The fiscal year of the City of Mercedes shall begin on the first day of October and shall end on the last day of September of the next following calendar year. Such fiscal year shall also constitute the budget and accounting year. The City Commission shall have the power to change the dates of the fiscal year as herein defined, after published notice and a public hearing.
The City Manager, at least thirty (30) days prior to the beginning of each fiscal year, shall submit to the City Commission a proposed budget, which budget shall provide a complete financial plan for the fiscal year and shall contain the following:
1.
A budget message, explanatory of the budget, which details shall contain an outline of the proposed financial policies of the City for the ensuing fiscal year, shall set forth any reasons for salient changes from the previous fiscal year in expenditure and revenue items, and shall explain all major changes in financial policy.
2.
A consolidated statement of anticipated receipts and proposed expenditures for all funds.
3.
An analysis of property valuations.
4.
An analysis of tax rate.
5.
Tax levies and tax collections by years for the five (5) preceding years.
6.
General fund resources in detail.
7.
Special fund resources in detail.
8.
Summary of proposed expenditures by function, department, and activity.
9.
Detailed estimates of expenditures shown separately for each activity to support summary 8 above.
10.
A revenue and expense statement for all types of bonds.
11.
A description of all bond issues outstanding, showing rate of interest, date of issue, maturity rate [date], amount authorized, amount issued and amount outstanding.
12.
A schedule of requirements for the principal and interest of each issue of bonds.
13.
The appropriation ordinance.
14.
The tax-levying ordinance.
(A.)
SUBMISSION TO CITY COMMISSION:
The City Manager shall prepare and submit to the City Commission a five-year capital program at least thirty (30) days prior to the final date for submission of the budget.
(B.)
CONTENTS:
The capital program shall include:
1.
A clear general summary of its contents;
2.
A list of all capital improvements which are proposed to be undertaken during the five fiscal years next ensuing, with appropriate supporting information as to the necessity for such improvements;
3.
Cost estimates, method of financing and recommended time schedule for each such improvement; and
4.
The estimated annual cost of operating and maintaining the facilities to be constructed or acquired.
The above information may be revised and extended each year with regard to capital improvements still pending or in process of construction or acquisition. |
(A.)
NOTICE AND HEARING:
The City Commission shall publish in one or more newspapers of general circulation in the City the general summary of the capital program and a notice stating:
(B.)
ADOPTION:
The City Commission by resolution shall adopt the capital program with or without amendment after the public hearing and on or before the fifteenth day of July of the then current fiscal year.
In preparing the budget, the City Manager shall place in parallel columns opposite the several items of revenue; the actual amount of each item for the last completed fiscal year, the estimated amount for the current fiscal year, and the proposed amount for the ensuing fiscal year.
The City Manager in the preparation of the budget shall place in parallel columns opposite the various items of expenditures; the actual amount of such items of expenditures for the last completed fiscal year, the estimated amount for the current fiscal year and the proposed amount for the ensuing fiscal year.
The budget and all supporting schedules shall be filed with the person performing the duties of City Secretary, submitted to the City Commission and shall be a public record. The City Manager shall provide copies for distribution to all interested persons.
At the meeting of the City Commission at which the budget is to be submitted, the City Commission shall fix the time and place of public hearing on the budget and shall cause to be published in one or more newspapers published in the City of Mercedes, or if none, in a newspaper having general circulation in the City, a general summary of the proposed budget and a notice of the hearing setting forth the time and place thereof at least seven (7) days before time of such hearing.
At a time and place set forth in the notice required by Section 5.08, or at any time and place to which such public hearing shall from time to time be adjourned, the City Commission shall hold a public hearing on the budget submitted and all interested persons shall be given an opportunity to be heard for or against any item or the amount of any item therein contained.
As a result of such public hearing, the City Commission may insert new items or decrease the items of the budget, except items in proposed expenditures fixed by law, but where it shall increase the total proposed expenditures, it shall also provide for an increase in the total anticipated revenue to at least equal all proposed expenditures.
The budget shall be adopted by the favorable vote of a majority of the members of the whole City Commission.
The budget shall be finally adopted before the expiration of the fiscal year, and should the City Commission fail to so adopt a budget, the then existing budget together with its tax-levying ordinance and its appropriation ordinance, shall be deemed adopted for the ensuing fiscal year.
Upon final adoption, the budget shall be in effect for the fiscal year. A copy of the budget, as finally adopted, shall be filed with the person performing the duties of City Secretary and such other officials as may be designated by law. The final budget shall be printed, mimeographed or otherwise reproduced and copies shall be made available for the use of all offices, departments, and agencies and for the use of interested persons and civic organizations.
From the effective date of budget, the several amounts stated therein as proposed expenditures shall be and become appropriated to the several objects and purposes therein stated.
From the effective date of the budget, the amount stated therein as the amount to be raised by property tax shall constitute a determination of the amount of the levy for the purposes of the City in the corresponding tax year; provided however, that in no event shall such levy exceed the legal limit provided by the laws and Constitution of the State Texas.
Provision shall be made in the annual budget and in the appropriation ordinance for a contingent appropriation in amount not more than three (3%) per centum of the total general fund budget resources, to be used in case of unforeseen items of expenditure. Such contingent appropriation shall be under the control of the City Manager and distributed by him, after approval of the City Commission. Expenditures from this appropriation shall be made only in case of established emergencies and a detailed account of such expenditures shall be recorded in the Minutes of the City Commission.
The total estimated expenditures of the general fund and debt service fund shall not exceed the total estimated resources of each fund (prospective income plus cash on hand). The classification of revenue and expenditure accounts shall conform as nearly as local conditions will permit to the uniform classification as promulgated by the National Committee on Governmental Accounting or some other nationally accepted classification.
(A.)
SUPPLEMENTAL APPROPRIATIONS:
If during the fiscal year the City Manager certifies that there are available for appropriations revenues in excess of those estimated in the budget, the City Commission by ordinance may make supplemental appropriations for the year up to the amount of such excess.
(B.)
EMERGENCY APPROPRIATIONS:
To meet a public emergency affecting life, health, property or the public peace, the City Commission may make emergency appropriations. Such appropriations may be made by emergency ordinance in accordance with the provisions of Section 2.13. To the extent that there are no available unappropriated revenues to meet such appropriations, the City Commission may by such emergency ordinance authorize the issuance of emergency notes, which may be renewed from time to time, but the emergency notes and renewals thereof in any fiscal year shall be paid not later than the last day of the then current fiscal year.
(C.)
REDUCTION [OF] APPROPRIATIONS:
If at any time during the fiscal year it appears probable to the City Manager that the revenues available will be insufficient to meet the amount appropriated, he shall report to the City Commission without delay, indicating the estimated amount of the deficit, any remedial action taken by him and his recommendations as to any other steps to be taken. The City Commission shall then take such further action as it deems necessary to prevent or minimize any deficit and for that purpose it may by ordinance reduce one or more appropriations.
(D.)
TRANSFER OF APPROPRIATIONS:
At any time during the fiscal year the City Manager may transfer part or all of any unencumbered appropriation balance among programs within a department, office or agency and, upon written request by the City Manager, the City Commission may by ordinance transfer part or all of any unencumbered appropriation balance from one department to another.
(E.)
LIMITATIONS: EFFECTIVE DATE:
No appropriation for debt service may be reduced or transferred, and no appropriation may be reduced below any amount required by law to be appropriated or by more than the amount of the unencumbered balance thereof. The supplemental and emergency appropriations and reduction or transfer of appropriations authorized by this section may be made effective immediately upon adoption.
Every appropriation, except an appropriation for a capital expenditure, shall lapse at the close of the fiscal year to the extent that it has not been expended or encumbered. An appropriation for a capital expenditure shall continue in force until the purpose for which it was made has been accomplished or abandoned; if three years pass without any disbursement from or encumbrance of the appropriation, the purpose of any such appropriation shall be deemed abandoned.
All purchases made and contracts executed by the City shall be pursuant to a requisition from the head of the office, department or agency whose appropriation will be charged, and no contract or order shall be binding upon the City unless and until the City Manager certifies that there is to the credit of such office, department or agency a sufficient unencumbered appropriation and an allotment balance to pay for the supplies, materials, equipment or contractual services for which the contract or order is to be issued. Before the City makes any purchase or contract for supplies, materials, equipment, or contractual services, opportunity shall be given for competition except as provided below. The City Commission may be [by] ordinance convey upon the City Manager general authority to contract for expenditures without further approval of the City Commission for all budgeted items not exceeding the maximum amount State Law allows for expenditures without competitive bids. All contracts for expenditures shall be let to the lowest and best responsible bidder after there has been an opportunity for competitive bidding as provided for by law or by ordinance, except where expenditures are below the limit set by State Law, no competitive bids shall be required; provided that the City Commission or the City Manager in such cases as he is authorized to contract for the City, shall have the right to reject any and all bids. Contracts for personal or professional services shall not be let on competitive bids.