ITEM TITLE:
Discussion Item: Revised Budgeting Policies and Procedures for Community Service Organizations
SUBMITTED BY: Brian Carlson, Finance Director
FISCAL NOTES:
Expenditure Required: n/a
Unencumbered Balance: n/a
Funding Source: n/a
RECOMMENDATION:
Provide consensus direction to staff
SUMMARY STATEMENT:
• This agenda item introduces proposals from the Council working-group tasked with reviewing and revising these policies and procedures
• Staff is seeking discussion and consensus regarding the proposals, and/or any desired revision, and will return as needed with revised policy language
• As a placeholder, the proposal is formatted in the now-standard Citywide policy template
• Once the remaining budget-related policies are drafted and approved, staff will compile them in the Council Policies and Procedures document, and will present that revised document to Council for formal adoption.
• Summary of revisions to policy/procedure:
o Council to review and either ratify or revise its CSO funding goals and parameters with each budgeting cycle (currently annually; recommended during Council strategic planning retreat)
o Fisheries and Visitors’ Bureau moved from “CSO” to Economic Development Dept., whose director will be liaison for those groups and Council
o Museum moved from “CSO” to Council Department budget to better reflect Council’s role and interaction with Museum
o City funding not to exceed 50% of CSO applicant’s total budget
o CSOs requesting events-funding will be included in CSO applications, rather than separately considered during Economic Development/Events workshop.
o Applications will be web-based beginning with 2022 budget cycle (calendar 2021)
o Financial reports are simplified to allow for different applicant accounting conventions and skill levels, but must be supplemented with third-party (bank) statements for beginning and end of accounting period to help ensure reporting quality and accuracy.
o Council to receive materials not less than three weeks prior to scheduled CSO workshop
o Applicants whose requests are approved-as-submitted will not be obligated to attend workshop; they will be notified one week prior to workshop