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R11-106 . . I 1 RESOLUTION NO. Rll-lC&' 2 3 4 A RESOLUTION OF THE CITY COMMISSION OF THE 5 CITY OF BOYNTON BEACH, FLORIDA ESTABLISHING 6 THE FINANCIAL POLICY FOR IMPLEMENTING THE 7 GOVERNMENTAL ACCOUNTING STANDARDS 8 BOARD'S STATEMENT NO. 54 - FUND BALANCE 9 REPORTING AND GOVERNMENTAL FUND TYPE 10 i DEFINITIONS; PROVIDING AN EFFECTIVE DATE. 11 12 13 WHEREAS, the Governmental Accounting Standards Board (GASB) is the 14 independent organization that establishes and improves standards of accounting and financial 15 reporting for U.S. state and local governments; and 16 WHEREAS, the City intends to comply with requirements set out by the 17 Governmental Accounting Standards Board (GASB); and, 18 WHEREAS, GASB Statement No. 54 sets out new definitions of fund balance and 19 new accounting rules for display of the various types of fund balances within "Governmental" 20 funds; and 21 WHEREAS, GASB Statement No. 54 - Fund Balance Reporting and Governmental 22 Fund Type Definitions requires formalizing and establishing levels of authority; 23 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF 24 THE CITY OF BOYNTON BEACH, FLORIDA, AS FOLLOWS: 25 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as 26 being true and correct and are hereby made a specific part of this Resolution upon adoption 27 hereof. 28 I Section 2. That the Financial Policy for the Governmental Accounting Standards 29 Board's (GASB's) Statement No. 54 - Fund Balance Reporting and Governmental Fund Type II I 1 Definitions be, and hereby is, approved and that a true and accurate copy of said policy is 2 attached hereto as Exhibit "A" and incorporated herein by reference as though set out herein 3 Section 3. This Resolution shall become effective immediately upon passage. 4 PASSED AND ADOPTED this ~ 0'11>. day of September, 2011. 5 6 CITY OF BOYNTON BEACH, FLORIDA 7 8 9 10 11 12 13 14 _...... 15 16 17 18 19 20 21 22 - 23 24 25 26 Commissioner - Marlene Ross 27 ATTEST: 28 29 30 31 32 33 34 35 36 (C 37 CITY OF BOYNTON BEACH, FLORIDA FUND BALANCE POLICY PURPOSE To establish a fund balance policy tailored to the needs of the City of Boynton Beach (the “City”) to establish a level of funding that protects against unanticipated events that would adversely affect the financial condition of the City and jeopardize the continuation of necessary public services. This policy will ensure the City maintains adequate fund balance and reserves in the City’s governmental funds to provide the capacity to: (1) provide sufficient cash flow for daily financial needs, (2) secure and maintain investment grade bond ratings, (3) offset significant economic downturns or revenue shortfalls, (4) provide funds for unforeseen expenditures related to emergencies. POLICY The City hereby established and will maintain reservations of Fund Balance, as defined herein, in accordance with Governmental Accounting and Financial Standards Board Statement No. 54 Fund Balance Reporting and Governmental Fund Type Definitions. This policy shall apply to the City’s General Fund and all governmental funds. Fund Balance shall be composed of restricted, committed, assigned, non-spendable and unassigned amounts. Fund Balance information is used to identify the available resources to repay long-term debt, reduce property taxes, add new governmental programs, expand existing ones, or enhance the financial position of the City, in accordance with policies established by the City Commission. DEFINITIONS/GENERAL INFORMATION Fund Balance – The cumulative difference of all revenues and expenditures from the government’s creation. It can also be considered to be the difference between fund assets and fund liabilities, and can be known as fund equity. Restricted Fund Balance – Amounts that have externally enforceable limitations on use. These amounts are constrained to specific purposes by their providers (such as grantors, bondholders, and higher levels of government). Restrictions may be changed or lifted only with the consent of the resource providers. Committed Fund Balance – Amounts that have self imposed limitations, established through actions of the City Commission, the City’s highest level of decision making authority, set in place prior to the end of the period. These amounts cannot be used for any other purpose unless the City Commission takes the same action to remove or change the constraint. Assigned Fund Balance – These are amounts that the City intends to use for a specific purpose; the intent shall be expressed by City Commission or by a City official or other Board to which the City Commission delegates that authority. Non-Spendable Fund Balance – Amounts that are inherently not spendable because of their form such as inventory or are required to be maintained intact principal of an endowment fund. Unassigned Fund Balance – The residual classification for the general fund and includes amounts that are not contained in the other classifications. Unassigned amounts are the portion of fund balance which is not obligated or specifically designated and are available for any purpose. MINIMUM LEVEL OF UNASSIGNED FUND BALANCE The City will maintain a diversified and stable revenue system that will equally allocate the burden of supporting all services and protect the City from short-term fluctuations in any one revenue source. The City will project revenues on a conservative basis so that actual revenues will consistently meet or exceed budgeted revenues. The General Fund Unassigned fund balance, at year end, will range between ten and twenty percent of the following year’s budgeted expenditures. In any fiscal year where the City is unable to fund the minimum reservation of fund balance as required in this section, the City shall not budget any amount of unassigned fund balance for the purpose of balancing the budget. General Fund – Restricted Fund Balance There are no restricted fund balance reserves in the General Fund. General Fund – Committed Fund Balance The City hereby establishes the following committed fund balance reserves in the General Fund : a. Emergency Operating Reserve In order to provide the resources necessary to ensure continued operations of the City should a natural disaster or significant change in the weather pattern occur, the City shall establish and maintain an operating reserve fund within the general fund. The amount shall be 10% of the following year’s projected budgeted expenditures as a result of the annual budget process. General Fund – Assigned Fund Balance The City hereby establishes the following assigned fund balance reserves in the General Fund. a. Assignment to Subsequent Year’s Budget The subsequent year’s budget fund balance reserve is assigned by City management as set forth in the annual budget (and any amendments thereto) to appropriate a portion of existing unassigned fund balance to eliminate a projected deficit in the subsequent year’s budget in an amount no greater than the projected excess of expected expenditures over expected revenues. General Fund – Non Spendable Fund Balance The City hereby establishes the following non spendable fund balance reserves in the General Fund. a. Inventory Reserve The inventory fund balance reserve is established to indicate those amounts relating to inventories that are not in spendable form. BUDGETING APPROPRIATION OF UNRESTRICTED FUND BALANCE The actual amount of unrestricted fund balance (total of committed fund balance, assigned fund balance and unassigned fund balance) is not known until the completion of the annual audit which takes place between three to six months after the end of the fiscal year being audited. However, an estimate of unrestricted fund balance (also called estimated beginning fund balance) must be made during the annual budget adoption process (July th through September) which is prior to the end of the fiscal year, September 30. ESTIMATED BEGINNING FUND BALANCE. In order to achieve the most accurate estimate possible, the City Manager or Finance Director shall project both Sources of Funds (revenues, prior years unrestricted fund balances carried forward and other financing sources) and Uses of Funds (operating and th non-operating expenditures), including accruals, through September 30of the then current fiscal year. These projections will be shown in a separate column entitled “Estimated Actual”. The difference between the estimated actual sources of funds and estimated actual uses of funds is the calculated estimated beginning fund balance for the subsequent fiscal year ESTIMATED ENDING FUND BALANCE For the year being budgeted, a calculation of estimated ending fund balance shall also be made. This calculation shall be the difference between the budgeted sources of funds and the budgeted uses of funds as described above. If, after the annual audit, the actual general fund unassigned fund balance is greater than two months of operating expenditures in the general fund, the excess may be used in one or a combination of the following ways: a) Left in the general fund to earn interest and roll forward into the subsequent year’s beginning fund balance; b) Appropriated by resolution of City Commission for a one-time expenditure or opportunity that does not increase recurring operating costs; c) Committed to establish or increase a formal stabilization arrangement or reserve (including but not limited to economic stabilization, contingency reserves or disaster reserves); or d) Appropriated for start-up expenditures of new programs undertaken at mid-year. SPENDING ORDER OF FUND BALANCES This policy considers restricted amounts to be spent before unrestricted fund balance when an expenditure is incurred for purposes for which both restricted and unrestricted (committed, assigned and unassigned) amounts are available. Similarly, within unrestricted fund balance, committed, assigned then unassigned amounts, in that order, will be spent when an expenditure is incurred for a purpose for which amounts in any of those unrestricted fund balance classifications could be used. ANNUAL REVIEW AND DETERMINATION OF RESERVE AMOUNTS Compliance with the provisions of this policy shall be reviewed as a part of the annual budget adoption process, and the amounts of restricted, committed and unassigned fund balance shall be determined as part of the annual process. ADDITIONAL INFORMATION, REQUIREMENTS/RESPONSIBILITIES The Director of Financial Services is authorized to evaluate existing fund balance classifications (designations, reserves and unreserved/undesignated) and reclassify them in accordance with GASB Statement 54, for implementation effective the fiscal year ending September 30, 2011. It will be the responsibility of the Director of Financial Services to keep this policy current. EFFECTIVE DATE This Policy shall take effect immediately upon adoption and will be applied beginning with the preparation of the City’s September 30, 2011 Comprehensive Annual Financial Report and the City’s Fiscal Year 2011-12 budget.