Policy Text
CATEGORY DATE ADOPTED LAST REVIEW NEXT REVIEW
4 03/10/2016 08/2 7/2024 08/27/2028
BUENA PARK POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
_______________________
AD108 - Fiscal Management 1 AD108 FISCAL MANAGEMENT
AD108 .1 PURPOSE AND SCOPE
This procedure pr ovides guidelines for managing Buena Park Police Department finances within
its budget allocation and ensuring adequate supplies are available to suppo rt law enforcement
activities. This procedure is consistent with, and expands upon, the City of Buena Park’s financial
policies and procedures.
The Chief of Police has overall responsibility for the fiscal management of the Police Department ,
with th e authority to manage resource allocations delegated to the Captain of the Support
Services Division. Specific budget areas are delegated to the respective bureau commanders to
manage those resources in a r esponsible manner and within budget limitations . Fiscal resources
include monies appropriated in the Department budget, awarded by grants, state and federal
forfeiture funds , and contracts with other government or local agencies.
AD108. 1.1 ACCREDITATION STANDARDS
This procedure pertains to the following CALEA stan dards: 17.1.1, 17.2.1, 17.2.2 , 17.4.1, 17.4.2,
17.4.3 , 43.1.3.
AD108. 2 GRANTS
The Chief of Police , or his/her designee, coordinates the Department’s grant management
program , includ ing the initial application process for grants, provid ing necessary information to
the City Manager and City Council during the approval cycle, responsib ility for the financial
administration of grants, and e nsuring the final evaluation is complete.
AD108. 2.1 GENERAL
During the course of a grant , the Chief of Police , or his/her designee, will designate appropriate
grant managers depending on the nature, source, and purpose of the grant, in order to:
a) Liaison with the City Finance Department in reference to the grant
b) Schedule all Council Agenda items related to the grant
c) Manage the grant o peration
d) Initiate and main tain contracts with grantor to e nsure that the program runs smoothly
e) Prepare required operational reports and evaluations
The assigned grant manager for each grant should administer the overall grant in an efficient
manner , allow ing ready access to easily underst and performance, compliance, and financial
information. To achieve this efficiency, the grant manager should manage and report the
expenditure of funds, making certain all grantee cost reports are entered into the City’s f inancial
record s in a timely manner, and measure the impact of the grant funds in accomplishing pre -
defined goals.
CATEGORY DATE ADOPTED LAST REVIEW NEXT REVIEW
4 03/10/2016 08/2 7/2024 08/27/2028
BUENA PARK POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
_______________________
AD108 - Fiscal Management 2
AD108. 3 BUDGET
The City of Buena Park ’s budgets are prepared as directed by the City Manager . Budgets span
the fiscal year of July 1st through June 30th with a mid -year adjustment in December.
AD108 .3.1 BUDGET PREPARATION PROCESS
The City of Buena Park Finance Department is responsible for developing the forms and format,
time frames for submission , and computerized programs for management and tracking of the
Departmental budgets that comprise the City’s budget. The Police Department should prepare its
annual budget requests in accordance with the guidelines provided by the Finance Departm ent.
Every year, on a schedule determined by the City Manager and the Finance Director, the Support
Services Division Commander , with input from Department managers, prepare s written budget
recommendations based on the functional goals and objectives of t he respective units within the
Department . The Division Commanders are responsible for assisting their respective lieutenants
with the necessary information and projections to prepare accurate budgets.
During the budget preparation process, each lieute nant should submit to the Support Services
Division Commander written budgetary recommendations and projections regarding his/her unit
or assigned area of responsibility for the upcoming budget period. The report should include
projections for capital proj ects and equipment needs based upon the unit’s goals and objectives,
legislative requirements, depreciation of existing equipment, and the need for improvements in
the quality and level of public service.
The Support Services Division Commander shall maintain a descriptive line -item budget
spreadsheet for the Police Department. He/she will submit the finalized requested budget figures
on City -provided forms to the Chief of Police for final review and approval prior to submission to
the Finance Department.
Once the City Council has approved the final budget, each Division Commander is responsible
for the maintenance of th e portion of the budget that impacts his/her division .
AD108. 3.2 MID-YEAR ADJUSTMENTS
The City of Buena Park uses mid -year adjustments, typically in December of each budget year,
to periodically assess and adjust D epartment budgets for unexpected expenses.
If the D epartment experiences unanticipated operating expenses that exceed the budgeted
amount for a budget category prior to the mid -year process, the following actions should occur:
a) The Chief of Police should consult with the City Manager and the City Finance Director to
notify them of the Department’s altered