All fees received by any officer, employee or agent of the city shall be properly accounted for and turned over to the treasurer, unless other provision be made by ordinance.
(Prior code § 2-5)
Whenever any private or commercial use is made of any public building, grounds, property or facility belonging to the city, whether by means of concession, lease, permit or otherwise, the person or party using such public facility of the city shall file with the city council and the mayor every three months and upon termination of usage a complete financial report showing all gross receipts and expenditures in connection with the use of such facility.
(Prior code § 2-6.1)
All ordinances and resolutions having an effect on the revenues, expenditures or fiscal liability of the city, except appropriation measures carrying specific dollar amounts, shall be accompanied by a brief explanatory statement or note which sets forth the estimated dollar effect thereof. Such statements or notes shall be known as "fiscal notes," and they shall be inserted at the end of each such ordinance or resolution prior to consideration of the council.
Fiscal notes shall, wherever possible, cite effect in dollar amounts for the current fiscal year and for the next succeeding two fiscal years. No comment or opinion relative to merits of the bill shall be included, except that technical or mechanical defects may be noted.
Fiscal notes shall be requested by the members of a committee upon receipt by the committee of any ordinance or resolution.
Requests shall be in such form and substance as may be required by the members of any committee, and shall be made to the director of finance, who shall determine the department or departments affected by such ordinance or resolution. The director of finance shall then be responsible, in cooperation with such department or departments, for the preparation of the fiscal note.
(Prior code § 2-8.1)
No architect or engineer shall be engaged by the city for the performance of professional services unless such architect maintains insurance against liability, imposed by law upon him or her and his or her employees, arising out of the performance of professional services, excluding liability for claims brought about or contributed to by the dishonest, fraudulent, criminal or malicious acts or omissions of any employee, in an amount not less than one hundred thousand dollars ($100,000.00), with an insurance company lawfully authorized to write such insurance in this state. Prior to engaging such architect or engineer, his or her insurance company shall furnish the city a certificate reciting that the required coverage is in effect and will be available for claims arising out of the services for which the architect or engineer is to be engaged.
(Prior code § 2-8.2)
The annual budget of the city of Cranston shall be organized in accordance with the requirements of Section 6.03 of the city charter. In addition, sufficient detail shall be provided by each of the departments, divisions and agencies of the city to allow for the complete evaluation of each of said units. Information on salary, labor and fringe benefits shall be provided on separate schedules. All non-payroll costs shall be provided on schedules containing sufficient detail, so that meaningful evaluation may be made by the city council. Supporting narratives shall be provided for each account showing a non-payroll cost. Details of all other revenue other than taxes shall be provided as part of the budget document supporting narratives shall be provided to support the estimates of said revenues.
(Prior code § 2-8.3)
The annual budget document for the city of Cranston shall be posted on the city's website no later than three months after final adoption by the city council. The website shall be maintained by the Division of Information Technology working with the finance director to ensure that the report is posted in a timely fashion.
(Ord. 06-7 § 1)
Any money received by the city after the passage of Ordinance No. 93-18 adopted May 14, 1993, which has not been appropriated or encumbered by said ordinance, shall not be spent, appropriated or encumbered in any manner unless and until such time said appropriation, spending or encumbrance is first approved by a vote of the Cranston city council.
(Prior code § 2-8.6)
A. 
Establishment. A budget stabilization fund shall be created, into which the city shall transfer such funds as are available to provide for capital expenditures and other one time expenditures. Any such transfer shall not create an operating deficit in the general fund.
B. 
Restrictions. Any expenditure from or transfer to this fund must first be approved by the city council.
(Prior code § 2-8.6A; Ord. 04-30 §§ 1, 2)
A. 
Establishment. A health care budget stabilization fund shall be created, into which the excess of departmental health care expenses over actual health care claims and related expenses shall be transferred. Any such transfer shall not create an operating deficit in the general fund.
B. 
Transfers. In the event that health care claims and related expenses exceed the budgeted appropriation, then funds may be transferred from the health care budget stabilization fund to cover the deficit.
C. 
Expenditure Restriction. Any expenditure or transfer from this fund must first be approved by the city council.
(Prior code § 2-8.6B; Ord. 04-31 §§ 1—3)
A. 
Establishment. A budget stabilization fund for the school department shall be created, into which the city shall transfer such funds as are available to provide for certain expenditures requested by the school department. Any such transfer shall not create an operating deficit in the general fund.
B. 
Restrictions. Any expenditure from or transfer to this fund must first be approved by the city council.
(Ord. 05-39 §§ 1, 2)
Any changes in the school budget after council's budget adoption must be approved by the city's finance director as to sufficiency of funds.
(Ord. 2008-37, § 1, 10/27/2008)
A. 
ARPA funds may only be used in compliance with the intended purpose of ARPA and in accord with U.S. Treasury Department guidance concerning the expenditure of the same as follows, to:
1. 
Support public health expenditures, by, for example, funding COVID-19 mitigation efforts, medical expenses, behavioral healthcare, and certain public health and safety staff.
2. 
Address negative economic impacts caused by the public health emergency, including economic harm to workers, households, small businesses, impacted industries, and the public sector.
3. 
Replace lost public sector revenue, using this funding to provide government services to the extent of the reduction in revenue experienced due to the pandemic.
4. 
Provide premium pay for essential workers, offering additional support to those who have and will bear the greatest health risks because of their service in critical infrastructure sectors.
5. 
Invest in water, sewer, and broadband infrastructure, making necessary investments to improve access to clean drinking water, support vital wastewater and storm water infrastructure, and to expand access to broadband internet.
B. 
All ARPA funds received by the city shall be held in a separate and distinct, interest bearing account and are restricted in their use in accord with this chapter.
C. 
ARPA funds shall not be spent, appropriated or encumbered in any manner unless and until such time that the spending, appropriation or encumbrance is first approved by a vote of the Cranston City Council.
(Ord. 2021-40, § 1, 11/22/2021)
All employees of the department of finance, who shall be authorized by the director of finance or by the city treasurer to affix the signatures of those officials by mechanical means, shall be included within the faithful performance blanket bond required of all officials and employees of the department of finance.
(Prior code § 2-25)
The monthly financial report of the city of Cranston shall be posted on the city's website no later than one month after the period-end date. The website shall be maintained by the Division of Information Technology working with the finance director to ensure that the report is posted in a timely fashion.
(Prior code § 2-25.1; Ord. 06-8 § 1)
The monthly bond balance report of the city of Cranston shall be posted on the city's website no later than one month after the period-end date. The website shall be maintained by the Division of Information Technology working with the finance director to ensure that the report is posted in a timely fashion.
(Ord. 06-9 § 1)
The annual report of the financial transactions of the city for the fiscal year to be prepared by the director of finance pursuant to Section 7.02(h) of the charter shall be submitted to the mayor and council no later than the fourth Monday of the sixth month after the close of the fiscal year.
(Prior code § 2-25.2)
The city of Cranston shall produce a comprehensive financial annual report (CAFR). This report shall be produced by the finance department as part of the city's annual audit process. The finance director shall be responsible for the context of this report as well as maintaining the city's records related to this report. The CAFR of the city of Cranston shall be posted on the city's website no later than six months after the period-end date. The website shall be maintained by the Division of Information Technology working with the finance director to ensure that the report is posted in a timely fashion.
(Ord. 06-20 § 1)
The annual audit of the financial records of the city shall be conducted by a duly licensed and certified public accountant or firm of certified public accountants in accordance with Section 3.21 of the charter, provided that said certified public accountant or firm of certified public accountants shall not conduct the annual audit for more than six consecutive years. The auditor shall place on file with the city clerk copies of any and all correspondence, reports or requests made to the administration pertaining to the city's annual audit. Any information deemed to be of a sensitive nature and excepted from public disclosure pursuant to Rhode Island General Laws Section 38-3-2 et seq. shall be marked accordingly after determination by the city solicitor and forwarded to the city clerk for filing for city council access only.
(Prior code § 2-25.3; Ord. 2009-15, § 1, 4/27/2009)
Any rating agency report received by the city of Cranston shall be posted on the city's website no later than one month receipt by the city council. The website shall be maintained by the Division of Information Technology working with the finance director to ensure that the report is posted in a timely fashion.
(Ord. 06-21 § 1)
A. 
The city council shall establish an audit committee, which will have the following responsibilities:
1. 
Participate in the selection of the independent auditor for the city's financial audits;
2. 
Monitor the progress of the financial statement audit;
3. 
Evaluate the results of the financial statement audit;
4. 
Ensure that control weaknesses and legal compliance violations identified in the course of the financial statement audit are promptly and effectively remedied;
5. 
Serve as a direct communication link between the council and the independent auditors;
6. 
Monitor the adequacy of the city's internal control structure on an ongoing basis;
7. 
Provide quarterly reports to the finance committee and the full city council; and
8. 
Prior to the final tax bills being printed, the committee shall certify that the proposed levy is sufficient to meet the budgetary assumptions inherent in the adopted budget.
B. 
Composition. The audit committee shall consist of six members:
1. 
The chair of the finance committee and one additional member of the city council, who shall be appointed by the council by a majority vote.
2. 
Four members of the public to be selected by the finance committee with the following qualifications; or substantially equivalent training or experience:
a. 
One member shall be a certified public accountant with at least ten (10) years of corporate and/or government accounting and auditing experience, and who may not be a member of the city's independent auditor's firm.
b. 
One member shall hold a Master's degree in Business Administration, with at least ten (10) years' experience in business management.
c. 
One member shall be an attorney, who is a member in good standing of the Rhode Island Bar, and with ten (10) years of experience in corporate finance.
d. 
One member shall be an individual with a business, accounting and investment background.
C. 
Terms of Appointment. The terms of office shall initially be staggered so as to allow for continuity on the committee. Thereafter, each term of office will be for two years. The members may be appointed to succeeding terms of office.
1. 
The term of office of the appointed certified public accountant shall commence immediately upon passage of the ordinance codified in this section and terminate on December 31, 2005.
2. 
The term of office of the second public appointee, who shall have a Business Administration Master's degree, shall commence immediately upon passage of the ordinance codified in this section and terminate on December 31, 2004.
3. 
The term of office of the third public appointee, who shall be an attorney, shall commence immediately upon passage of the ordinance codified in this section and terminate on December 31, 2003.
D. 
Reporting. The audit committee shall make quarterly reports to the council; additional reports may be made, as needed, as determined by the audit committee, or as requested by the council.
E. 
Meetings. The audit committee shall meet at least quarterly during the months of January, April, July and October. It shall be provided with all documents requested in advance of such meetings, and in a timely fashion. It shall have, at a minimum, one face-to-face meeting with the council's independent auditor.
F. 
Access. The audit committee shall have full access to all internal financial documents required for it to fulfill its mission, including, but not limited to: monthly financial statements; and access to key management personnel and the internal audit director.
G. 
Training and Orientation. The members of the audit committee shall be provided with an initial orientation and training.
(Prior code § 2-25.4; Ord. 07-48 §§ 1, 2; Ord. 03-10 § 1)
The director of finance and the city treasurer shall keep in their respective offices a complete chronological record of each instance of the affixing of their respective signatures by mechanical means, as aforesaid, and shall file with the city clerk the names and positions of the employees so authorized.
(Prior code § 2-26)
The accounts payable of the school department shall be audited by the city auditor after approval by the school committee, which approval shall be certified by the chairperson or clerk of the school committee over his or her signature. The original accounts, or duplicates thereof, shall be delivered to the city auditor by the school committee, with a schedule of the accounts approved, to be retained by him or her as vouchers. When requested by the school committee, after such accounts have been audited by the city auditor, he or she shall draw his or her order on the city treasurer in favor of the persons entitled to receive payment for the amounts against their respective names in such order.
(Prior code § 2-27)
The department of finance shall utilize the small claims procedures set forth in the General Laws for the recovery of delinquent personal property taxes, for such taxes within the jurisdiction of such procedures, prior to the employment of special counsel or any other outside collection agency for the recovery of any delinquent personal property taxes.
(Prior code § 2-27.1)
It shall be the policy of the city not to use prepaid revenues for one fiscal year to repay any funds borrowed in a prior fiscal year without the advice and consent of the city council.
It shall also be the policy of the city to have printed, as a line item, in its operating budget, the amount of its deficit and by what amount the deficit is to be reduced each year until such deficit is depleted.
(Prior code § 2-27.2)
Any municipal entity, including but not limited to city administration, school committee, school department and any other board or commission, whose funding is appropriated by the Cranston city council and negotiates a collective bargaining agreement, must present a financial impact analysis for each fiscal year of the proposed bargaining agreement prior to consideration and vote for ratification. Said financial impact analysis must be made public consistent with the terms of postings of public meetings at least seventy-two (72) hours prior to a vote for ratification.
(Ord. 05-57 § 1)
In the formulation and preparation of the capital budget and capital improvement program, and in the submission thereof to the city council pursuant to Section 6.12 of the charter, city departments and agencies, the city plan commission, and the mayor shall fix tentative dates for the initiation and commencement of all capital projects included therein.
(Prior code § 2-46)
The city council by a majority of all its members shall appoint a council's budget analyst, (who has be known as and hereinafter referred to as "council's budget analyst"), who shall have a minimum of five-years' experience in finance, operational auditing or equivalent training or experience. The city council's budget analyst shall have access to the books and records of all offices, departments and other agencies of the city, and it shall be the duty of all officers and employees thereof to supply such information and documents concerning the affairs of the city as the council's budget analyst may request.
A. 
Powers and Duties of the Council's Budget Analyst. The powers and duties of the council's budget analyst shall be, without limitation, the following:
1. 
To perform requested analysis, projections or forecasts of all offices, departments and other agencies of the city, and additional review as directed by the committee on finance of the city council or by resolution of the city council;
2. 
To report the findings of his/her analysis to the city council at least quarterly;
3. 
To issue a report to the city council at least annually of all operation of the city;
4. 
To advise the audit committee and to submit such reports and financial data, information and statements to the audit committee as it may from time to time require;
5. 
To submit such reports and financial data, information and statements to the city council as it may from time to time require;
6. 
To perform such other duties as may be assigned by ordinance and perform other analysis, forecasting or projections of an official nature as may be required by the city council.
B. 
Scope of Duties. The budget analyst's shall include, but shall not be limited to determining:
1. 
Whether financial operations are properly conducted in accordance with standards for governmental accounting and generally accepted financial protocols;
2. 
Whether said entity is operating within its budgetary limits;
3. 
Whether said entity is in compliance with the state constitution, the city's charter, city ordinances and all other applicable laws and regulations;
4. 
Whether said entity is managing and utilizing its resources in an economical and efficient manner;
5. 
Whether the management information system, administrative procedures and organizational structure are adequate to ensure the timeliness and reliability of management information;
6. 
Whether the property of the city is properly accounted for and safeguarded from losses;
7. 
Whether the objectives or benefits of the studied entities are being achieved.
No director of any department or other officer or employee of the city shall take any action which in any way prevents the council's budget analyst from obtaining direct access in such manner as he/she deems appropriate to any records or information under the control of said department including, without limitation, that the council's budget analyst shall not be required to take any action through any department director or with the prior consent of any department director.
(Ord. 03-5 § 1; Ord. 2017-36, § 1, 10/23/2017)
The city council by a majority of all its members shall appoint a council grant writer (who has been known as and hereinafter referred to as "city's grant writer).
The grant writer shall be appointed for a two-year term that runs concurrently with the appointing council.
The grant writer shall report monthly to the city council finance committee on prospective grants and their status and quarterly to the full city council on the status of pending grants.
Compensation. The position shall be funded annually as a line item in the city council budget.
(Ord. 2017-34, § 1, 8/28/2017)
The annual calculation of the healthcare liability of the city shall be conducted by a firm duly licensed in the state of Rhode Island with expertise in actuarial valuation of employee benefits. Said calculation shall be performed by the standards set by the Governmental Accounting Standards Board (GASB).
(Ord. 03-49 § 1)