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HomeMy WebLinkAboutReso 2022-250 DocuSign Envelope ID: E36F6539-70CD-45CE-A082-ODC86F622BEE RESOLUTION NO. 2022-250 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ADOPTING REVISED COUNCIL POLICY 220- 02, FINANCIAL REPORTING AND TRANSFER AUTHORITY WHEREAS, on January 23, 1996, the City Council of the City of Chula Vista adopted Council Policy 220-02, Financial Reporting and Transfer Authority Policy, by Resolution No. 18191; and WHEREAS, the City Manager's authority to transfer appropriations up to and including $15,000 between summary accounts within the same department provides administrative authority to quickly approve transfers; and WHEREAS, since 1996, the allowable transfer amount has remained the same; and WHEREAS, staff is recommending an increase to the City Manager's allowable transfer amount of$75,000 to Council Policy 220-02, Financial Reporting and Transfer Authority Policy; and WHEREAS, staff is recommending additional minor language updates. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista, that it adopts the updated Council Policy 220-02, Financial Reporting and Transfer Authority, attached hereto as Exhibit 1, in substantially the form presented, with such minor modifications as may be required or approved by the City Attorney. [SIGNATURES ON THE FOLLOWING PAGE] DocuSign Envelope ID: E36F6539-70CD-45CE-A082-ODC86F622BEE Resolution No. 2022-250 Page No. 2 Presented by Approved as to form by Es DocuSigned by: DocuSigned by: ava�, Sc�.oun, E A2701C384CE6401_.. CF406508ru, iF Sarah Schoen Glen R. Googins Director of Finance/Treasurer City Attorney PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista, California, this 8th day of November 2022 by the following vote: AYES: Councilmembers: Cardenas,Galvez,McCann,Padilla, and Casillas Salas NAYS: Councilmembers: None ABSENT: Councilmembers: None DocuSigned by: �( '� Mary Casillas Salas, Mayor ATTEST: DocuSigned by: 3074D104EAF342E... Kerry K. Bigelow, MMC, City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) CITY OF CHULA VISTA ) 1, Kerry K. Bigelow, City Clerk of Chula Vista, California, do hereby certify that the foregoing Resolution No. 2022-250 was duly passed, approved, and adopted by the City Council at a regular meeting of the Chula Vista City Council held on the 8th day of November 2022. Executed this 8th day of November 2022. E .DocuSigned by, 4 2'0..E........,.-.,7 Kerry K. Bigelow, MMC, City Clerk DocuSign Envelope ID: E36F6539-70CD-45CE-AO82-ODC86F622BEE Exhibit I COUNCIL POLICY CITY OF CHULA VISTA SUBJECT: FINANCIAL REPORTING AND POLICY EFFECTIVE TRANSFER AUTHORITY NUMBER DATE PAGE 220-02 11/08/2022 1 OF 2 ADOPTED BY: Resolution No. 18191 (01/23/96) DATED: 11/08/2022 AMENDED BY: 2022-250 (11/08/2022) Purpose To clarify the authority for budget transfers which may be required to fund needed services in each city department within a given fiscal year. Reference City Charter Section 504.c - the Finance Director shall... have control over all expenditures to ensure that budget appropriations are not exceeded... Section 504.f- Submit to the City Council through the City Manager a quarterly statement of all receipts and disbursements in sufficient detail to show the exact financial condition of the City Policy It is the intent of the City Council that the budget authorization be maintained and that transfers should be limited and used only when it is necessary to continue the effective operations of the City. This policy shall establish guidelines for determining the authority level of transfers within the departments. It is the City Manager's responsibility to maintain the integrity of the adopted budget and to allow transfers only as a means for continuing the programs and policies of the City Council as approved via the budgetary process. Department heads shall be held responsible to exercise adequate financial controls to ensure the accomplishment of scheduled work programs within available appropriations. Departments shall maintain budgetary control at the budget category level rather than by line item to give flexibility to operations. Toward this end, the following guidelines are established: 1. Budgetary control shall be established at the budget category level, i.e. Personnel Services, Supplies & Services Utilities, etc., giving departments the flexibility to manage within broader limits, rather than controlling at the individual line item account level. 2. Council approval shall be required for all transfers of appropriations between departments, regardless of the amount. 3. Council approval shall be required for transfers of appropriations that are greater than $75,000 between summary accounts within a department. 4. The City Council delegates authority to the City Manager for approval of transfers of appropriations up to and including $75,000 between budget categories within the same IL department upon certification by the Director of Finance that appropriations are available. DocuSign Envelope ID: E36F6539-70CD-45CE-AO82-ODC86F622BEE COUNCIL POLICY CITY OF CHULA VISTA SUBJECT: FINANCIAL REPORTING AND POLICY EFFECTIVE TRANSFER AUTHORITY NUMBER DATE PAGE 220-02 11/08/2022 2 OF 2 ADOPTED BY: Resolution No. 18191 (01/23/96) DATED: 11/08/2022 AMENDED BY: 2022-250 (11/08/2022) 5. The City Council shall receive a quarterly status report [required by Charter section 504(f)], from the Director of Finance which provides actual vs. budgetary comparisons by department, as well as projections for the fiscal year. This report will include a listing of any transfers within departments.