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HomeMy WebLinkAbout2002-091-10/01/2002-ESTABLISHING POLICIES REGARDING THE MONITORING OF COUNCIL EXPENDITURES RESOLUTION 2002-091 OF THE COUNCIL OF THE CITY OF FORT COLLINS ESTABLISHING POLICIES REGARDING THE MONITORING OF COUNCIL EXPENDITURES WHEREAS, the budget of the City of Fort Collins is structured into organizational units called service areas, within which are programs to provide services, of which City Council is one such program; and WHEREAS,the City Council adopts a budget for each budget term and also adopts an annual appropriations ordinance each November for the ensuing fiscal year both of which include authorization for expenditures for the City Council program; and WHEREAS,all programs of the City are expected to maintain their expenditure levels within the amount established in the budget and the annual appropriations ordinance; and WHEREAS,the City Council desires to establish policies and procedures regarding how its program expenditures will be monitored and reported on a regular basis. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That,prior to each budget term,the Mayor and Mayor Pro Tern will meet with the City Manager to establish an amount to be included in the City Manager's recommended budget for the ensuing budget term as the maximum amount to be expended from the City Council program. Section 2. Each month after the adoption of the annual appropriations ordinance, that each month,staff of the City Manager's Office and the Finance Department shall prepare a summary report that shows the expenditures for the City Council program in relation to the amounts budgeted and appropriated for such program,and shall submit the report to the Mayor and members of Council for review. Section 3. That the foregoing report shall be itemized to show the purpose of each expenditure according to the line items in the City's financial chart of accounts, and shall be allocated to individual Councilmembers and the Mayor when possible. If expenditures are not allocable to individuals, the amounts shall be allocated to the Council as a whole. Section 4. That the report shall clearly show the original level of expenditures authorized for the Council program,the amounts spent during each month and the total expenditures for the year to date. Unspent expenditure authorization shall also be shown. Section 5. That the Mayor and each Councilmember shall review the monthly report for accuracy and to ensure that all expenditures have been properly allocated. Questions about the report or suggested corrections to the report should be forwarded to the City Manager. Section 6. That the Council hereby authorize the City Manager and the Financial Officer to establish such administrative procedures as may be necessary to facilitate the proper allocation of Council expenditures. Section 7. That all documents referenced above shall be available at all times for inspection by members of the general public. Passed and adopted at a regular meeting of the City Council held this 1 st day of October, A.D. 2002. � 'Mayor w ATTEST: - "k City Clerk