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FINANCIAL POLICIES AND PROCEDURES -BUDGETING <br />E-2. Budget Instructions for FY2005 <br />In order to prepare your department's budget for FY05, you need several pieces of information: <br />Your department's General Fund Baseline <br />Your General Fund baseline is the amount of money you have to spend in FY05 before any <br />decision packages are approved. Preliminary baselines will be distributed to each <br />department's primary Budget Coordinator on November S. The general adjustment for <br />inflation is included in the baseline calculation. Division budget coordinators will receive <br />their General Fund division baseline from their department Budget Coordinator. They may <br />also receive baselines for other funds in their budget. <br />~~ <br />PW - PW Administration receives the general fund baseline from the budget office for the entire <br />department. PW finance staff allocates the general fund dollars to those Public Works divisions <br />that have an operational need for general funds, i.e. Administration, Engineering, Maintenance, <br />and Parks & Open Space. Non-general fund baselines for Public Works are developed as <br />follows: <br />- PW Finance staff meets with Department Management Team to determine appropriate <br />level of funding for next budget year. These decisions are based on projected revenue, service <br />need, changing regulatory mandates, etc. The funds discussed are Stormwater, Wastewater, <br />Road, Wetland Mitigation, Fleet, Airport, and Professional Services. <br />- PW finance staff allocate the non-general fund dollars to those Public Works divisions <br />that have an operational need for a given funding source (not all divisions share in all funds). <br />The division baselines for all funds are given to the division budget coordinators who, with the <br />concurrence of the division manager, are responsible for preparing their division's budget <br />• Instructions for budgeting baseline revenues and expenses <br />See "Budgeting" section of this manual. <br />• Instructions for preparing decision packages for FY05 <br />See below. <br />• Instructions for preparing narrative information for the budget document <br />Narrative material will be E-mailed. See below. <br />• Rates for a variety of internal services, such as telephones, PC's, and fleet services. <br />See discussion below. <br />• Access to Performance Budgeting 2.2, the City's on-line budget system, and knowledge of <br />how to enter data in the system. <br />AZZ budget preparers should have access to Performance Budgeting 2.2. The system was <br />upgraded in Spring 2002. If you do not have access to this upgraded version, contact your <br />department Budget Coordinator. <br />Financial Policies and Procedures Manual <br />Tab FPPM for PW Budgeting_Instr.doc <br />Page E.1 <br />10/03 <br />