GGPDE_214_-_Budget_Development_and_Implementat_2733108

Policy 214Garden Grove Police Department Policy Manual Copyright Lexipol, LLC 2022/05/18, All Rights Reserved. Published with permission by Garden Grove Police DepartmentBudget Development and Implementation - 1Budget Development and Implementation 214.1 PURPOSE AND SCOPE The purpose of this Policy is to establish guidelines for development, implementation, and review of the Police Department’s annual budget. 214.2 AUTHORITY AND RESPONSIBILITY The fiscal year for the City of Garden Grove extends from July 1 through June 30. The Chief of Police has the authority and is accountable for all fiscal matters of the Police Department. At the direction of the City’s Finance Director, the budget process is initiated. The Police Department’s Senior Administrative Analyst, under the general direction of the Administrative Services Bureau Commander, is responsible for developing the annual budget, supervising internal expenditures, and being the liaison with the City’s Finance Department. The Analyst assigned to this function has the required educational degree, training and experience necessary to perform budgeting tasks. 214.3 TIMELINE AND PREPARATION Specific instructions and guidelines for budget preparation are issued to the Chief of Police by the Finance Director. The Chief will notify the Administrative Services Bureau Commander and the Senior Administrative Analyst when to begin preparation of the fiscal year budget. Though the City’s budget calendar is created by the Finance Department on a yearly basis, traditionally the calendar is based on the following timeline: •December - Updating of fund and package lists •January - Building Improvement requests submitted •February - Labor Workshop and submission of labor budget •March - Non-Labor Workshop and submission of non-labor budget •April - Capital Outlay and Supplemental Budget Requests submitted •May - Review of all Department budgets by Central Management •June - Budget reviewed by City Council and adopted •July - Budget implemented During the budget process, both present and future personnel needs are evaluated, with a listing of all positions by budget number, name, and classification to ensure that all positions allocated to the Police Department are funded. The Senior Administrative Analyst will request throughout the process, input from management staff relating to non-labor allocations including contractual services, commodities/supplies, capital outlay, and overnight travel. Requests from management will include justification for expenditure, Garden Grove Police Department Policy Manual Budget Development and Implementation Copyright Lexipol, LLC 2022/05/18, All Rights Reserved. Published with permission by Garden Grove Police DepartmentBudget Development and Implementation - 2anticipated purchase costs for support equipment, maintenance, and operations. It is the responsibility of each Division Manager to ensure that all budget requests are submitted in a timely manner. 214.4 BUDGET IMPLEMENTATION AND ANALYSIS Once the fiscal year budget has been adopted, it is the responsibility of each Division Manager to ensure that all division expenditures fall within budget guidelines. All managers can monitor their budgets on a monthly basis through the “Monthly Budget Status Reports” which are available to all computer network users on the City’s internal website. These reports include: •Authorized yearly budget appropriation by package •Monthly expenditures and encumbrances by package •Year to date expenditure by package •Remaining balance by package These reports establish accurate and complete documentation of all expenditures. In addition to these computer printouts, the Senior Administrative Analyst is responsible for preparing a monthly budget review of all Department expenditures. This analysis determines departmental budget expenditures and savings, and will ultimately determine the need for budget allocation changes that enable the Department to transfer funds between accounts. Any potential transfers will be reviewed at a scheduled Police Management meeting and if deemed necessary, a Budget Allocation Change Form will be completed and submitted to the City’s Finance Department for approval.