either:
(a) Minor Capital--relatively small capital acquisitions such as vehicles, equipment, or minor
improvements; or
(b) Capital Projects--major additions, improvements, or expansions to the storm drainage
system.
Financing for minor capital is through utility revenues. Financing for capital projects is principally
through long-term debt financing.
3.93.4 Internal Service FundsCost Recovery and Fee Setting
Internal Service Funds account for certain support services provided to other funds and external
agencies. By imposing charges to the users of the services, they recover their costs. The Finance
Department may recommend the creation, continuation, or ending use of an internal service fund
based on documented customer needs and financial benefits. The City now operates five internal
service funds. These include the Benefits Fund, Communications Fund, Equipment Fund, Utilities
Customer Service and Administration Fund, and the Self-Insurance Fund.
A. Enterprise Funds shall rely on charges and user fees to recover their costs, rather than
taxes. Utility rates will be based upon the cost of service approach to reflect full distribution
of costs to appropriate rate classes in order to effect equitable sharing of costs. Rates shall
be established and maintained at a level sufficient to maintain positive net income in each of
the utility funds after paying the full cost of operating and maintaining the utilities and
keeping them in good repair and working order. Such rates shall also be sufficient to enable
each utility, where applicable, to meet rate requirements of City or utility enterprise bond
ordinances.
A.B. The Internal Service Funds shall operate under the following guidelines.
Comment [JV30]: Coverage ratios and related
formulas are dictated by bond documents.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
21
1. Accounting guidelines limit Iinternal service fund charges are limited to the recovery of the
cost of the service, including depreciation, rather than making a profit. Each fund's prior year
financial statements and estimates of future costs form the basis for the calculation of charges.
2. Fund managers should set Ccharges should be set at a level to avoid significant adverse
financial impacts on their customers. Fund customers and independent experts should be
allowed to review and make recommendations about the level of charges. The Finance
Department should approve coordinates theis analysis and conclusions used to set rates.
3. Internal service funds should compete with similar services offered by the private sector.
The City staff will compare rates each yearevery five years. If not competitive with the private
sector, the Finance Department will analyze whether the private sector should provide the
service.
4. Internal service funds may build up reserves. Customer-approved master plans and
independent third-party actuarial reviews (for the Benefit and Self-Insurance funds) guide the
level of reserves. Fund managers may spend reserves only for their approved purpose.
5. The City may buy equipment and facilities for the internal service funds through lease-
purchase financing. Management's decision to recommend lease-purchase financing depends
on: (1) cash flow needs; (2) budget constraints; (3) benefit to cost analysis; and (4) level of
reserves.
6. Except for the Utilities Customer Service and Administration Fund, Internal service funds
operate under the same guidelines and constraints as the General Fund and other governmental
funds of the City. The Utilities Customer Service and Administration Fund shall operates under
the guidelines of the Utilities Services Funds.
3.10 Special Revenue and Debt Service Funds
Special Revenue Funds are used to account for the proceeds of revenue sources which are
restricted by law or administrative action to expenditures for specified purposes. The Debt Service
Fund is used for the payment of principal and interest on long-term debts. The major source of
revenue in the Debt Service Fund is the Sales & Use Tax.
B.C. a. Cultural Services & Facilities Fund Fee Policy
The Cultural Services & Facilities Fund shall budget to recover at least 40% of its total cost in
revenue generated through implementing the following policy:
Comment [JV31]: This was more applicable
when the museum was a part of the Cultural
Services Fund
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
22
1. Total revenue from fees and charges shall cover a minimum of 55% of Lincoln
Center Operation and Maintenance and Performing and Visual Arts Programming Budgets.
This includes revenues generated at the Lincoln Center from rentals, equipment,
concessions and other miscellaneous sources and all total direct revenues from the
Performing and Visual Arts Programming. A transfer from the General Fund will make up
the difference between total revenue and expenditures.
2. The Cultural Services and Facilities Administration and Museum budgets provide
minimal financial support. These programs are funded primarily by a transfer from the
General Fund.
3. Major capital improvements and renovations will be financed through sources other
than Cultural Services and Facilities Fund.
4. Solicitation of funds through donations, fund-raising events, and non-traditional
sources shall be encouraged by the City staff, Lincoln Center League, the Cultural Resources
Board and the City Council.
Funding collected for any special purpose shall be earmarked for that purpose and those
funds will be processed through the Fort Collins Foundation.
b. Art in Public Places
The purpose of this program is to encourage and enhance artistic expression and appreciation and
to add value to the community through acquiring, exhibiting and maintaining public art. The
program provides a funding mechanism and contains guidelines pertaining to the selection and
acquisition of works of art, restrictions on the usage of certain funds available for the acquisition of
art, upkeep and maintenance of public art, and other areas pertaining to the general administration
of the program.
Following is a summary of the guidelines which provide a framework for the implementation and
administration of the City's Art in Public Places program.
1. Program Funding
The APP program's link to funding is the City's Capital Improvements.
(a) The program encourages City departments to include artistic and aesthetic values in all
construction projects, including those costing less than $50,000, and all purchases of personal
property that may be located or used in places open to the public.
(b) For eligible projects costing between $50,000 and $250,000, a city selected artist must be
Comment [JV32]: Outdated and covered in City
Code.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
23
utilized and participate in the design of the project for the purpose of incorporating works of art
into all aspects of the project to the fullest extent possible within the project budget. Costs incurred
by the artist in providing these services to the City are to be paid from the project budget.
(c) Requests for appropriations in excess of $250,000 for eligible projects must include an
amount equal to one percent (1%) of the amount appropriated at the time of the request. One
percent of the amount appropriated will be earmarked for works of art and subsequently reserved,
if not spent, in the Cultural Services and Facilities Fund, with the exception of eligible
appropriations in the Utility Funds (Light & Power, Water, Wastewater, and Storm Drainage). Each
of the Utility Funds is required to establish their own accounts and reserves for the APP program to
account for the 1% earmarked for works of art for eligible utility projects.
2. Program Administration
The APP Board, with the assistance of the APP Coordinator, will have the responsibility of
coordinating and making recommendations regarding:
(a) acquisition of works of art,
(b) process to be used to select works of art and artists,
(c) works of art selection criteria,
(d) acquisition of donated artwork,
(e) certain restrictions on the use of restricted program funds, and
(f) encouraging donations for public art.
Program guidelines also include definitions of art in public places, work of art, construction project,
and APP Coordinator as well as provisions for the installation of art and contractual agreements
between the City and artists or donors of works of art.
3. Reserves
Art in Public Places Reserve - This reserve is restricted to Art in Public Places program use.
Appropriations from this reserve and subsequent expenditures are restricted to the acquisition or
lease of works of art, the maintenance, repair or display of works of art, and the expenses of
administering the Art in Public Places program.
The reserve is funded by amounts equal to 1% of eligible requested capital project appropriations
in excess of $250,000, excluding Light & Power, Water, Wastewater, and Stormwater funds. These
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
24
funds are required to set up their own restricted reserve accounts for Art in Public Places.
C.D.c. Recreation Fund Fee Policy
The following fee policy for the Recreation Fund was adopted by Resolution 1990-132 on
September 4, 1990. The goal of the policy is to provide for a more equitable distribution of the
costs of recreational programs between program users and General Fund tax dollars.
Costs associated with the Recreation Fund shall be defined as either Program Costs or Community
Good Costs.
1. Program costs are directly associated with the activities and facilities used by the citizens,
and include the following:
(a) Activity Costs
(1) part time staff
(2) materials
(3) equipment
(4) participant transportation
(5) other costs directly associated with conducting activities
(b) Facility Operation and Maintenance Costs
(1) minor repairs
(2) custodial equipment and supplies
(3) building utilities
(4) specialized items
(5) other operations and maintenance costs directly associated with operating facilities
Fees should cover the cost of the direct program experience and facilities used. However, fees may
be established in accordance with the market value of the recreational services provided. The fees
charged will not exceed the cost of providing direct services to program users.
2. Community Good costs are those costs that are necessary to provide a program but are not
directly experienced by the user. Such costs include the following:
(a) full time recreation staff
(b) office operation costs such as telephone and computer charges
(c) training costs
(d) dues and subscriptions
(e) insurance
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
25
(f) office supplies and equipment
(g) other costs not directly experienced by the users
The General Fund shall cover "Community Good" costs. General Fund will also cover deficits in
programs that cannot recover all their costs through fees. Generally, these include programs
designed for special populations where it is not feasible to cover the total cost of participation, or
programs, like youth sports where Council policy requires a fee discount. Because costs that are
defined as "Community Good" costs are supported by the General Fund, they are subject to the
same operational guidelines as established for other General Fund budgets.
3. Designated Reserves
Revenues collected by the Recreation Division that exceed expenditures in any given fiscal year are
used to fund designated reserves.
(a) Designated for Operations - to be maintained at 7% of the program costs portion of the
fund, excluding one-time capital items and lease purchase payments. This reserve will only be used
to cover revenue shortfalls.
(b) Designated for Scholarships - established to pay fees for participants who are unable to
afford full fees for programs; targeted at 3% of the program cost portion of the fund, but the level of
funding is determined by the Recreation Manager, based on tentative plans for future needs and the
availability of net resources.
(c) Designated for Buildings and Improvements - to be used for one-time improvements and
upkeep of recreation facility infrastructure. The reserve level is determined by the Recreation
Manager, based on tentative plans for future needs and the availability of net resources.
` (d) Designated for Life Cycle/Capital Needs - to be used for one-time
improvements and upkeep of equipment or for one-time purchases over what was budgeted to
maintain safety and improve service delivery. The reserve level is determined by the Recreation
Manager, based on tentative plans for future needs and the availability of net resources.
(e) Designated for Programs - to be used for the start-up of new or the expansion of existing
recreation activities and services which require additional revenue.
Comment [JV33]: Outdated and now covered
by Minimum Fund Balance Policy 5.0.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
26
CAPITAL IMPROVEMENT FUNDS
3.113.5 Capital Improvement Program Citizen Participation
The City has a significant investment in its streets, public facilities, parks, natural areas and other
capital improvements. In past years, the City Council and the residents of Fort Collins, through their
actions, have demonstrated a firm commitment to, and investment in, the City capital projects. The
importance of community involvement in the process of evaluating capital projects dates back to
the 1970's. Over the years, citizen committees have been involved in planning for capital projects,
such as the Designing Tomorrow Today (DT2) capital plan, Re-Evaluation of Capital Projects
(RECAP) plan, Choices 95 capital improvements, and most recently the Building Community
Choices capital improvement plan. This tradition has continued with the Building on Basics
(ABOB@) capital improvement plan which went into effect on January 1, 2006.
The residents of Fort Collins on November 1, 2005, approved the extension of a 0.25 cent sales and
use tax (excluding grocery food), packaged as the Building on Basics capital plan, to finance
streets/transportation projects and other community capital projects. This 0.25 cent sales and use
tax extension became effective January 1, 2006 and will expire on December 31, 2015.
3.12 Capital Improvement Policy
The City will continue to operate under its existing Capital Improvement Policy:
Comment [JV34]: First two paragraphs are
informational only with no policy elements.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
27
1. 1. The Each Service Area or Department shallCity will develop a multi-year Master
Pplans for capital improvements and update it annually. On a city-wide basis, staff shall
compile a 10 year Capital Improvement Plan and update it every two years. Estimates
of operating and maintenance costs should be included;
2. 2. Appropriation requests must include The City will identify not only the cost of
construction or acquisition and the estimated costs and funding sources, for each capital
project requested before it is submitted to City Councilbut an estimate of operating and
maintenance costs;
3. 3. All City Ccapital improvements projects will be administered in accordance with the
Capital Projects Procedures Manual;
4. 4. All CityAppropriations for capital improvements will be constructed and
expenditures incurred only for the purpose as approved by City Council;
5. 5. Staff should seek out grants and partnerships whenever appropriate. The City will
use a variety of different sources to fund capital projects, with an emphasis on the a pay-
as-you-go philosophy;
6. 6. Funding for operating and maintenance costs for approved capital projects must be
identified at the time projects are approved.
3.13 Capital Improvement Program
The City=s Capital Improvement Program includes General City Capital, 1/4 Cent Building on
Basics, Capital Expansion, Conservation Trust, Neighborhood Parkland, and Utility Capital.
a. General City Capital
General City Capital includes minor street repair projects, concrete sidewalk repair projects,
construction and improvements to pedestrian access ramps, repair and maintenance of public
facilities, funding for land acquisition and implementation of the City=s Civic Activity Center Plan
and the General Government Services Strategic Facility Plan, and other miscellaneous projects.
b. 1/4 Cent Building on Basics
1/4 Cent Building on Basics projects were approved by the voters of Fort Collins, at a municipal
election on November 1, 2005. The voters approved the extension of a 1/4 cent sales and use tax,
Comment [JV35]: Covered in item 2
Comment [JV36]: Informational only. No policy
elements.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
28
from which the proceeds would be dedicated to finance a variety of streets/transportation and
community projects. Projects include improvements to Harmony Road, Timberline Road, from
Drake Road to Prospect Road, North College Avenue improvements, intersection improvements and
traffic signals at various locations, Senior Center Improvements, Lincoln Center renovation and
cultural facilities plan, park upgrades and enhancements, Museum/Discovery Science Center joint
facility, bicycle program implementation, pedestrian plan and disability access improvements,
transit fleet vehicle replacement, library technology improvements, police services computer aided
dispatch, records and jail management system replacement.
c. Capital Expansion
The Capital Expansion Fund provides for growth related capital improvements for Library,
Community Parkland, Police Services, Fire Services, and General Governmental Facilities Services.
Revenues from the capital expansion fees are a form of development fee imposed on new
development. The purpose of the fees is to ensure that future growth and new development
contribute its proportionate share of providing capital improvements associated with such growth.
d. Utility Capital Improvements
Utility Capital Projects, specifically Light & Power, Stormwater, Wastewater and Water are
budgeted within the appropriate enterprise fund. Sources of funding for utility capital projects are
bond proceeds and specific fees and charges. Examples of projects include undergrounding of
overhead electrical lines, improvements to water and wastewater systems, and basin
improvements associated with the City=s storm drainage system.
e. Conservation Trust Projects
The Conservation Trust Fund provides for the receipt and expenditure of revenue received from the
Colorado State Lottery. The Lottery revenue finances capital projects which relate to the
acquisition and development of open space and trails including associated administrative costs and
charges. Consistent with Colorado statutes, the operation and maintenance of existing open space
and trails may also be financed by these funds.
f. Neighborhood Parkland Projects
The Neighborhood Parkland Fund provides for the development of neighborhood parks, as
financed by a Parkland Fee. The Parkland Fee is collected from developers for each new dwelling
unit established within the City limits. The Neighborhood Parkland Fund includes funds for the
acquisition, development and administration of neighborhood parks. The associated operation and
maintenance costs are included in the General Fund operating budget.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
29
Definitions
ExampleNon Spendable Fund Balances: Applicable to governmental funds. Permanent endowments or
assets in a non-liquid form such as long term inter-agency loans.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
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Getting Help
Please contact the Controller with any questions at 970.221.6772.
- 1 -
RESOLUTION 2015-055
OF THE COUNCIL OF THE CITY OF FORT COLLINS
ADOPTING AMENDMENTS TO THE FINANCIAL MANAGEMENT POLICIES BY
COMBINING AND REVISING GENERAL POLICIES, FUND POLICIES, AND
CAPITAL IMPROVEMENT FUND POLICIES
WHEREAS, City Council has adopted Financial Management Policies for the City
pursuant to Resolution 1994-174 (the “Financial Policies”); and
WHEREAS, Resolution 1994-174 provides that City Council may adopt amendments to
the Financial Policies, which the Council has done several times over the years; and
WHEREAS, the City’s Chief Financial Officer and City Manager have recommended
new amendments to the Financial Policies related to the current sections of the Financial Policies
titled “General Policies”, “Fund Policies” and “Capital Improvement Fund Policies,” by revising
these sections and combining them into a single section titled “General Policies”; and
WHEREAS, the City is committed to sound and efficient financial planning and
management consistent with the best practices as established by the Government Financial
Officers Association (“GFOA”); and
WHEREAS, the new “General Policies” are attached hereto and incorporated by
reference as Exhibit “A” (“General Policies”); and
WHEREAS, the Council Finance Committee has reviewed the General Policies and
voted to recommend that the Council approve them; and
WHEREAS, the City Council wishes to amend the Financial Polices, as most recently
updated in July 2014 with the adoption of Resolution 2014-058, by adopting these General
Policies in pursuit of its objective of sound and efficient financial planning and management
consistent with GFOA’s best practices.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
FORT COLLINS, as follows:
Section 1. That the City Council hereby approves and adopts the General Policies.
Section 2. That the General Policies shall be included as a new section to the
Financial Policies, and the Financial Policies, as previously amended and as amended herein,
shall hereafter remain in effect until the same are amended or repealed by subsequent action of
the City Council.
- 2 -
Passed and adopted at a regular meeting of the Council of the City of Fort Collins this
19th day of May, A.D. 2015.
__________________________________
Mayor
ATTEST:
_____________________________
City Clerk
Financial Management Policy 3 PROPOSED CLEAN VERSION
General Financial Policies
Issue Date: January 17,
2006
Version: 2
Issued by: City Council
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
1
3.1 Administrative Charges
Certain General Fund departments render services to departments in other funds and shall
be equitably apportioned to those other funds. General Fund departments that do not have
a direct billing mechanism shall have their costs allocated using the formula outlined in this
section to other funds, and provide offsetting revenue in the General Fund.
A. General Fund Departmental Costs to be Allocated
Certain General Fund departmental costs to be allocated include City Council, City
Manager, City Clerk, City Attorney, Human Resources, and Finance. Any services in
these departments which are funded by user fees or dedicated revenues are excluded
from the allocation.
The amount of costs to be allocated is the current adopted budget for each of the
departments listed above less user fees and dedicated revenue. With a multi-year
budget, the charge to each fund is increased by a determined percentage for the second
future year and then adjusted to the actual calculation with the next multi-year budget.
B. How Costs Are Allocated
Objective:
To outline the method and principles for allocation Administrative Charges; establishing the parameters for
the Medical and Retirement Program;, Fund Organization; Cost Recovery and Fee Setting; and Capital
Improvement Program.
Applicability:
This policy applies to all City funds. It does not apply to URA, DDA, PFA and Library.
Authorized by:
City Council Resolution 2006-006.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
2
The Human Resources costs are allocated on a prorated basis to funds based on the total
number of budgeted full-time-equivalent positions in each fund.
All other General Fund administrative costs are allocated on a prorated basis to the
funds based upon adjusted expenditure budgets for the current year. Adjustments are
made to recognize the lower amount of administrative services required for Capital,
Debt Service, and Purchased Power payments. Capital project budgets are reduced by
two-thirds and averaged over three years. Debt Service budgets are reduced by three-
fourths and the entire Purchased Power budget is deducted from the Light & Power
budget.
C. All Funds Receive Allocations but Not All Funds Are Charged
While Administrative Charges are allocated among all City funds, only specified funds
are charged. Charges are not made to a fund if it is not self-supporting, it is an
Governmental Internal Service fund, or if the funds role is merely to facilitate proper
accounting procedures. For example, the Sales and Use Tax fund and Debt Service fund
receive amounts which are then transferred to other funds. Charging these funds would
lead to double charging many transactions and would not correspond to the level of
service provided by the departments in the General Fund.
D. Review
During each budget process, the Administrative Charge calculation will be reviewed the
Budget Office. Minor refinements in the allocation formulas are made as needed.
Significant changes will be brought to the City Council for approval to assure that the
equitable apportionment meets requirements of the Code/Charter.
3.2 Medical Insurance and Retirement Plan
A. Medical Insurance
In 1981, the City of Fort Collins set up a partially self-funded medical insurance program.
The objective of a self-funding program is to reduce the cost of medical insurance by
assuming the risk for certain plan expenses. Assuming a portion of the risk lowers the
amount of charges compared to a conventional full insurance plan. For most of the last 33
years, the City has found this funding method to be a cost-effective means of providing a
very desirable employee benefit.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
3
To administer the self-funded and insured portions of the medical insurance plans, the City
conducts a competitive proposal process every five years or more often if required. The
insurance contracts are reviewed annually for both performance and cost. The types of
services contracted for include plan administrative services, stop-loss protection against
larger claims, life and accidental death and dismemberment insurance, and long-term
disability coverage.
B. Retirement Programs
The City of Fort Collins contributes to two types of retirement plans: a Defined Benefit Plan
and Defined Contribution Plans.
1. Defined Benefit Plan - the General Employees Retirement Plan (Plan). The pension
plan is closed to new participants as of 1/1/1999.
The Plan document approved by the City Council outlines the details of the program. A
Board meets monthly to oversee the program. Board members, in consultation with annual
actuary report and other information, make recommendations to City Council for any plan
changes that may be needed from time to time. The Plan currently calls for the employer
(City or PFA) to contribute 10.5%. Because the plan is underfunded, a Supplemental
Contribution is made at a fixed dollar amount each year. The Supplemental amount is
reevaluated every 2 years in conjunction with the budget cycle and based on the latest
actuarial valuation report.
2. 401(a) and 457 Money Purchase Plans. Also known as Defined Contribution Plans,
the contribution rates are as follows:
401 a 457
Employee Group Employer Employee Waiting Employer Employee Waiting
Classified Employees 6.5% 3.0% 6 months 0.0% optional no wait
Classified Employees hired on
or before 3/31/07
7.5% 3.0% 6 months 0.0% optional no wait
Unclassified Management 6.5% 6.0% 6 months 0.0% optional no wait
Unclassified Management
hired on or before 3/31/07
7.5% 6.0% 6 months 0.0% optional no wait
Direct Reports of City Council 10.0% 0.0% no wait match up to
3%
optional no wait
Service Area Directors 10.0% 0.0% no wait match up to
3%
optional no wait
Police & Dispatch (per union
agreement) *
8.0% 8.0% no wait match up to
3%
optional 6
months
Community Service Officer 7.5% 3.0% 6 months 0.0% optional no wait
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
4
* All employee groups vest immediately, except Police and Dispatch who follow schedule in
union agreement.
Employee contributions to the 457 plan are limited to the amounts published by the IRS.
The City will contract with a third party administrator to provide the Defined Contribution Plans.
City Staff comprised of both Finance and HR will oversee the program and performance of the third
party administrator.
3.3 Fund Organization
Funds for accounting and financial reporting purposes have their own balance sheet and income
statement.
The organization of the City’s Funds is designed to enhance accountability and transparency,
comply with Generally Accepted Accounting Principles, meet grant requirements, comply with City
Code/Charter and comply with Colorado statutes. In City Article V, Part III, Section 25 the Financial
Officer is empowered to create funds as appropriate.
The number of funds established should be the minimum needed for legal and operating
requirements. Unnecessary funds can result in inflexibility, undue complexity and inefficient
financial administration.
The City’s funds are organized at two levels of groupings; Fund Groups and Fund Types.
Fund Groups
Governmental Funds Used to account for activities primarily supported by taxes, grants and similar
revenue sources.
Proprietary Funds Used to account for activities that receive significant support from fees and charges.
Fiduciary Funds Used to account for resources that a City holds as a trustee or agent on behalf of an
outside party that cannot be used to support the City’s own programs.
Within each Fund Group are Fund Types.
Governmental Fund Types
General Fund Main operating fund used to account for and report all financial resources not
accounted for and reported in another fund.
Special Revenue
Funds
Used to account for and report the proceeds of specific revenue sources that are
restricted, committed or assigned to expenditure for specific purposes, other than
debt service or capital projects.
Debt Service Funds Used to account for and report resources that are restricted, committed or assigned
to expenditure for principal and interest.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
5
Capital Project Funds Used to account for and report resources that are restricted, committed or assigned
to expenditure for capital outlays, including the acquisition or construction of capital
facilities or other capital assets.
Proprietary Fund Types
Enterprise Funds Used to account and report any activity for which a fee is charged to external users of
goods and services
Internal Service
Funds
Used to account and report any activity for which a fee is charged to other funds,
departments, or agencies of the City and its component units on a cost
reimbursement basis.
Fiduciary Fund Types
Pension Trust Fund Used to account and report resources that are required to be held in trust for the
members and beneficiaries of defined benefit plans.
Agency Funds Used to report resources held by the City in a purely custodial capacity.
The following is a list of all funds of the City, including legally separate entities but from a financial
reporting perspective are treated as a component unit of the City.
Group and Type Legal Ref. Name
Governmental
General Fund City 100 General Fund
Special Revenue Fund City 250 Capital Expansion Fund
Special Revenue Fund City 251 Sales & Use Tax Fund
Special Revenue Fund Separate 252 General Improvement District #1
Special Revenue Fund City 254 Keep Fort Collins Great Fund
Special Revenue Fund City 272 Natural Areas Fund
Special Revenue Fund City 273 Cultural Services & Facilities
Special Revenue Fund City 274 Recreation Fund
Special Revenue Fund City 275 Cemeteries Fund
Special Revenue Fund City 276 Perpetual Care Fund
Special Revenue Fund City 277 Museum Fund
Special Revenue Fund City 280 Community Development Block
Special Revenue Fund City 281 Home Investment Partnership
Special Revenue Fund City 290 Transit Services Fund
Special Revenue Fund City 291 Street Oversizing Fund
Special Revenue Fund City 292 Transportation Services Fund
Special Revenue Fund Separate 293 GID #15 - Skyview
Special Revenue Fund City 294 Parking Fund
Special Revenue Fund City 300 Timberline/Prospect SID #94
Debt Service City 303 Debt Service Fund
Debt Service City 304 Capital Leasing Corporation
Capital Projects Fund City 400 Capital Projects Fund
Capital Projects Fund City 270 Neighborhood Parkland Fund
Capital Projects Fund City 271 Conservation Trust Fund
Proprietary
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
6
Enterprise Fund City 500 Golf Fund
Enterprise Fund City 501 Light & Power Fund
Enterprise Fund City 502 Water Fund
Enterprise Fund City 503 Wastewater Fund
Enterprise Fund City 504 Storm Drainage Fund
Internal Service Fund City 601 Equipment Fund
Internal Service Fund City 602 Self-Insurance Fund
Internal Service Fund City 603 Data And Communications Fund
Internal Service Fund City 604 Benefits Fund
Internal Service Fund City 605 Utility Customer Service & Admin
Fiduciary
Pension Trust Fund City 700 Employees' Retirement Fund
Governmental
Special Revenue Fund Separate 800 URA - N. College District
Special Revenue Fund Separate 801 URA - Prospect South TIF District
Special Revenue Fund Separate 803 URA - Mall Fund
Special Revenue Fund Separate 820 DDA Operating Fund
Special Revenue Fund Separate 822 DDA Debt Service Fund
3.4 Cost Recovery and Fee Setting
A. Enterprise Funds shall rely on charges and user fees to recover their costs, rather than
taxes. Utility rates will be based upon the cost of service approach to reflect full distribution
of costs to appropriate rate classes in order to effect equitable sharing of costs. Rates shall
be established and maintained at a level sufficient to maintain positive net income in each of
the utility funds after paying the full cost of operating and maintaining the utilities and
keeping them in good repair and working order. Such rates shall also be sufficient to enable
each utility, where applicable, to meet rate requirements of City or utility enterprise bond
ordinances.
B. The Internal Service Funds shall operate under the following guidelines.
1. Internal service fund charges are limited to the recovery of the cost of the service, including
depreciation, rather than making a profit. Each fund's prior year financial statements and
estimates of future costs form the basis for the calculation of charges.
2. Charges should be set at a level to avoid significant adverse financial impacts on their
customers. Fund customers and independent experts should be allowed to review and make
recommendations about the level of charges. The Finance Department should approve the
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
7
analysis and conclusions used to set rates.
3. Internal service funds should compete with similar services offered by the private sector.
The City staff will compare rates every five years. If not competitive with the private sector, the
Finance Department will analyze whether the private sector should provide the service.
4. Internal service funds may build up reserves. Customer-approved master plans and
independent third-party actuarial reviews (for the Benefit and Self-Insurance funds) guide the
level of reserves. Fund managers may spend reserves only for their approved purpose.
5. The City may buy equipment and facilities for the internal service funds through lease-
purchase financing. Management's decision to recommend lease-purchase financing depends
on: (1) cash flow needs; (2) budget constraints; (3) benefit to cost analysis; and (4) level of
reserves.
6. Except for the Utilities Customer Service and Administration Fund, Internal service funds
operate under the same guidelines and constraints as the General Fund and other governmental
funds of the City. The Utilities Customer Service and Administration Fund shall operate under
the guidelines of the Utilities Services Funds.
C. Cultural Services & Facilities Fund Fee Policy
1. Total revenue from fees and charges shall cover a minimum of 55% of Lincoln
Center Operation and Maintenance and Performing and Visual Arts Programming Budgets.
This includes revenues generated at the Lincoln Center from rentals, equipment,
concessions and other miscellaneous sources and all total direct revenues from the
Performing and Visual Arts Programming. A transfer from the General Fund will make up
the difference between total revenue and expenditures.
2. The Cultural Services and Facilities Administration and Museum budgets provide
minimal financial support. These programs are funded primarily by a transfer from the
General Fund.
3. Major capital improvements and renovations will be financed through sources other
than Cultural Services and Facilities Fund.
4. Solicitation of funds through donations, fund-raising events, and non-traditional
sources shall be encouraged by the City staff, Lincoln Center League, the Cultural Resources
Board and the City Council. Funding collected for any special purpose shall be earmarked
for that purpose and those funds will be processed through the Fort Collins Foundation.
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
8
D. Recreation Fund Fee Policy
The following fee policy for the Recreation Fund was adopted by Resolution 1990-132 on
September 4, 1990. The goal of the policy is to provide for a more equitable distribution of the
costs of recreational programs between program users and General Fund tax dollars.
Costs associated with the Recreation Fund shall be defined as either Program Costs or Community
Good Costs.
1. Program costs are directly associated with the activities and facilities used by the citizens,
and include the following:
(a) Activity Costs
(1) part time staff
(2) materials
(3) equipment
(4) participant transportation
(5) other costs directly associated with conducting activities
(b) Facility Operation and Maintenance Costs
(1) minor repairs
(2) custodial equipment and supplies
(3) building utilities
(4) specialized items
(5) other operations and maintenance costs directly associated with operating facilities
Fees should cover the cost of the direct program experience and facilities used. However, fees may
be established in accordance with the market value of the recreational services provided. The fees
charged will not exceed the cost of providing direct services to program users.
2. Community Good costs are those costs that are necessary to provide a program but are not
directly experienced by the user. Such costs include the following:
(a) full time recreation staff
(b) office operation costs such as telephone and computer charges
(c) training costs
(d) dues and subscriptions
(e) insurance
(f) office supplies and equipment
(g) other costs not directly experienced by the users
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
9
The General Fund shall cover "Community Good" costs. General Fund will also cover deficits in
programs that cannot recover all their costs through fees. Generally, these include programs
designed for special populations where it is not feasible to cover the total cost of participation, or
programs, like youth sports where Council policy requires a fee discount. Because costs that are
defined as "Community Good" costs are supported by the General Fund, they are subject to the
same operational guidelines as established for other General Fund budgets.
3.5 Capital Improvement Program
1. Each Service Area or Department shall develop multi-year Master Plans for capital
improvements. On a city-wide basis, staff shall compile a 10 year Capital Improvement
Plan and update it every two years. Estimates of operating and maintenance costs
should be included;
2. Appropriation requests must include not only the cost of construction or acquisition
and the funding sources, but an estimate of operating and maintenance costs;
3. Capital improvements projects will be administered in accordance with the Capital
Projects Procedures Manual;
4. Appropriations for capital improvements will be constructed and expenditures incurred
only for the purpose as approved by City Council;
5. Staff should seek out grants and partnerships whenever appropriate. ;
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
10
Definitions
Example:
Financial Policy 3 – General Financial Policies PROPOSED CLEAN VERSION
11
Getting Help
Please contact the Controller with any questions at 970.221.6772.