4.7. SR 04-07-2014 - Laserfiche WebLink

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• Before adding a new program or service,the city will consider the cost benefit analysis of using outside contractors versus in-house provided services. • The city will attempt to maintain the GFOA Distinquished Budget Presentation Award. • The city will not sell assets or use one-time accounting principle changes to balance the budget for any fund. • The city will provide ample time and opportunity for public input into its budget setting deliberations each year,including any required public hearings. • Department heads will be responsible for administration of their departmental operating budget. Requests for budget adjustments must be submitted and approved before any program incurs cost overruns for the annual budget period. • The budget shall be adjusted as needed to recognize significant deviations from original budget expectations. The council shall consider budget amendments each December. Budget amendments are intended to recognize changes made by the council during the year, to reflect major revenue and expenditure deviations from budgeted amounts, and to consider year-end budget requests. Budget amendments are not intended to create a budget that matches budgeted revenues and expenditures to actual revenue and expenditures. • Administrative budget amendments may be made throughout the year by department directors to adjust line item budgets within their department as long as the total departmental budget does not change. These line item budget changes exclude personal service and capital outlay categories. Administrative budget admendments must be requested in writing and approved by the City Administrator and Finance Director. Purchasing The goal of the Purchasing Policy is to ensure all purchases are consistent with Minnesota statutes, to establish internal controls,to maintain the appropriate documentation,and to ensure the best value for the public money. Purchasing Authority The department/division director for which the service, equipment, or supplies are ordered must recommend the order be placed. The department/division director may designate the authority to make certain purchases to department staff. This designation must be communicated to the Finance Department. Final approval of all purchases must be evidenced by the department/division director's signature on the purchase order,invoice and/or receipt. Purchase orders must be completed prior to acquisition to insure accountability,provide amount verification, and avoid a misunderstanding with respect to cost between the vendor and the city. Purchasing Thresholds All expenditures up to $50,000 must be within the limits established by the department budget. The thresholds of dollar amounts that have been established either by policy, City Code, or statutory authority for the purpose of purchasing city goods are identified as follows: Financial Management Policies Page 17