HomeMy WebLinkAbout840690.tiff- .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. ..
P 0 L I ( I L S AND PROCEDURES -
rp0
U
Section BUDGET
MANUAL
titD O Subject TABLE OF CONTENTS
•
COLORADO Date 6/1/84 Page Table of Contents
TABLE OF CONTENTS
INTRODUCTION 1
RELATIONSHIP OF BUDGET FORMS 3
BUDGET UNIT REQUEST SUMMARY 4
BUDGET ANALYSIS REPORT - 7
ACTIVITY ANALYSIS/SUMMARY OF CHANGES 8
BUDGET UNIT RANKING FORM . . . . . . . . 14
APPROPRIATION REQUEST EXCEEDING TARGET BUDGET LEVEL • 18
COST CUTTING/REVENUE RAISING STRATEGIES . . - 70
OBJECTIVE TRACKING STATEMENT 4 24
REVENUE ANATYSSIS FORM 27
FUNCTION AND ORGANIZATION CHART 30
PERSONNEL DEPARTMENT PROJECTED EXPENSES 34
SERVICES & SUPPLIES, OTHER CHARGES, EXPENDITURE TRANSFERS
& REIMBURSEMENTS 36
MOTOR VEHICLE ASSIGNMENT/ELECTRONIC EQUIPMENT REQUEST . . . . 39
TRAVEL REQUEST SUMMARY 42
REQUEST FOR DATA PROCESSING RESOURCES FORD' 45
REQUEST FOR EQUIPMENT PURCHASE OR MAJOR RENTAL 49
BUILDINGS AND GROUNDS SPECIAL. PROJECTS 51
PBX PHONE SERVICE REQUESTS 53. 1
EXAMPLES (ALL FORMS) 54
CHART OF ACCOUNTS 71
840690 6
POLICIES AND PROCEDURES
-*1 a I104 Section Budget Manual
MSGSubject Introduction
COLORADO Date— g
6/2/80 — — Page 1
— —
INTRODUCTION
In accordance with Section 4-2 of the Weld County Home Rule Charter, the
Director of Finance is charged, with the assistance of the elected
officials and department directors , to gather together the information
necessary for the preparation of the budget and in some form, as the
Board directs, prepare a preliminary draft of the budget for the next
fiscal year and submit it to the Board by such date as the Board may.
direct. Such preliminary draft shall include recommended operating
expenses , capital expenditures , and revenue sources for all departments
and units of the County Government and any other information deemed
necessary. In response to this charge, this office has developed the
County' s budget procedures . It has been the goal to establish simpli-
fied, yet meaningful County budget practices and procedures , and to
formalize them into a Weld County Budget Manual .
Instructions and forms contained in the manual are designed to assist
departments and agencies in submitting uniformed, well organized and
justified budget requests. The budget document provides for the trans-
lation of department needs , in dollar amounts , required to accomplish
their individual functions. The budget narrative includes activity
statements which are expected to provide a new emphasis in the budget
process. A priority setting mechanism has been developed to assist the
County in dealing with the financial constraints facing it, and emphasis
will be placed on the performance and achievement of major work programs
within each budget unit. The responsibility of agencies and departments
during the budget process extends beyond the mere submission of indivi-
dual fiscal plans. It requires that each agency and department recog-
nize from the outset that there will be a number of budget proposals
competing for the County' s limited financial resources . Departments and
agencies are requested to carefully evaluate and utilize effectiveness
of existing programs and where possible, redirect existing resources to
meet new and changing demands for services . Budget requests which
exceed current year levels should be prioritized and included in the
budget request only if it is essential to effective delivery of service.
This office will be conunited to recommending only those budget changes
POLICIES AND PROCEDURES
r
i' iff Section Budget Manual
NIP ° Subject Introduction
COLORADO Date 6-L2�£3Q Page ?
which are fully supported by demonstrated need and accompanied by a
proposal which is the most economic and efficient means of meeting that
need. A commitment from agencies and departments to limit budget re-
quests to the most essential items will promote the best possible allo-
cation of limited County resources. Financial constraints facing the
County, including the tax revenue limit, inflation, rise in employee
cost, and State and Federal funding reductions , require that all budgets
be carefully evaluated for every possible economy. Considerable time
and effort can be saved for all involved in the budget process if depart-
ments and agencies carefully screen and eliminate all budget requests
that do not have a demonstration of need, a record of past achievement,
and sufficient justification.
The budget documents contained in this manual require the continuous
attention of each department and agency to insure that they are ef-
fectively utilized. This manual should be completely read by every
County employee involved in the budget process.
This office will be available to answer any questions which may arise
during the budget process concerning the manual or forms . The budget
information sessions are to take place 6-8 weeks prior to the formal
submission of the budget request, and will be used to identify the
County wide impact of significant budgetary changes anticipated for the
future fiscal year, and also discuss the overall budget approach of each
individual department with the department head.
P O L ICI E S AND PROCEDURES
i }J llei Section Budget Manual
__
•
will0 .
Subject Relationship of Budget Forms
COLORADO Date 4/30/81 _ Page 3
I,
4.1
I,
+n c:
mac{, 4 I:
n
O O T -G 4.
W u
a, u I' c n
CT
C Nin
I W
I 0, +
4. •C h1 (T'
C R O •Y
O q
1,
t.
u
N
0,
'I 1
Cl'RI
I: V)
I) IX
•.I
I, I:
•1 (1
TI •I N
1, u ] T N
K ., f+1u
I
O f... a J.
A. V
'V W +p
..._-,.. 1 C, C
C) •C K
Z N
4
•y ., E6 C V
CI% J 3 ro C
I In
t,,, u Ci r--�_..,
O G u
RI tr, In
`Y 7 7 —Co
O W Cr. - ro •-,
a
w I: •,
•V .., N VI
rn u T
I O IT
_� ,� I, IV u
I'. 1, QI
01 I+ ,1
I G 'L 41 '1 of
I N I' L.
II. • r I) Ci u
1 ', n. N U VI
, it,,
v
n I
I. +^ 0, Ir.r .
7 M m
'0 Al.
• in v
u 4 -
-• W
4 a,
VI
Y �. 4 u N u
�- N v
41
4..,._._ _ F, C
Tro u CI H > G •I O C tT ^, Cr 4
p40 r% ,1 IT C4 T U Ol �) C O, ,p
4 N I a+ �• I N. u y h h t.
aJ G .� IN • Cl W l: n Cl.
I W I 'V n. I ro
IJ
17
O 1.,r 6 .,
CO
M
tr R.
41I L. aV
. N f: fy
Ga. I I _____
BL•DC£T D£VLIgrVrNT Tr) .1urlYlxl r)r:('I:,I,).v,S I A( 'rrVI1'V
.YADA' %L'.ING ACT IVITY YVALPATI('N a 1 (.4v.YTyr;
Ft•'aL*VNIVC
i a rf.AVNINC
POLICIES AND PROCEDURES
I1 Section Budget Manual
Subject Budget Unit Request Summary
COLORADO Date 4/30/81 Page 4
BUDGET UNIT REQUEST SUMMARY
PURPOSE:
This form provides a tabular summary of the budget request, and de-
signates the activity areas the budget unit is broken down into.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT:
1 . Heading: Provide the fiscal year, agency/department name, and the
ub dget unit title and number.
2. Actual Last Complete Fiscal Year: Enter the appropriate amount for
each budget classification from the prior fiscal year. This in-
formation is provided on the current budget computer print-out
forms in your packet.
3. Allowed Current Fiscal Year: Enter the current year allowed
amount for each budget classification. This information is availa-
ble on the budget computer print-out forms in your packet.
4. Requested Next Fiscal Year: Enter the total amount which is being
requested for each budget classification for the upcoming fiscal
year.
5. Increase/(Decrease) : Subtract the current year allowed from the
next year request to determine the amount of change, and enter the
amount. Negative numbers should be shown in parentheses.
6. Activities : An activity is to be regarded as a major work program
within a budget unit. An activity has a distinct purpose or goal
and performs functions towards that goal . An effort should be made
to consolidate minor functions and work programs into one common
activity, identifying newly-requested activities by placing "NEW"
next to the activity title. List each of the activities the budget
unit is broken down into, including administration. The Activity
Analysis form, 01-807-902, and other budget forms will all refer
back to these activities as they are broken down on this form.
POLICIES AND PROCEDURES
4(91-,�
'*t, Section Budget Manual
WII'Dc Subject Budget Unit Request Summary
COLORADO Date 4/30/81 Page 5
--- -
7. Summary of Changes : The summary of changes should take a "program"
perspective on the budget and should not be line-by-line. It
should describe the most significant changes and will generally
cross budget classifications. Consult the Director of Finance if
you have any questions.
8. Routing: Forward the original and one copy of this form to the
'rector of Finance, and retain at least one copy in the depart-
ment.
POLICIES AND PROCEDURES
-Dl '6 litt
Section Budget Manual
Subject Budget Unit Request Summary Form
O
COLORADO Date 4/30/81 - --- page 6
BUDGET UNIT REQUEST SUf?1ARY 01-807-901
FISCAL YEAR
AGENCY/DEPT. NAME:
BUDGET UNIT TITLE AND NO, :
Actual Last Requested
Budget Complete Allowed Current: Next Increase/(Derease)
Classification Fiscal Year Fiscal Year Fiscal Year (Request-Allowed)
Salaries 6 Employee
Benefits
Services 6 Supplies
Other Charges
Other Expenses ...•._"..'----_._�..---••-- ---_._._--
Fixed Assets
Expenditure Trans-
fers L Reimburse.
Gross County Cost
Revenue
Net County Cost
Budgeted Positions
The budget unit shown above is broken down into the following activities:
Summary of Changes: Indicate the most significant reasons for changes between Allowed and
Requested for each budget classification above. Use additional sheets of blank paper.
F'•' •
r ' •%(:uri.i):;arvattnenr. Head Signature
POLICIES AND PROCEDURES
6(i( Section ______Budget Manual
Subject____ Budget Analysis Report
WL`PCOLORADO Date 6/2/80 Page 7
BUDGET ANALYSIS REPORT
PURPOSE:
The Budget Analysis Form is used to submit the departments ' proposed
budget request. The form will vary in format through the sequence in
which it is used. Departments will receive the form, and will indicate
their budget request on the form. The request data will be run through
the computer and printed, showing the department request, and providing
a space for the Finance Officer' s recommendations . The Finance Officer' s
recommendations will then be processed and the form will be printed
showing the recommended amounts. Departments will receive a copy of the
print-out at each stage, and are urged to review it to verify that the
figures are correct. If there are any discrepancies , please contact the
Director of Finance immediately.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT:
The department should indicate the budget request for each account. If
no amount is requested for the listed account, write or type in "0" . If
you wish to add a new account, use a blank space between the lines or at
the bottom of the form. Write the account number, the account name, and
the amount requested in the proper column. When the form is printed,
the new account will be listed.
POLICIES AND PROCEDURES
4v>
Section____ Budget Manual
1111111€ Subject Activity Analysis/Summary of Changes
COLORADO Date__ 6/2/80 Page 8
ACTIVITY ANALYSIS FORM/SUMMARY OF CHANGES
PURPOSE:
The Activity Analysis form provides an analysis of each discrete ac-
tivity within a budget unit. It provides initial data regarding the
nature of the activity base and is used to explain and justify all major
changes from the previous year' s budget.
The concept and definition of an activity is contained in the instruc-
tions for the Budget Unit Request Summary, Form 01-807-901 . One Acti-
vity Analysis form should be completed for each activity identified on
form 01-807-901 .
Departments should work with the Director of Finance before the budget
season to deli-Fe—The activities within each budget unitiff t >lere are
questions.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT:
1 . Headers : Show the fiscal year, agency/department name, budget unit
number and title, and activity title. The activity titles should
correspond to the titles shown on the Budget Unit Request Summary,
form 01-807-901 , and one form should be completed for each activity
even if there are no changes requested.
2. Brief Description of Activity.
3. Criteria for Activity: Check the box which most accurately des-
cribes the criteria for funding the activity and describe the
rationale for your choice. Definitions to be used in identifying
the criteria are as follows:
A. Mandated, No Discretion: This describes an activity with a
mandated level of service or cost. Mandatory payments to
other jurisdictions , activities with mandated caseloads or
service levels , or other mandated restrictions should be
placed in this category.
POLICIES AND PROCEDURES
"I 1 'Ian Section___ _Budget Manual
EliDa Subject Activity Analysis/Summary of Changes
COLORADO Date 6/2/80 Page 9
B. Mandated, Some Discretion: If there is any discretion avail-
able to the County relative to the cost or level of service of
a mandated activity, this box should be checked. This would
include all mandates with no required caseload. In your
rationale explanation, identify the mandatory level of service
and the latitude available to the County. Explain how and why
the existing level of service was chosen.
C. Cost Effective: This category should only include activities
which have a measurable, identifiable cost benefit to the
County. Activities should either generate more revenue than
the cost, or they should help the County to avoid higher costs
if the program were not funded. Explain how you calculate the
cost-effectiveness of the activity and be specific as to exact
"hard" savings (real dollar) .
D. Critical : This category should be limited to activities which
are considered critical to the savings of life and property.
E. Other: Activities which can be justified on any other basis
should be included in this category.
4. Source of Authority: Cite the legal authority for operating the
activity. Examples include the Colorado Revised Statutes , the
County Charter, and Board of Commissioners resolutions.
5. Alternative Ways of Providing Service or Financing: This section
should include an analysis of alternative ways of providing the
service or financing the activity. Be creative. Include any
possible legislative changes which would allow the activity to be
performed more efficiently, less expensively, or not at all if you
feel that State law is the only reason for operating the activity.
6. Workload: This section should contain a sunmary of the major
workload units with the activity. Identify significant workload
categories, and try to choose those that are related to your re-
source needs.
A. Workload Category: This is the type of work identified as
being significant for the activity. Examples include Day Care
population, inmates , motor vehicle licenses , etc.
POLICIES AND PROCEDURES
j` Section__ ___BiAdget Manual
Subject_ Activity Analysis/Summary of Changes
COLORADO Date __ 6/2/80 _ Page 10
B. Measurement Unit: This defines what you will count to measure
the activity within each category. Examples include cases
supervised/month , average daily population, building permits ,
etc.
C. Report the number of units handled in the previous fiscal
year, the number budgeted and actually estimated handled in
the current fiscal year, and the number of units anticipated
for next fiscal year.
D. Identify the number of full-time equivalents budgeted for each
work category in the current fiscal year and the number re-
quested for next year.
7. Resources : This section identifies the appropriations , revenues
and budgeted positions allocated to each activity within the budget
unit. The sum of the activities does not have to exactly match the
budget unit total , but an effort should be made to accurately
allocate costs to each activity so that the true cost to the County's
programs can be identified.
Departments may find it useful to prepare a matrix listing the
budget accounts along the left side and each activity within a
budget unit along the top. Requests for each account can then be
allocated to the appropriate activity for future reference.
A. Re uest: The resources requested for the upcoming fiscal year
s ou d be broken into "existing" programs and "new or expanded"
programs. The request for existing activities does not need
to be the exact amount as in the current fiscal year, but it
should identify the cost of continuing the previous year's
level of activity without adding resources for additional
workload, new programs, or other significant changes.
"New or expanded" resources should identify any significant
changes from the current fiscal year including workload
changes.
8. Summary of Changes : The Summary of Change analysis is on the back
of the Activity Analysis form. It is used to identify, explain and
justify major changes from the current fiscal year. Increases in
an existing program should be included as one of the changes dis-
cussed here.
POLICIES AND PROCEDURES
4t(r4
ion Section __ Budget Manual
ISubject_ _Activity Analysis/Summary of Changes
COLORADO Date 6/2/80 Page 11
One change item can be completed on the back of the Activity Analysis
form. Additional items will require that you reproduce the format
on additional pages.
Your analysis must address the following considerations :
A. Describe your request and identify all resources requested for
this change item.
B. Identify and explain the budget criteria (i .e. , Mandated, No
Discretion, etc. ) you feel is appropriate.
C. Identify the achievements and benefits of the requested
service.
D. Explain the quantitative measurement to be used to analyze the
effectiveness , if there are any.
E. Discuss the consequences of not receiving the requested re-
sources.
F. Identify any potential impacts on other County agencies.
G. Discuss possible alternatives to the request being made. In-
clude possible legislative changes.
H. Identify the alternative means of financing this change and
recommend one of the alternatives.
9. Routing: Forward the original and one copy of this form to the
Director of Finance, and retain at least one copy in the depart-
ment.
POLICIES PROCEDURES
- Section Budget ManualWin te
Subject Activity Analysis Form/Summary of Changes
COLORADO Date_ _ 6/2/80 Page—__12
ACTIVITY ,ANALYSIS Dl-807-902
FISCAL YEAR
AGENCY/DEPT. NAME:
BUDGET UNIT NO. & TITLE:
ACTIVITY TITLE:
BRIEF DESCRIPTION OF ACTIVITY:
CRITERIA FOR ACTIVITY: O Mandated, No Discretion n Critical Other
D Mandated, Some Discretion O Cost Effective
DESCRIBE YOUR RATIONALE FOR CRITERIA Yn( HAVE IDENTIFIED:
SOURCE OF AUTHORITY FOR ACTIVITY:
DISCUSS ALTERNATIVE WAYS or PROVIDING: SERVICES AND FINANCING ACTIVITY (include possible
legislative changes):
WORKLOAD
Measurement PRIOR CURRENT FISCAL REQUEST
Category Units FISCAL
Actual Budgeted ...Actual Positions Units Positions
RESOURCES
CURRENT REQUEST INCREASE/
FISCAL
BUDGETED Existing New/Expanded Total (DECREASE.'
a
Gross County Cost
Revenue
Net Countrr c'mf �------- —��---�
Budget. I"'.Itiuns
POLICIES ANOPROCEDURES
{ Section Budget Manual
WIiDcSubject Activity Analysis Form/Summary of Changes (Back)
COLORADO Date 6/2/80 -- Page 13
01-807-902 (Back)
SUMMARY OF CHANGE
Complete the following analysis for each major item requested in this activity. If
you have additional change items, add additional sheets as necessary:
TITLE OF CHANCE:
New or additional program O Change in existing level of activity
(both increases and decreases)
O Transfer in or out of existing program
DESCRIBE ITEM AND RESOURCES REQUESTED:
CRITERIA: ❑ Mandated, No Discretion O Critical O Other
OMandated, .Some Discretion O Cost Effective
DESCRIBE YOUR RATIONALE FOR THE CRITERIA:
SPECIFIC ACHIEVEMENTS/BENEFITS EXPECTED:
MEANS OF MEASURING RESULTS (if any) :
CONSEQUENCES OF NOT IMPLEMENTING REQUEST:
IMPACT ON OTHER AGENCIES OR DEPARTMENTS:
ALTERNATIVE WAYS OR LEVELS:
ALTERNATIVE FINANCING,
POLICIES AND PROCEDURES
41114s-
Section Budget Manual
VIiDc Subject Budget Unit Ranking Form
COLORADO Date 4/30/81 Page 14
BUDGET UNIT RANKING FORM
PURPOSE:
The purpose of the Budget Unit Ranking form is to provide a priority
ranking of all activities within a budget unit, both existing and new
requests. Ranking will only be required for funds requested above the
target budget level which has been provided by Finance. There is no
requirement to prioritize items funded within this base.All items which fall between the target level and the total amount re-
quested must be ranked in priority order. For example, if your target
level is $1 ,000,000 and your net request for the next year is $1 ,050,000,
you should prioritize all items you would fund if you received between
$1 ,000,000 and $1 ,050,000.
New Requests and Existing Services: This form requires that all re-
quested increases be integrated into the priority ranking along with
existing resources so that comprehensive budgeting decisions can be made
and departmental priorities identified.
All activities identified as being mandated or critical should be in-
cluded in your target funding level (unless the level of service can be
adjusted) , and all mandated activities should receive a higher priority
than optional services.
Programs which, if eliminated, would require compensatory expenses in
other departments should be identified and prioritized accordingly.
Ranking Items (Definition) : The form will rank discrete items con-
sisting of either entire activities or portions of activities if the
activity can be broken into discrete segments. Each activity or portion
of activity (item) ranked on the form should consist of approximately
3 - 5% of the requested budget so that the ranking does not consist of a
large number of very small items. For example, rather than ranking one
entire activity which consisted of 20% of your requested budget, you
should attempt to break the activity into four discrete levels of
service, if possible, and rank them in order of priority. This will
allow reductions to be considered without totally eliminating an acti-
vity.
Each item in excess of the target budget level should be described and
justified on the Appropriation Request Exceeding Target Budget Level
(form 01-807-914) .
POLICIES AND PROCEDURES
Section _Budget Manual
WI(9c. Subject Budget Unit Ranking Form
COLORADO Date 4/30/81 _ Page 15
Base - Definition and Calculation: The target level amount is provided
to you by Finance on the summary computation of maximum allowable gross
appropriation request form. This amount can only be changed by Finance.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT:
1 . The first step in completing the Budget Unit Ranking form is to
identify all activities or portions of activities within the budget
unit. Activities should be reviewed to identify varying levels of
services which could be provided within the activity. Your analy-
sis of alternatives completed on the Activity Analysis form will be
helpful in identifying these various levels of service.
2. Ascertain your target base level from Finance. There is no need to
provide a priority ranking of activities which are requested within
the target dollar amount.
3. Beginning with the target level and progressing in approximate
intervals of 3 - 5%, list the activities or portions of activities
which you would request in priority order. Priority number 1
should be the first item you would request above the target level ,
priority number 2 should be the next most important item, and so
on.
Continue to rank the items until you have ranked all currently
existing services and all newly requested increases up to the total
net budget requested.
4. For each priority item on the form, indicate whether you have
ranked the entire activity (100%) or a portion of the existing
activity (e.g. , 35%, 50%, 75%) and whether this item consists of a
discrete subactivity within the activity (a specialized unit within
the activity, providing the service to County departments only,
etc. )
Indicate whether this item is an existing (Ex) , new (N) , or ex-
panded (Exp) service.
5. Indicate the budgeting criteria (Mandated, No Discretion; Mandated,
Some Discretion; etc. ) for each of the items ranked.
6. Indicate the net County cost of that item and the number of full-
time equivalent positions requested.
POLICIES AND PROCEDURES
4 /
-( Section___gr,cicPt Manual
SuVi`D c Subj Page 16
ect Budget Unit Ranking Form
COLORADO te 4/30/81 — -_
Identify a line-item breakdown of the costs of each ranked item
since it will be necessary to put a line-item budget of those items
which will be included in the program on the Appropriation Request
Exceeding Target Budget Level form.
7. Cummulative Calculations:
Beginning with the dollar figure which equals your target amount,
indicate the cummulative net cost and cummulative full-time equi-
valent positions being requested at each level of priority ranking.
Indicate the currcnulative percentage of the budget being requested
at each priority level .
8. Description of Priorities: On the Appropriation Request Exceeding
Target Budget Level (form 01-807-914) list the line item amount
making up the total , and describe and justify the request including
the consequences of not receiving the funding for that item.
Be sure to reference the budgeting criteria (i .e. , Mandated ,
Critical , etc. ) which you feel justifies funding of the item.
9. Agencies or offices with more than one budget unit under the ad-
ministrative control of an elected official or department head
should integrate all individual budget units on an Agency priority
sheet. In these cases an individual budget unit can exceed the
target budget if overall the Agency is within the target amount.
POLICIES AND PROCEDURES
f/ ‘y,
1 Section Budget Manual
IngeSubject Budget Unit Ranking Form
COLORADO Date 4/30/81 4/3Q/gl --- - _ .. �_ Page 17
RUNFT UNIT R1!NKINt 01-607-904
FISCAL YEAR
AGENCY/DEPT, NAME:
BUDGET UNIT NO. & TITLE : TARGET BUDGET LEVEL: $
CUMMU:ATIVE
(t of Tots') Type of"" Requested s of Current
Priority Activity/Sub-Activity (Artivi::y. Crttrr!a' Request Positions Not Cost Positions Net Audrrmc
2.
3.
4. ---
S
6.
7.
8.
9.
10.
11.
12. _—
13.
14.
-total
".M = Mandated, No Discretion C = Crit:ci! "N = New I
Requested:
MD = Mandated, Some Discretion O • Other Ex - Existing i
CE + Cost Effective Exp - Expanded
POLICIES AND PROCEDURES
6VitHSection BAget Manual
WINGSubject_ Appropriation Request Exceeding Target Budget Level
Date 4/30/81 Page 18
COLORADO -
01-907-914
APPROPRIATION REQUEST EXCEEDING
TARGET BUDGET LEVEL
DEPARTMENT:
This request will Lc consid r.vi individually as a separate item. This form is
to be completed for all appropriation requests that exceed the adjusted gross
appropriation limit, and which .ita justified on a cost-effective basis. All
critical or mandated programs -Mould he included in the adjusted gross appro-
priation limit.
E1L1A IAL_�11MMFiRY
Appropriation Reguer;t $
Loss Pevenue
Not (curry r'ost 9
Budgeted Positron:: (I'T?:•
LINE ITFt1 AMO11CtI_llAKINc._UP_AEREWIRUAIISM REAUESI:
SUMMARY NARRATIVE nF_ScRI all;N_ AND_.J_USIIFICAIIIlH:
Each addlt_ r,a: ;-r 7r1f1 'tf %r di , . ' • ,-' n Jar .:uu reproduce this format :n
additions: .,....s
(Next race number 20)
POLICIES AND PROCEDURES
114Section Budget Manual
Subject Objective Tracking Statement
COLORADO Date 6/2/80 Page 24
OBJECTIVE TRACKING STATEMENT
PURPOSE:
The Objective Tracking Statements provide a mechanism for relating
departmental budgets to expected achievements, and provide a format for
tracking a department' s progress towards achieving the objectives . The
objectives should cover both operational activities (daily, ongoing,
part of your overhead) and budget-impacting activities (significant
projects with specific dollar amounts associated) . Board directives
during the budget hearings should also be incorporated onto the Objec-
tive Tracking Statements.
Submission and Progress Reports: Departments will submit preliminary
objectives with their budget request each year, and finalized objectives
in January. The finalized objectives are to be based on the preliminary
objectives established by departments during the budget request process
and the budget levels recommended by the Director of Finance and Adminis-
tration in the annual budget presentation. The objectives will be
presented to the Board of Commissioners in January of each year. De-
partments will submit progress reports on these objectives to the County
Commissioners on the first work day in Aril , July, September, and
January. The progress reports will initiate work sessions between the
County Commissioners and operating departments to discuss achievements ,
problem areas, and future courses of action toward completing the
established objectives. The January progress report will be submitted
to the Board of County Commissioners as an overview of achievements made
during the past fiscal year.
Departmental Impact: The Objective Tracking System will require each
department to establish an internal system to meet objective and re-
porting deadlines.
Completion Dates : Completion dates of objectives should be spread
throughout the year. All completion dates should be within the upcoming
fiscal year.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT:
1 . Heading: Provide the fiscal year, agency/department name, and
budget unit title and number. Check either the budget request or
final box and show a date.
POLICIES AND PROCEDURES
Section Budget Manual
Wilic Subject Objective Tracking Statement
COLORADO Date 6/2/80 Page 25
2. Number: Consecutively number all of the objectives listed for each
budget unit.
3. Objectives: List all objectives for the designated budget unit in
this section. Objectives should describe expected achievements
within the fiscal year. Objectives should be grouped by activity
within the budget unit. An objective is a specific result, product
or service to be accomplished within a fiscal year time frame.
Objectives should start with an action verb and give a month and
year of estimated completion. The following criteria may be used
in establishing objectives:
a) Describes a tangible and recognizable step consistent with the
stated purpose or goal of the activity.
b) Includes a verifiable performance criteria which signals when
an objective is achieved.
c) Answers only what is to be accomplished and when. Does not
answer why or how objective is to be completed.
d) Is result--not process--oriented.
4. Completion Date: Provide an expected date of completion for each
objective listed.
5. Comments on Progress : This section is to be left blank when the
objectives are submitted with the budget request and when they are
submitted in July each year. Comments are to be provided in the
periodic progress reports to the County Commissioners . When making
the progress reports , departments may copy the established objec-
tives as presented and type the appropriate comments next to each
objective. Additional sheets may be attached as required.
POLICIES AND PROCEDURES
Section_ Budget Manual
WilicSubject Objective Tracking Statement
COLORADO Date V6/2/80 Page 26
0I-807-903
OBJECTIVE TRACKING STATEMENT
FISCAL YEAR
BUDGET REQUEST (DATE: ) AGENCY/DEPT. NAME
El FINAL (DATE: ) BUDGET UNIT TITLE & NO.
COMPLETION
NO. OBJECTIVES (by activity) DATE COMMENTS ON PROGRESS
POLICIES AND PROCEDURES
40
r� ' Section__ Budget Manual
IllikSubject Revenue Analysis Form
COLORADO Date 6/2/80 _ Page 27
REVENUE ANALYSIS FORM
PURPOSE:
To provide detailed information for all revenue sources , including grant
revenue. This form will also assist in calculating revenue earned
(i .e. , accrued) by an activity as opposed to revenue actually received
by the County during each fiscal year.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
1 . Complete Department Title, Budget Title, and Budget Number.
2. Complete Revenue Source Title. This may be different from the
budget account title the money is received in. This is a good time
to identify the appropriate budget account for the revenue.
3. Complete Revenue Budget Account Title, Account Number, and Sub-
account Number, if any.
4. Cite the source of authority for the Revenue. (Colorado Revised
Statutes, County Ordinance, Grant Title, Contract Title, etc. )
5. Revenue Calculation formula. Explain the formula for calculating
the revenue. This should note how the rate charged for service is
computed (i .e. , actual cost, incremental costs, prorated based upon
some indicator of workload, prescribed by law, etc. ) and how the
volume is calculated (number of forms filed, number of employees ,
population, etc. )
6. Method of Payment. Describe how/when a revenue is actually re-
ceived (monthly, quarterly, etc. ) Is payment in advance, in
arrears, estimated and then adjusted?
7. Date fee/contract last revised.
8. Future Year Budget Estimate.
a) Show calculations for how revenue was/will be earned (accrued)
in the current budget, current year actual , and next fiscal
year estimated.
POLICIES AND PROCEDURES
141.
11 { _
Section Budget Manual
WileSubject Cost Cutting/Revenue Raising Strategies
COLORADO Date 6/2/80 _ Page 20
COST CUTTING/REVENUE RAISING STRATEGIES
PURPOSE:
This form provides the format for each budget unit to evaluate cost
cutting and revenue raising strategies for department activities. The
common strategies are listed to serve as guidelines of analysis or
examination for each activity under the manager's control .
INFORMATION TO BE COMPLETED BY THE DEPARTMENT:
1 . Header: Show the agency/department name, budget unit title and
number.
2. Strategy: Check the box which most accurately describes the
strategy being used to cut costs or raise revenues. Definitions to
be used in identifing the strategies are as follows :
A. Contraction in services: Some contraction in basic services
is inevitable in Weld County and other local governments in
order to live within the fiscal constraints currently faced.
An examination of all services and a determination as to
whether or not certain of those services can be reduced with-
out a detrimental effect on the public must be high on any
public manager' s agenda in the preparation of the current
budget. A great deal of thoughfulness , planning, and humanity
will be required as the manager explores the whole concept of
cutback management in each department.
B. Revenue Source: This area is directed at any potential reve-
nue sources that are currently not being utilized by Weld
County for recovery of cost where there is a potential for
ability to pay or better utilization of resources available
through cash management. An example of this would be better
collection practices that would generate added revenues for
the County, or a new revenue source that has not been utilized.
C. Productivity Improvement: As the title implies , this relates
to increased productivity in activities being performed by
your department, either through job restructuring, scheduling,
planning, better organization, or incentives.
POLICIES AND PROCEDURES
)(Cat gisi Section Budget Manual
WIiDcSubject Cost Cutting/Revenue Raising Strategies
COLORADO Date 6/2/00 Page 21
D. Reprivatization/Contract: Contracting with the private sector
for various local services has long been utilized by public
sector managers, and interest in increasing the amount of
contracting seems to be rising. Many professional services
are more practically accomplished in the private sector and
can be done more effectively in the private sector.
E. Automation: Any operation that can be done more cost ef-
fective through automation or computerization should be
thoroughly explored by your department in conjunction with the
Joint Data Processing Center.
F. Energy Conservation: With the rising cost of energy, more
aggressive programs in the conservation of energy must be
developed and utilized by local governments. The activities
can range from incremental or voluntary programs such as
making sure lights are shut off, to modifications to buildings
to make them more energy efficient, and the acquisition of
energy saving technologies. A specific example would be the
downsizing of vehicles that will provide transportation that
will be more fuel efficient.
G. Administrative Reorganization: This would be based upon an
examination of the organizational structure of your department
to ascertain whether or not a restructuring could deliver the
current services in a more cost effective way with fewer
people.
H. Innovation/Technological Transfer: This strategy is the
adoption of productivity/enhancing innovations in service
delivery. The innovations sometimes involve new hardware, but
they can also be new managerial techniques. An example would
be the acquisition of word processing equipment and the re-
structuring of the department's secretarial staff into a word
processing unit.
I. Organizational Assessment: This is a general category which
encompasses the ongoing assessment of the organizational
activity service delivery, and resource allocation. It calls
for creative analysis of the activity to ascertain methodologies
that are cost effective and programmatically sound. An example
would be the evaluation of utilization of patrol vehicles in
the Sheriff' s Department to ascertain cost effective ways of
providing patrol coverage with maximum impact on crime pre-
vention.
POLICIES AND PROCEDURES
S , Section Budget Manual
WIiDcSubject Cost Cutting/Revenue Raising Strategies
COLORADO Date 6/2/80 _ Page 22
J. Other: This strategy would be for any that does not fall into
the above categories, and should be described.
3. Description: Precisely describe the situation and the strategy
that is being proposed.
4. Consequence/Impact: Briefly describe potential consequence or
impact of the utilization of the proposed strategy, indicating the
pros and cons and the impact on the service to the public.
5. Savings/Revenue: Detail the savings or revenue that will be gene-
rated from the utilization of this strategy by providing such items
as staff reduction, equipment reduction, etc.
6. Finance Recommendation: This space should be left blank for Finance
Office's comments concerning the proposed strategy.
POLI CI ES AND PROCEDURES
;1 # d.
Section Budget Manual
Subject Cost Cutting/Revenue Raising Strategies
COLORADO Date 6/2/80 page 23
COST CUTTING/REVENUE RAISING STRATEGIES 01807-912
FISCAL YEAR
AGENCY/DEPT. NAME:
BUDGET UNIT TITLE AND NO. :
STRATEGY:
Contraction in services Energy Conservation
Revenue Source Administrative Re-organization
Productivity Improvement Innovation/Technological Transfer
Reprivatization/Contract , Organizational Assessment
Automation (Cost/Benefit) Other:
DESCRIPTION:
CONSEQUENCE/IMPACT:
SAVINGS/REVENUE
FINANCE RECOMMENDATION:
POLICIES AND PROCEDURES
''.C ill1miSection _ Budget Manual
Wilk Subject Revenue Analysis Form
COLORADO Date 6/2/80 Page 28
b) Show calculations for how much revenue was/will be actually
received during those same periods.
9. Explain the change from the current year budget to the future year
estimate for both earning (accruing) and the cash receipting of
revenue.
10. Actions to Increase Revenue. Describe what actions would need to
be taken to increase this revenue source. Examples include up-
dating actual cost fees , increasing volume, improving enforcement/
collections or changing state or federal laws and/or regulations.
POLICIES AND PROCEDURES
ti
*, Section Budget Manual
tSubject Revenue Analysis Form
COLORADO Date 6/2/80 Page 29
REVENUE ANALYSIS FORM 01-807-905
FISCAL YEAR
AGENCY/DEPT, NAME:
BUDGET UNIT TITLE & NO:
1. Revenue Source Title:
2. Revenue Budget Account No. & Title/Subaccount:
3. Source of Authority:
4. Revenue Calculation Formula:
5. Method/Frequency of Receipt:
6. Date Fee Schedule Last Revised:
7. Budget Estimate:
Current Year Budget Current Year Actual/Est. Budget Estimate
A
2
a
8. Explain change from previous budget:
9. What actions would be needed to increase revenues?
POLICIES AND PROCEDURES
itiei Section Budget Manual
Subject Function and Organization Chart
COLORADO Date 6/2/80 Page 30
FUNCTION AND ORGANIZATION CHART
PURPOSE:
The Function and Organization Chart is used in the budget process for
three purposes:
1 . Assist in the analysis of additional staff and budget requests.
2. Illustrate the organizational impact of proposed changes.
3. Facilitate the classification of approved positions.
FUNCTION AND ORGANIZATION CHART INSTRUCTIONS
1 . Presentation: Use paper 82" x 11 " or 8z" x 14" , whichever is
convenient for the presentation of your organization. All charts
should be typed.
2. Title Box: A title box should be provided in the upper right
corner of each page.
3. Budgeted Positions: The total budgeted positions shown on the
Salaries and Employee Benefits Sheets of the current year should be
typed in the upper left corner of the first page by budget unit.
Departments with more than one budget unit should list each budget
unit with its respective budgeted positions and give a departmental
total at the bottom of the column. The budgeted position figures
for each budget unit must balance exactly with the current Salaries
and Employee Benefits Sheets. Decimal equivalents of budgeted
positions will result where part-time or hourly employees are
involved. Use the following table to convert pay units to budgeted
positions:
1 budgeted position = 12 Months
261 Days
1 ,958 Hours
The charts should show what budget unit a classification is as-
signed to when more than one budget unit is shown on a page. This
occurs on overview charts, or in complex agencies. Departments are
requested to:
POLICIES AND PROCEDURES
l �f �
j Section Budget Manual
WII'D Subject Function and Organization Chart
COLORADO Date 6/2/80 Page 31
a) Put only one budget unit on a page where practical (with the
exception of overviews and complex interrelationships).
b) Show which budget unit a classification is in when more than
one budget unit is shown on a page.
4. Organizational Elements : Show each major organizational element in
block form in its appropriate position in the chain of command.
5. Standard Terminology: Consistency of presentation is important.
All departmental charts will be compiled in one function and or-
ganization chart booklet and must be consistent. Organizational
element designations such as branch, team, service, or bureau, are
to be converted to one of three standard designations :
a) Department: Major County service component under the direc-
tion of a designated or functional department head.
b) Division: A major work program within a department.
c) Section: A major portion of a division which substantially
contributes to a division's total work program. To achieve
clarity, conserve space, and simplify detail , sections are to
be regarded as the smallest organizational element of a de-
partment. Smaller units are to be consolidated and presented
as a portion of the departmental section to which they are
assigned.
6. Information Requirements : Each block depicting an organizational
element of the department is to be comprised of three parts:
a) The title of the organizational element in capital letters.
b) A very brief description of the basic functions of the organi-
zational element.
c) The budgeted positions and personnel classification titles
assigned to the organizational element. The budgeted posi-
tions should be typed on the left side of each personnel
title. List in order to supervisory responsibility. The
primary supervisor is to be slightly offset.
POLICIES AND PROCEDURES
j � j Section Budget Manual
Subject Function and Organization Chart
COLORADO Date 6/2/80 Page 32
7. Additional Pages : In larger departments it will not be possible to
show all required detail on one page. The first page should illus-
trate all of the various divisions , sections and total budgeted
positions of the department by budget unit.. In lieu of describing
the functions of an organizational element that cannot be placed on
the first page, a reference should be made to a subsequent page
where the detail is to be shown. If a referenced organizational
element, place the total number of budgeted positions in the appro-
priate block. Functions and personnel classifications can then be
presented on subsequent pages.
8. Clarification: If you wish further clarification on the prepara-
tion or submission of your organization and function chart, please
call the Personnel Department.
POLICIES AND PROCEDURES
+� Section Budget Manual
wilk Subject Function and Organization Chart
COLORADO Date 6/2/80 Page 33
OActs for department
head in aim absence I Title of appointing authority I COUNTY OF WELD
Permanent Positions NAME OF DEPARTMENT
Man-Years Functional organization chart
Budget Unit(s) NAME OF DEPARTMENT Date:
APPROVED:
_ - ----------- ----1
th bir functions of the departmnt an By:
responsibility of department he TITLE TMENT HEAD
COMMISSION/BOARD ( 1-TITLE OF DEPARTMENT HEAD By:
... PERSONNEL
Functions of advisory
commission - if any
SECRETARIAL
1-POSITION TITLE
1 I
NAME OF DIVISION NAME OF DIVISION NAME OF DIVISION
k I ,
Brief description of basic Brief description of basic Brief description of basic
functions of division functions of division functions of division
1-DIVISION HEAD TITLE 1-DIVISION HEAD TITLE ir 1-TITLE OF ASST. DEPT. HEAD 1
I
1 t I
NAME OF SECTION ' NAME OF SECTION NAME OF SECTION NAME OF SECTION
List number and titles
of all positions Refer to Refer to
assigned to the division Functions of Functions of
section section page 2 page 3
_ y
NUMBER AND TITLE NUMBER AND TITLE 12-POSITIONS 23-POSITIONS
OF POSITIONS OF POSITIONS
POLICIES AND PROCEDURES
rtSection 8, dgvt Mamua7.
1119 Subject Dorsonnei Department Pro. ected Expenses
COLORADO Date 5/1/86 Page 34
WELD COUNTY PERSONNEL DEPARTMENT PROJECTED EXPENSES
PURPOSE:
This form details each budget unit's staffing and fringe benefit projected
expenses required to fund the staffing request. The projected personnel
cost, at the request stage, will include current authorized positions and
their current cost. Increased salary expenses for the next fiscal year
will not be included in the request stage. A salary contingency amount
will be included in the budget in a lump sum amount without it being spread
to the various budget units. The purpose is to present to the Board the
current staffing pattern without the distortion of salary increases to
analyze the staffing level. After the Board has approved a salary increase
amount, the salaries will be updated to the next fiscal year level, and the
appropriations placed into the various budget units.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
If positions are deleted, they should be lined out on the projected
personnel expense form. If new positions are requested, they should be
written in at the bottom with a salary amount for each position entered
that has been provided by the Personnel Department. Once the adjustments
are made, a new total column should be ascertained for the next fiscal year
salaries, retirement, FICA, and insurance. These total amounts should then
be placed on the budget analysis report under requested amounts. As the
Board approves the positions, the Manning Document will be updated and a
copy provided to each department with an update of salaries with the salary
increase. Any new positions requested should be requested in accordance
with Section 12.1 — 12.4 of the Personnel Manual which states:
12.1 Annually at the Budget Hearings the Board of County Commissioners
shall determine the number of positions, by skill, authorized for each
department within the County. The Personnel Department will produce
the authorized manning document as established by the Board and
distribute to all County departments. These positions will be the
only authorized positions that will be filled by Personnel.
12.2 Additions or deletions to the manning document will be authorized by
approval of the Board of Commissioners only. If a department wishes
to have authorized additional manning positions or upgrade a
classification, they will follow the following steps:
POLICIES AND PROCEDURESSection Budget Manual
VilicSubject personnel Department Projected Expenses
COLORADO Date 5/1/86 Page 35
A. Forward to the Personnel Department a memo that explains the
reasons for the increase including all facts that cause the
change, why the work load cannot be absorbed within the current
work force, what organizational changes have been considered to
absorb the work load, the skill and skill level desired, a
complete job description for the new position, and a list of all
functions currently performed by the department in priority order
(most important function as number one and listing in descending
order) . Identify where the new function would fit within the
priority listing. Identify the number of employees by skill
associated with each function.
B. Explain what the effect would be if the addition or
reclassification was not authorized.
C. Explain the effect if the lowest priority function were to be
eliminated.
D. State whether or not the additional position or reclassification
can be absorbed within the current budget and explain.
E. Give the date you want the new position, if authorized, to be
filled by Personnel. All reclassifications approved will be
effective the first day of the first pay period of the new fiscal
year.
12.3 The Personnel Department will complete the request for a new position
or reclassification including salary and all benefits. The Personnel
Department will make an on-site evaluation of the department, working
with the department head to determine all alternatives possible to
solve the work load problem.
12.4 The Personnel Department will make a recommendation and forward to the
Director of Finance and Administration for review and comment, with a
copy to the department head. If the Director of Finance and
Administration determines a need to meet with the department head prior
to submitting the request and recommendation to the Board, he will set
up a meeting.
POLICIES AND PROCEDURES
1-4
j� # Section Budget Manual
Services and Supplies, Other Charges,
Ellie Subject_ Expenditure Transfers and Reimbursements
COLORADO Date 6/2/80 _ Page 36
SERVICES & SUPPLIES, OTHER CHARGES,
EXPENDITURE TRANSFERS AND REIMBURSEMENTS
PURPOSE:
This form details each budget unit's request for services and supplies ,
other charges, and expenditure transfers and reimbursements , provides a
worksheet to determine budget level requested, and provides justifi-
cation for the changes requested.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
1 . Account: The account includes the account number and title.
2. Allowed: This column reflects the amount allowed in the current
and prior year.
3. Expended: This column reflects the actual expenditures in each
account for the last complete fiscal year and an estimate of the
current year.
4. Subaccount Detail : Use this section as a worksheet to detail the
items comprising the account (see example in appendex) .
5. Request: The department's request for the next fiscal year is to
be placed in this column by account.
a) Emphasis in the justification section should be placed on the
reasons for increases or decreases from the current year
allowed; maintaining the current level of funding requires
justification, too.
b) Relate requested changes in these accounts to new or expanded
activities discussed on the Activity Information and Justifi-
cation Form.
c) Show all calculations.
POLICIES AND PROCEDURES
fel
gni Section Budget Manual
Wi`P Services and Supplies, Other Charges,
Subject Expenditure Transfers and Reimbursements
COLORADO Date_ 6/2/80 Page 37
d) Expenditure patterns are results , not causes, of account
changes. These patterns are not sufficient justification for
future year requests. To justify a request, cite the causes
for any changes. For a request that is identical to the
current allocation, cite the reasons.
ADDITIONAL INSTRUCTIONS
1 . Attachments:
a) Attach all estimates or other documents which support account
requests right behind the corresponding page. For example, a
letter indicating a rate increase should be attached right
behind the page containing the equipment rental account.
b) If additional detail is required to fully justify an account
request, an 8%2" x 11" sheet should be completed and attached
directly behind the page containing that account. The attach-
ment should contain data relating only to that specific page.
POLICIES AND PROCEDURES
Section Budget Manual
1 O Subject Budget Account Worksheet
COLORADO Date 6/2/80 Page 38
01-807-910
BUDGET ACCOUNT WORKSHEET
ACCOUNT: Number:
EXPENDITURE PATTERN
Fiscal Year Allowed Expended
Prior Year Actual $
Current Year Estimated*
•($ as of )
SUBACCOUNT DETAIL Next Year
Current Year
Allowed Request Recommend Approved
Total
1.
2.
3.
4.
5.
COMPUTATION AND JUSTIFICATION FOR REQUEST:
Prepared By:
POLICIES AND PROCEDURES
j ,� Section Budget Manual
Subject Motor Vehicle Assignment/Electronic Equipment Request
COLORADO Date 6/?2/80 Page 39
MOTOR VEHICLE ASSIGNMENT REQUEST
ELECTRONIC EQUIPMENT REQUEST
PURPOSE:
1 . Provide a detailed listing of equipment requested by budget unit.
2. Provide the Motor Vehicle IGS Fund with adequate time to budget for
new vehicles and their related equipment.
3. Provide the requesting department with notification as to the
approval/disapproval of the request.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
Heading: Provide the fiscal year, agency/department name, budget unit
title and number, contact person, phone number, and signature of depart-
ment head.
1 . Reason for Request: Check the appropriate category.
2. Number of Vehicles : Self-explanatory.
3. Type of Vehicle Requested: Provide the type of vehicle, for ex-
ample, compact car, pickup, etc.
4. Special Equipment Needed: Indicate whether any electronic equip-
ment for this vehicle is being requested, such as mobile radio,
siren, etc. Also indicate any non-communication equipment such as
security screens or door locks in this section.
5. Length of Assignment: Self-explanatory.
6. Usage Estimate: Self-explanatory.
7. Vehicle To Be Assigned To: Indicate location, driver, classifica-
tion, or title and typical driver duties.
POLICIES AND PROCEDURES
ti
4 ,
(iip,
41 lati Section Budget Manual
WilicSubject Motor Vehicle Assignment/Electronic Equipment Request
COLORADO Date 6/2/80 Page 40
8. Vehicle Garaged: Indicate where the vehicle is garaged at nights
and on weekends by specifically putting the address and the dis-
tance in miles from the work site.
9. Justification: Indicate why the vehicle is necessary for the
operation of the department, and if it is garaged other than at the
County garage at nights and weekends, indicate why it must be
driven home by the driver.
10. Signature of Department Head and Title.
POLICIES AND PROCEDURES
rrIV(14
Section Budget Manual
Subject Motor Vehicle Assignment/Electronic Equipment Request
COLORADO Date 6/2/80 Page 41
01-807-909
MOTOR VEHICLE ASSIGNMENT REQUEST/
ELECTRONIC EQUIPMENT REQUEST
FISCAL YEAR
Phone
Agency/Dept. Name Contact Person Number
Budget Unit Title & No. Signature
Date
1. REASON FOR REQUEST: 2. NUMBER OF VEHICLES:
Request for additional vehicle(s)
Reduction in the number of vehicles 3. TYPE OF VEHICLE CONCERNED:
assigned.
Modification in the class of
vehicle assigned.
Change in Budget Unit Number.
4. SPECIAL EQUIPMENT NEEDED:
5. LENGTH OF ASSIGNMENT: Permanent Temporary (from to ).
6. USAGE ESTIMATE: Miles/Month Days/Week
7. VEHICLE ASSIGNED TO: Location
Driver Class or Title: Typical Driver Duties:
8. VEHICLE GARAGED: Nights Weekends
Address:
Distance from work site:
9. JUSTIFICATION:
(If more space is needed, attach second sheet.)
10. DATE: SIGNATURE:
TELEPHONE NO.: _ TITLE:
***************************PLEASE DO NOT WRITE BELOW THIS LINE************************
Cost Estimation: (Motor Vehicle) Total $
Cost Estimation: (Communications) Total $
COMMENTS/RECOMMENDATION:
POLICIES AND PROCEDURES
it ti
j� '✓�1 '+p i Section Budget Manual
llltiSubject Travel Request Summary
COLORADO Date 6/2/80 Page 42
TRAVEL REQUEST SUMMARY
PURPOSE:
This form lists each budget unit's travel program for the next fiscal
year.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
1 . Heading: Provide the fiscal year, budget unit title and number,
and a page number.
2. Trip Number: Number each trip consecutively.
3. Official Name of Meeting: Give the official name of the meeting or
conference.
4. Destination: Indicate the location where the meeting or conference
is to be held. If unknown, identify the general area, such as
Northern Colorado, East Coast, etc. Be specific as to whether the
destination is in or outside of Colorado.
5. Number of Days : Indicate the number of days from the date of
departure to the date of return.
6. Title of Persons: Indicate the number of persons taking each trip.
7. Number of Persons : Indicate the number of persons taking each
trip.
8. Number of Nights Lodging: Indicate the number of nights persons
taking the trip will be required to spend at the meeting or con-
ference locations.
9. Number of Meals : Indicate the total number of meals that will be
purchased at the meeting or conference.
POLICIES AND PROCEDURES
"jriliC
+s Section Budget Manual
WIIcSubject Travel Request Summary
COLORADO Date 6/2/80 _ Page 43
10. Travel By: Indicate the method of travel to be used to attend the
meeting or conference.
11 . Requested Amount: Indicate the estimated cost of each listed trip.
Secure an estimate for air fare, when applicable.
12. Approved Amount: This column is to be left blank. The Finance
Office will complete this column when the budget is reviewed.
POLICIES AND PROCEDURES
liti Section Budget Manual
wilikSubject Travel Request Summary
COLORADO Date 6/2/80 Page 44
01-807-908
COUNTY OF WELD
TRAVEL REQUEST SUMMARY
Fiscal Year —_—
Budget Unit Title&No. Page_ of pages -
�T_ DESCRIPTION OF TRIP PERSONS ATTENDING EXPENSES AMOUNT
No.ofTrip No.of Title of Persons No.of Nights No.of Trovel Requested Approved
No. Official Name of Meeting Destination Days Taking Trip Pers. Lodging Meals By Amount Amount
POLICIES AND PROCEDURES
ti
j Section Budget Manual
Subject Request for Data Processing Resources Form
COLORADO Date 6/2/80 Page 45
REQUEST FOR DATA PROCESSING RESOURCES FORM
PURPOSE:
The Request for Data Processing Resources Form has been designed to
formally request services and summarize for the Board the program,
objectives , costs , and benefits of the data processing resources re-
quested.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
1 . Headers: Indicate the fiscal year, department name, budget unit
title and number, project title, data processing liason's name and
phone number.
2. Summary of Project: Provide a synopsis of the information provided
elsewhere on the form. This is primarily for Board overview.
3. Project Description: Briefly describe the problem or background
which resulted in the project request, objectives that will be
achieved by the project, approach envisioned -by the requesting
department, and possible impacts on staffing, workload, or budget.
Provide relevant statistical data where appropriate.
4. Estimated Data Processing Cost: Estimated costs for data proces-
sing should be broken down by direct costs from the data processing
center, equipment costs (rents and leases, maintenance, fixed
assets, etc. ) , contracts , and other data processing services and
supplies.
5. Estimated Non-Data Processing Cost: Data processing projects
require significant amounts of time from departmental personnel .
Include in this section estimated non-data processing personnel
costs in the department which relate to the project. Also include
the cost of any non-data processing services and supplies which
relate to or result from the project. Displacement of existing
costs as well as added costs should be identified.
6. Estimated Total Project Cost Remaining: If a one-time project is
expected to extend beyond the next fiscal year, provide an estimate
of the total project cost remaining, including the next fiscal year
cost.
POLICIES AND PROCEDURES
a l l
wpr) Section Budget Manual
IIIMcSubject Request for Data Processing Resources Form
COLORADO Date 6/2/80 Page 46
7. Justification and Benefits : Indicate whether the project requested
is a State, Federal , or court mandated program, expanded service,
etc. Identify tangible benefits or cost savings that will result
from the project. If not mandated or justified by cost savings,
provide sufficient explanation to justify the requested project.
8. Alternatives to Project: Describe alternatives to the project that
were considered and rejected.
9. Consequences of No Action: State the consequences of not funding
the requested project. Indicate whether the project can be de-
ferred to a future year without serious difficulty. Be specific in
describing possible consequences.
POLICIES AND PROCEDURES
rlf`46?'
Section Budget Manual
Subject Request for Data Processing Resources Form
COLORADO Date 6/2/80 Page 47
01-807-911
WELD COUNTY
RECUEST FOR DATA PROCESSING RESOURCES
DEPARTMENT NAME DEPARTMENTAL DP LIASON
BUDGET UNIT TITLE & NO.
PROJECT TITLE PHONE NO.
SUMMARY OF PROJECT:
PROJECT DESCRIPTION (include background, objectives, approach, impact, and
relevant statistical data):
ESTIMATED DATA PROCESSING COST (designate personnel by category, processing,
and equipment costs):
POLICIES AND PROCEDURES
Section Budget Manual
Subject Request for Data Processing Resources Form (Back)
COLORADO Date 6/2/80 Page 48
01-807-911 (Back)
ESTIMATED NON-DP COST (include salaries, services, and supplies related
to project and not identified above):
ESTIMATED TOTAL PROJECT COST REMAINING:
JUSTIFICATION AND BENEFITS:
ALTERNATIVES TO PROJECT:
CONSEQUENCES OF NO ACTION:
POLICIES AND PROCEDURES
T
► '+py+ I Section Budget Manual
WII Subject Request for Equipment Purchase or Major Rental
COLORADO Date 4/30/81 Page 49
REQUEST FOR EQUIPMENT PURCHASE OR MAJOR RENTAL
PURPOSE:
This form provides a detailed listing of the equipment requested.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
1 . Heading: Provide the department name, number, fiscal year, contact
person, phone number, and item to be purchased or rented.
2. Form of Acquisition: Check (✓) appropriate category.
3. Number of Units Requested: indicate total units to be rented or
purchased.
4. Cost: Provide cost data requested.
5. Purpose of Expenditure: Check (✓) the appropriate reason(s) for
this expenditure, and explain in Form B, Item 6.
6. Number of Similar Items in Inventory: Indicate the number of
similar equipment items in the inventory of the requesting de-
partment.
7. Estimated Use of Requested Item(s) : Indicate the number of weeks
per year the item is expected to be used and the approximate months
of the year if seasonal , and estimate the average usage (in days
per week and in hours per day) for the specified period. Also show
estimated useful life of the item based on planned usage.
8. Replaced Items: Provide the information indicated for any muni-
cipally owned or rented item(s) that will be replaced by the re-
quest item(s) . If there are no items replaced, enter N/A.
9. Recommended Disposition of Replaced Item(s) : Self-explanatory.
10. Justification: Include a brief statement as to the condition of
old items and reasons it will no longer economically perform the
required function. All additional items should be fully explained
and justified in terms of greater efficiency and/or dollar savings
over current methods of operation.
POLICIES AND PROCEDURES
6 VI 1.4i
Est Section Budget Manual
Subject Request for Equipment Purchase or Major Rental
COLORADO Date _4/30/81 Page 50
01-807-907
REQUEST FOR EQUIPMENT
PURCHASE OR MAJOR RENTAL
1. Department and Activity Date Prepared
Contact Person Phone Number
Equipment Item
2. Form of Acquisition (Check appropriate) 4. Cost
Per Unit Total
Purchase Rental Purchase price
or annual rental $ $
3. Number of Units Requested Plus: Installation
or other costs $
Less: Trade-in or
other discount S $
5. Purpose of Expenditure Net purchase cost
(Check appropriate) or annual rental $ S
( ) Scheduled replacement
( ) Present equipment obsolete
( ) Replace worn-out equipment 6. Number of Similar Items in Inventory
( ) Reduce personnel time
Expanded service
( ) New operation 7. Estimated Use of Requested Item(s)
( ) Increased safety
( ) Improve procedures, records, etc. _Weeks per year -- Approximate
months (if seasonal)
For the weeks used, estimate
Average days per week
Average hours per day used
Estimated useful life in years
8. Replaced Item(s)
Item Make Age —_ Prior Year's
Maint. Cost Breakdowns Rental Cost
1.
2.
3.
4.
5.
9. Recommended Disposition of Replaced Item(s)
Possible use by other agencies
Trade-in
Sale
I0. Justification Narrative:
POLICIES AND PROCEDURES
1 wpt1 Section___ Budget Manual
WIiDc. Subject Building and Grounds Special Projects
COLORADO Date 6/2/80 Page 51
BUILDING AND GROUNDS SPECIAL PROJECTS
PURPOSE:
The purpose of the Building & Grounds Special Projects Form is to pro-
vide each department a formal mechanism of requesting repairs or altera-
tions to building structures their programs occupy. Each occupying
department is responsible for requesting the Building & Grounds Depart-
ment to make any necessary repairs or alterations to building structure
which are not part of the regular or routine maintenance where the space
is leased or owned by the County.
The following information should be utilized in accessing whether or not
a Special Projects Request Form is necessary:
A. MINOR REPAIRS AND ALTERATIONS -- are all non-reoccurring general
maintenance work under $250 including moving of furniture, changes
in electrical outlets for approved equipment, moving of existing
landscape partitions, etc. Minor repairs and alterations should be
on a work order request submitted directly to the Building & Grounds
Department throughout the year, as needed.
B. SPECIAL PROJECTS (Major Alterations) -- are defined as any building
alteration estimated between $250 and $10,000, including installa-
tion of cabinets, fixed walls , major electrical rewiring, plumbing
fixtures, and any other changes particularly related to depart-
mental changes in staffing of program.
Special projects need to be anticipated in advance so that Building
& Grounds can obtain appropriate staffing levels and give operating
departments realistic completion dates for their special projects.
Special projects are budgeted centrally and are approved by the
Board of County Commissioners prior to the beginning of the project.
C. CAPITAL PROJECTS -- are projects which are estimated to cost more
than $10,000.
When clarification is needed, the superintendent of Building & Grounds
will determine whether requests should be classified as routine main-
tenance, minor repair and alteration, special project, or a capital
project.
POLICIES AND PROCEDURES
1,#11 ..
14
Section Budget Manual
Subject Building and Grounds Special Projects
COLORADO Date 6/2/80 Page 52
INFORMATION TO BE COMPLETED BY THE DEPARTMENT:
1 . Headers: Show the fiscal year, agency and department name, budget
unit title and number requesting the special project.
2. Building: Give the name of the building being occupied.
3. Room No. or Unit: Give the room number or unit of building re-
questing special project.
4. Description of Project with Attached Sketch if Appropriate: The
description should specifically describe what is involved in the
special project.
5. Statement of Justification: Provide enough information in this
section to accurately identify the reasons and justifications for
the request. This can be done by indicating adverse impacts ,
positive impacts to the program or cost benefit justifications.
6. Date Completion Desired: Indicate the date that you would desire
the project to be completed if there is a specific deadline neces-
sary to your department.
7. Signature of Requesting Department Head.
COST ESTIMATE: The superintendent of Buildings & Grounds will develop
cost estimates for the special project for consideration by the Board of
County Commissioners. After a work session has been held with the Board
of County Commissioners, in which the special projects are reviewed and
discussed with each department, the Board of County Commissioners will
provide a list of approved projects to the superintendent of Buildings &
Grounds and each department.
Each department will then be limited to the approved funds for special
projects for the next fiscal year. A small contingency amount will be
maintained for use by departments which have emergency or unanticipated
special project requests during the fiscal year.
POLICIES AND PROCEDURES
�P Section Budget Manual
Subject Building and Grounds Special Projects
COLORADO Date 6/2/80 Page 53
SPECIAL PROJECTS 01-807-913
FISCAL YEAR _
AGENCY/DEPT. NAME: -
BUDGET UNIT NO. AND TITLE: _ __-
BUILDING: ROOM NO. OR UNIT:
DESCRIPTION OF PROJECT (Attach sketch if appropriate):
STATEMENT OF JUSTIFICATION:
Date Completion Desired Signature (Requesting Department)
COST ESTIMATE BUILDING/GROUNDS FUNDS APPROVED
Acct.No. Amount Acct.No. Amount
Material
Equipment
Contract Service
TOTAL
Salaries & Wages
GRAND TOTAL
REMARKS:
POLICIES AND PROCEDURES
(--
, IL f(ti ''Ais'
Section BUDGET MANUAL
W IWilk
Subject PBX PHONE SERVICES REQUEST
COLORADO Date 6/1/84 Page 53. 1
PBX PHONE SERVICE REQUESTS FOR ADDITIONS OR CHANGES
IN SERVICES OR EQUIPMENT
PURPOSE:
The PBX Phone Service Requests for Additions or Changes in Services or
Equipment Form has been designed to formally request and summarize for
budgetary planning purposes, proposed changes. The purpose, benefits
received, consequences of no action, and estimated costs are included on
the form.
INFORMATION TO BE COMPLETED BY THE DEPARTMENT
1. Headers: Indicate the department name, budget unit title and number,
project title, department liaison and liaison's phone number.
2. Description of Project: Provide a summary of specifically what is
involved in the change. Describe, by position or individual, what
type of phone set(s) will be needed. A diagram or floor plan is very
helpful when major changes or additions are being requested.
3. Statement of Justification: Provide enough information in this
section to accurately identify the reasons and justifications for the
request. This can be done by indicating adverse impacts, positive
impacts to the program or cost benefit justifications.
4. Date Completion Desired: Indicate the date that you would desire the
project to be completed if there is a specific deadline necessary to
your department.
5. Signature of Requesting Department Head.
6. Estimated Total Project Cost: The estimates for project cost will be
completed by the PBX Phone Service Manager.
POLICIES AND PROCEDURES
...j
Section BUDGET MANUAL
W IEgoi
a Subject PBX PHONE SERVICES FORM (Front)
COLORADO Date 6/1/84 Page 53.2
PBX PHONE SERVICE REQUEST
FOR ADDITIONS OR CHANGES IN SERVICES OR EQUIPMENT
DEPARTMENT NAME:
BUDGET UNIT TITLE & NUMBER:
PROJECT TITLE:
DEPARTMENT LIAISON:
PHONE NUMBER:
Description of Project:
Statement of Justification:
Date completion desired:
Signature
(Department Head)
POLICIES AND PROCEDURES
1 1 -�tr iu
rtI w
Section BUDGET MANUAL
Wille Subject PBX PHONE SERVICES FORM (back)
COLORADO Date 6/1/84 Page 53.3
COST ESTIMATE:
Materials: Quantity:
Wiring @ ft X =
Phone Jack @ X =
Sub-Total =
Equipment:
0 button set @ X =
5 button ECTS @ X =
6 button Key System @ X =
10 Button ECTS @ X =
10 Button Key System @ X =
20 Button ECTS @ X =
20 Button Key System @ X =
30 Button ECTS @ X -
30 Button Key System @ X =
Installation Charges @ X =
Sub-Total =
Other Equipment:
@ X =
@ X =
@ X =
@ X =
Installation Charge: @ X =
Sub-Total =
GRAND TOTAL =
POLICIES AND PROCEDURES
(d }
.
49)
Section Budget Manual
WNipC Subject Example (Budget Unit Request Summary)
COLORADO Date 5/1/86 Page 54
BUDGET UNIT REQUEST SUMMARY
EXAMPLE ONLY
AGENCY/DEPARTMENT NAME: Planning and Inning
BUDGET UNIT TITLE AND NUMBER: Buildino Inspection -- 01-2420
ACTUAL BUDGETED REQUESTED INCREASE/(DECREASE)
RESOURCES LAST FY CURRENT FY NEXT FY REQUEST-ALLOWED
Personnel $224,682 $204,765 a204,007
S75R
Services/Supplies 53,810 55,024 54,610 414
Capital/Cre its (2,000) (2,000) (2,000) _0-
Gross County Cost 276,492 257,789 256,617 1,172
Revenue 232,670 223,230 243,610 20,380
Net County Cost $ 43,822 $ 34,559 $ 13,007 $21,552
Budget Positions 7 7 0
SUMMARY OF CHANGES:
Salaries increased by $753 for annual salary adjustment. .Budgeted positions reduced
from 9 to 7, accounting for the low salary adjustment figure. Increase of $414 in
other operating supplies due to increased costs of publications from 1020. Revenue
is at new ICB0 rates, less existing local adjustments.
OBJECTIVES:
Implement new computer system that monitors all inspections.
Revise oil and gas inspection process.
Implement new 1030 rates and rules.
Update building inspection ordinance for agricultural buildings.
Hold public hearings quarterly on building code variance.
ACTUAL ESTIMATED PROJECTED
WORKLOAD MEASURES LAST FY CURRENT FY NEXT FY
Building permits 3,066 3,100 3,200
Administrative staff hours 2,088 ?,038 1,740
Plumbing permits 617 630 710
Violation citations 270 225 300
0/
Elected Official/Department Head Signature
NEXT PAGE IS NUMBER 56
POLICIES AND PROCEDURES
AI Section Budget Manual
WIDc Subject Example (Activity Analysis)
COLORADO Date 6/1/82 Page 56
ALIIVIIY ANALYSIS 01-807-902
FISCAL YEAR ieso EXAMPLE ONLY
AGENCY/DEPT, NAME: Office of the Board
BUDGET UNIT NO. & TITLE: 01-1101 y
ACTIVITY TITLE: Legislative Program
BRIEF DESCRIPTION OF ACTIVITY:
Tracking the State Legislative process, coordinating responses to proposed
legislation, assisting in.cumpiling the County's legislative package and providing
follow-up.
CRITERIA FOR ACTIVITY: D Mandated, No Discretion ❑ Critical D Other
El Mandated, Some Discretion ID Cost Effective
DESCRIBE YOUR RATIONALE FOR CRITERIA YOU HAVE IDENTIFIED: Example: During 1979, the
Legislature was considering transfering responsibility of paying for costs incurred by
the County Social Service Dept. for the Child Diagnostic treatment program from the State
to the County. Through the efforts of the Board & staff we were able to forestall the
SOURCE OF AUTHORITY FOR ACTIVITY: transition through 1981 saving the County
an estimated $14,000 for the remainder of
No specific authority 198X.
DISCUSS ALTERATIVE WAYS OF PROVIDING SERVICES AND FINANCING ACTIVITY (include possible
legislative changes):
-activity is provided to some extent through CCI The deciding factor would
-full-time County legislative analyst be the program intensity
-each office/department follow legislation for own area desired.
WORKLOAD
Measurement PRIOR
Category Units FISCAL CURRENT FISCAL REQUEST
Actual Budgeted Actual Positions Units Positions
*Personnel-Staff Hours/month 160 .93 192 1.09
Mileage-Staff Miles/month 0 960
Mileage-Commrs Miles/month N/A N/A 480 600
Mimeograph 1/ of copies 833 840
Postage $'s/month $13
$20
RESOURCES
CURRENT
FISCAL REQUEST INCREASE/
BUDGETED Existing New/Expanded Total (DECREASE)
Gloss County Cost N/A $21,175.98 $6,239.32 27,416.30
$6,239.32
Sevenue
a'r.. County Cost $21,176.98 $6,239.32 27,416.30 $6,239.32
__et. Positions .93 .16 1.09 .16
*Figured on an average dollar/hour wage of $6.49, which includes benefits as well as cab
POLICIES AND PROCEDURES
j ' Section_____ Budget Manual
Subject_ Example (Activity Analysis - Back)
COLORADO Date _ 6/2/80 Page 57
01-807-902 (Back)
EXAMPLE ONLY
SUMMARY OF CHANGE
Complete the following analysis for each major item requested in this activity. If
you have additional change items, add additional sheets as necessary:
TITLE OF CHANGE: Legislative Program
QNew or additional program 0 Change in existing level of activity
Transfer in or out of existing program (both increases and decreases)
DESCRIBE ITEM AND RESOURCES REQUESTED: The program budget separates out funds for
supplies which was not shown in the 1979 budget. Further, the CCI Public Lands
program was not included in the budget, nor was enough appropriated for the rent of
the Bill Box at the Capitol. This budget also includes mileage for secretaries and
funds in the meals budget; however, there is no increase to the overall mileage budget.
CRITERIA: o Mandated, No Discretion 0 Critical Other
Mandated, Some Discretion ® Cost Effective
DESCRIBE YOUR RATIONALE FOR THE CRITERIA:
Ideally the program should lend to controlling mandated costs and programs passed through
the Legislature and subsequently give the County more say in how County dollars are
spent. Further if the County prepares & presents a legislative package a more direct,
active route of input will be available.
SPECIFIC ACHIEVEMENTS/BENEFITS EXPECTED: We are seeking to make the process used in
tracking and responding to proposed legislation more efficient and effective. This
will require more direct involvement by staff in contacting CCI and the Legislative
representatives, which will in itself have a greater impact on the legislators and
legislation.
MEANS OF MEASURING RESULTS (if any):
Assessing the impacts & costs to the County of legislation which survives the session.
CONSEQUENCES OF NOT IMPLEMENTING REQUEST: The Legislature often introduces bills on
behalf of special interest groups which are costly and impractical to administer
at the local level. Without an expressed interest at the County level, more of this
type legislation is likely to be approved.
IMPACT ON OTHER AGENCIES OR DEPARTMENTS: Other County departments and offices have
found the assistance from the Commissioners' Office in tracking legislation to be
beneficial,as it provides a defined channel for tracking & responding to legislation
and saves them time in locating bills of interest.
ALTERNATIVE WAYS OR LEVELS:
-Full-time County legislative analyst
-Less County involvement--more total reliance on CCI
-Each department follow the legislation in their areas of concern
ALTERNATIVE FINANCING:
POLICIES AND PROCEDURES
Ow Section Budget Manual
WilkSubject Example (Budget Unit Ranking)
COLORADO Date 6/1/82 Page 58
l3UDhEi UNl i kANK1^J6 ul- - ,y
FISCAL YEAR 198
AGENCY/DEPT. NAME: District Attorney
BUDGET UNIT NO. & TITLE: 01-1123 District Attorney TARGET BUDGET LEVEL: $ 414,248
CUMMULATIVE
(% of Total) Type of** Requested t of Current
Priority Activity/Sub-Activity (Activity) Criteria* Re uest Positions Net Cost Positions Net Budget
BASE 414,248 21 K.--
1. Consumer Division 100% MD Ex 2 25,026 2 5%
2. Welfare Fraud Division 100% MD Ex 1 21,379 1 4%
Juvenile Division/
3. Comm. Counselor II 66% C Ex 2 55,879 2 10%
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
*M = Mandated, No Discretion C = Critical **N = New Total 516,532 26 99•
MD = Mandated, Some Discretion 0 = other Ex = Existing Requested:
CE = Cost Effective Exp = Expanded
POLICIES AND PROCEDURES
1.410,
,.'1 14pn Section Budget Manual
WillSubject Example (Appropriation Request Exceeding Target Budget)
COLORADO Date 6/1/82 Page 59
01-807-914
APPROPRIATION REQUEST EXCEEDING
TARGET BUDGET LEVEL
DEPARTMENT: Sheriff
This request will be considered individually as a separate item. This form is
to be completed for all appropriation requests that exceed the adjusted gross
appropriation limit, and which are justified on a cost-effective basis. All
critical or mandated programs should be included in the adjusted gross appro-
priation limit.
FINANCIAL SUMMARY:
Appropriation Request $ 23,860
Less Revenue 430
Net County Cost $ 23,430
Budgeted Positions (FTE's) 1
I INF ITEM AMOUNTS MAKING UP APPROPRIATION REQUEST:
6110 - Salaries $ 19,824
6146 - Retirement 1,190 6144 - FICA 1,318
6143 - Insurance 728
6210 - Office Supplies 800
$ 23,860
•
SUMMARY NARRATIVE DESCRIPTION AND JUSTIFICATION:
The crime prevention program includes one sworn officer to provide materials •
and education to the public concerning crime prevention techniques. It is
estimated that insurance copanies in the area will pay a portion of the materials
cost ($430) since the program could substantially reduce crime and the cost of
crime in Weld County. Studies attached show the benefits of crime reduction from
a similar program in Tinbucktwo, Montana.
Each additional program request will require that you reproduce this format in
additional pages.
POLICIES AND PROCEDURES
11{
11
ti
l Section Budget Manual
WII Subject Example (Cost Cutting/Revenue Raising Strategies)
COLORADO Date 6/1/82 Page 60
• COST CUTTING/REVENUE RAISING STRATEGIES 01807-912
FISCAL YEAR 198X EXAMPLE ONLY
AGENCY/DEPT, NAME: Health Department
BUDGET UNIT TITLE AND NO, : Home Health 19-XXXX
STRATEGY:
Contraction in services Energy Conservation
Revenue Source Administrative Re-organization
Productivity Improvement Innovation/Technological Transfer
X Repri vatization/Contract Organizational Assessment
Automation (Cost/Benefit) Other:
DESCRIPTION: The Home Health Care program provides intermittent nursing care under
physician's orders in patient's home for the purpose of treating chronic or acute ill-
ness, restorative & therapeutical services to patient's place of residence, & provides
homemaking & personal care services to chronically & acutely ill individuals in their
homes. The Health Department has been the sole provider in the area because the public
pricing to the client has been below the cost of service delivery. In the last fiscal
year the Health Department has made efforts to place the service at full cost recovery
and encouraged other vendors to become providers in the area. The objective would be
through a transitional contract period, to locate a provider in the community that
would provide the services to clients via Weld County on a contractual basis, with the
intent of transitioning the program into the private sector during the fiscal year.
CONSEQUENCE/IMPACT:
Reprivatizing through contractual resources, services in the Home Health Care area
would encourage competition in the community and encourage other providers to enter
the marketplace. Through competitive pricing of the service and introduction of mul-
tiple service providers, all patients and clients within Weld County would have an
opportunity for a broader base alternative of service and pricing structure. More
competitive pricing would also allow many clients to become independent financially
of any governmental subsidy for the provision of home health care services. By
transitioning the Home Health Care program into the private sector, it would permit
the Health Department to divest itself in a service area that can be adequately pro-
vided by private or non-profit vendors without governmental involvement.
SAVINGS/REVENUE
Total cost of this program is $441,375 for the current fiscal year, with anticipated
revenues of $391,375. The net county cost for providing of care in this area is
$50,000 in the current fiscal year, and utilizes 33 FTE's. By transitioning this
program to the private sector, Weld County would be able to save $50,000 net county
cost in the providing of health care services in Weld County.
FINANCE RECOMMENDATION: .
POLICIES AND PROCEDURES
4I tao,
101, Section Budget Manual
1 Subject Example (Objective Tracking Statement)
C.
COLORADO Date 6/1/82 Page 61
OBJECTIVE TRACKING STATEMENT EXAMPLE ONLY
FISCAL YEAR 198
Ei BUDGET REQUEST (DATE: ) AGENCY/DEPT. NAME Finance/Administration
Q FINAL (DATE: ) BUDGET UNIT TITLE E NO. 01-1151
COMPLETION
NO. OBJECTIVES (by activity) DATE COMMENTS ON PROGRESS
1. Revise budget manual with program budget emphasis. 6/1/8
2. Coordinate program changes. --
3. Develop risk management program. 3/31/8
4. Study motor pool concept. 2/1/8
5. Develop microfilm center/record retention program. 12/31/8
POLICIES AND PROCEDURES
IS kI
t :-..NniaA Section Budget Manual
WISubject Example (Revenue Analysis Form)
COLORADO Date 6/1/82 Page 62
REVENUE ANALYSIS FORM 01-807-905
FISCAL YEAR 198 EXAMPLE ONLY
AGENCY/DEPT. NAME: District Attorney
BUDGET UNIT TITLE & N0: 01-1123 District Attorney
1. Revenue Source Title: District Attorney State Share of Salary
2. Revenue Budget Account No. & Title/Subaccount: 01-1123-3348 State Shared Salaries
3. Source of Authority: -CRS 7973 20-1-306
4. Revenue Calculation Formula:
By State Statute 80% of salary paid DA up to $35,000/year
5. Method/Frequency of Receipt: Monthly
6. Date Fee Schedule Last Revised: 1980 Legislature
7. Budget Estimate:
Current Year Budget Current Year Actual/Est. Budget Estimate
w 23,200 23,200 28,000
a
a
a
a
a
a
a
..
23,200 23,200 28,000
a
2
a
a
8. Explain change from previous budget:
State law was amended in 1980 by HB 1218 raising the maximum amount reimbursed
to 80% of $35,000
9. What actions would be needed to increase revenues? New Legislation passed.
POLICIES AND PROCEDURES trWd
(.?' SI
Section Budget Manual
WII Subject Example (Function and Organization Chart)
COLORADO Date 6/2/80 Page 63
POLICIES AND PROCEDURES
"r` Section Budget Manual
WIiDSubject Example (Budget Account Worksheet)
COLORADO Date 6/1/82 Page 64
01-807-910
BUDGET ACCOUNT WORKSHEET
ACCOUNT: ADVERTTSING 6337
_. Number:
EXPENDITURE PATTERN
Fiscal Year Allowed
EJcendcd
Prior Year $3,888,00 Actual $ $287.19
Current Year $532.00 Estimated'
500.00
`($ 307.99 as of 7/9/8X l
SUBACCOUNT DETAIL
Next Year
Current Year
Allowed Recuest Recormend Approved
Total 532.00 587 00
1. Land Use Notices 198.00 300,00
2. Board of Adjustment Notices 134,00 87,00
3. Amendments to Regulations 100.00 100,00
4. 208 Agreements 100.00 100.00
5.
COMPUTATION AND JUSTIFICATION FOR REQUEST:
1. Request is for notices of Changes of Zones, Use by Special Review, and Preliminary'
Plans for subdivisions to be published in the County's legal newspaper. Increase
is due to the new requirements of the new Zoning Ordinance which requires that
Use by Special Review applications be published. This wasn't required under the
old Zoning Resolution. Projected case load is 62 @ $4,80.per notice.
2. Request is for publication of notices of appliactions before the Board of
Adjustment. Projected case load is 25 @ $3.50 per notice.
3. Estimate of cost to publish notice of amendments to the Zoning Ordinance, Compre-
hensive Plan, and Subdivision Regulations. Revisions of all three documents are
anticipated during 198K.
4. Legal notices for Intergovernmental agreements anticipated for 208 program.
198K 208 budget is resubmitted with the same levels as approved in 198K for the
purpose of the Board considering the 208 program as a policy issue,
Prepared By: 0_1 ,gyp '
POLICIES AND PROCEDURES
i
� Section Budget Manual
WillSubject Example (Motor Vehicle Assignment/Elect. Equip. Request)
COLORADO Date 6/1/82 Page 65
0i-a0]-909
MOTOR VEHICLE ASSIGNMENT REQUEST/
ELECTRONIC EQUIPMENT REQUEST EXAMPLE ONLY
FISCAL YEAR 198
Phone
Agency/Dept. Name Sheriff's Office Contact PersonCap't. Dill Number X 500
Budget Unit Title 6 No. Sheriff Signature
(Administration) 01-2110 Date 7/30/8x
1. REASON FOR REQUEST: 2. NUMBER OF VEHICLES: 2
Request for additional vehicle(s)
Reduction in the number of vehicles 3. TYPE OF VEHICLE CONCERNED: Compact
assigned. 4 DR Sedans with 6 cylinder engines,
_ Modification in the class of specifically Plymouth Volare' 1978.
vehicle assigned.
_ Change in Budget Unit Number.
X Revaluation of Current Assignment
4. SPECIAL EQUIPMENT NEEDED: Welcom police radio, first'aid kit, blankets, fuses
5. LENGTH OF ASSIGNMENT: X Permanent Temporary (from to ).
6. USAGE ESTIMATE: Miles/Month 1250 Days/Week 6 days per week
7. VEHICLE ASSIGNED TO: Location Greeley Office, Weld County Sheriff's Office
Driver Class or Title: Captain.. P Typical Driver Duties: Response
to major crime or disaster, used to transport prisoners and as backup civil pro-
cess car.
8. VEHICLE GARAGED: Nights Weekends
Address: Sheriff's Garage
Distance from work site: on site
9. JUSTIFICATION: The vehicles are used to transport prisoners and as backup Civil
Unit vehicles in the event of down time.
(If more space is needed, attach second sheet.)
10. DATE: 8/14/8X SIGNATURE:
TELEPHONE NO.: 356-4000, Ext. 500 TITLE:
***************************pLEASE DO NOT WRITE BELOW THIS LINE************************
Cost Estimation: (Motor Vehicle) Total $
•
Cost Estimation: (Communications) Total $
COMMENTS/RECOMMENDATION:
POLICIES A N D PROCEDURES
fir 1_
''h "" 1 liti Section Budget Manual
wilkSubject Example (Travel Request Summary)
COLORADO Date 6/1/82 Page 66
ul-dui-yud
COUNTY OF WELD
TRAVEL REQUEST SUMMARY
Fiscal Year 198
Budget Unit Title&No. Transportation 6370 Page 1 of 1 Pages
DESCRIPTION OF TRIP PERSONS ATTENDING EXPENSES AMOUNT
Try No.of Title f Persons N No.of
No. Official Noma of Meeting DostlnoNon Days Taking Trip 01 Nights No.e 1, Tr Req,Amount
Approved
Y 4 P Per s. Lodging Meals By A toast A o�nr
I. COAC New Deputy Denver 2 Deputy DA 3 0 6 car 190.80
Training
2. COAC Training Deputy, Investigators
Spring Vail 3 & legal assistants 8 3 9 car 744.00 •
3. COAC Training Deputies, investigator9'
Fall Colo. Springs 3 & legal assistants 9 3 9 car 744.00
_ . -
4. Colo. Juvenile
Council Colo. Springs 3 Juvenile staff 2 3 9 car 282.00
5. National Council
of Juveniles Denver 3 Juvenile staff 2 3 9 car 270.00
District Attorney or
F. 'BOA; San Diego 3 Assistant DA 1 3 9 air 750.00
I____._ - -
POLICIES AND PROCEDURES
` i
-'Y W Section Budget Manual
Subject Example (Request for Data Processing Resources)
0
COLORADO Date 6/1/82 Page 67
01-807-911
EXAMPLE ONLY
\ ELD COUNTY
REQUEST FOR DATA PROCESSING RESOURCES
DEPARTMENT NAME Department of Planning Service DEPARTMENTAL DP LIASON
BUDGET UNIT TITLE & No.01-1014Planning/Zoning Nelson Hendricks
PROJECT TITLE Management Information System PHONE NO. X 400
Feasibility System
SUMMARY OF PROJECT:
The project would involve the conduct of a feasibility study aimed at determining the
advisability of converting manual record keeping systems to automated systems.
PROJECT DESCRIPTION (include background, objectives, approach, impact, and
relevant statistical data):
All record keeping functions in the Department of Planning Services are manually main-
tained and requires substantial man hours. It would appear that many of these functions
would be more cost efficient if automated. The joint center has experienced management
information systems analysts who could conduct a study of the department's record keeping
systems and recommend alternative courses of action for review during the 1981 budget
year. The major objective of such a study would be to identify whether or not sub-
stantial savings could result in the automation of such systems in terms of man power
requirements, and in terms of more efficient and accurate information retrieval and use.
It is anticipated that such a system would not only increase the efficiency of our cleri-
cal staff, but would also substantially aid building inspectors and zoning inspectors in
their day to day research functions. At the current time there is no detailed statisti-
cal data available which would indicate the impacts of implementing such a system. It
is hoped that the feasibility analysis could establish such data for consideration in
the 1981 budget review process.
ESTIMATED DATA PROCESSING COST (designate personnel by category, processing,
and equipment costs) :
Please contact Nelson Hendricks in Data Processing.
POLICIES AND PROCEDURES
&V
Section Budget Manual
hiD Subject Example (Request for Data Processing Resources - Back)
COLORADO Date 6/2/80 Page 68
01-807-911 (Back)
EXAMPLE ONLY
ESTIMATED NON-DP COST (include salaries, services, and supplies related
to project and not identified above):
It is estimated that no non-DP costs would be involved during the feasibility
study except for those man hours contributed in giving guidance to the Data
Processing liaison in terms of the departmental needs.
ESTIMATED TOTAL PROJECT COST REMAINING:
JUSTIFICATION AND BENEFITS:
This project is expected to identify those areas where managerial efficiency could
be increased and costs reduced by implementing a management information system. As
indicated above, it is anticipated that clerical time,.building inspectors time,
and zoning inspectors time in substantial amounts could be saved by implementation
of such a system.
ALTERNATIVES TO PROJECT:
To continue to process information in the manner that exists and to increase man
power as information flow increases as a result of increased case loads and develop-
mental activity. Basically, the feasibility study is looked upon as providing
alternatives to the way we are now handling information within the department.
CONSEQUENCES OF NO ACTION:
Increased man hours committed to storing and retrieving information within the
department.
POLICIES AND PROCEDURES
61 lei Section Budget Manual
Subject Example (Request for Equipment Purchase or Major Rental )
COLORADO Date _ 4/30/81 _ Page 69
01-807--907
REQUEST FOR EQUIP1ENT
PURCHASE OR itAJOR REAL
1. Department and ActivityClerk & Recorder-Recording Date Prepared 7/31/81
Contact Person Mary Ann Feuerstein Phone Number X 318
Equipment Item IBM Selectric Typewriter
2. Form of Acquisition (Check appropriate) 4. Cost
Per Unit Total
X Purchase _ Rental Purchase price
or annual rental $ 870 $1,740
3. Number of Units Requested Plus: Installation
or other costs $ $
2 Less: Trade-in or
other discount $ $
5. Purpose of Expenditure Net purchase cost
(Check appropriate) or annual rental S $ 1,740
( ) Scheduled replacement
( ) Present equipment obsolete
(y) Replace worn-out equipment6. Number of Similar Items in Inventory
( ) Reduce personnel time 12
( ) Expanded service
( ) New operation 7. Estimated Use of Requested Item(s)
( ) Increased safety
,2 Weeks per year -- Approximate
( ) Improve procedures, records, etc. months (if seasonal)
For the weeks used, estimate
5 Average days per week
8 Average hours per day used
Estimated useful life in years 5
8. Replaced Item(s) N/A
Item K3ks Prior Year's
Age
Maint. Cost Breakdowns Rental Cost
1. Typewriter #E-117504 REM l')(4 $ 41.'41 5 in 4 mo (Dnrepairable)
2. Typewriter Nl-808967 REM 1973 108.00 Worn out
3.
4.
5.
9. Recommended Disposition cf Replaced Item(s)
X Possible cse by other agencies (11"2. above)
Trade-ir.
X Sale (#1 above)
10. Justification Narrative: one typewriter in approximately .15 years old and is
morn out. Service calls on 112 are more frequent and too expensive to justify
continually repairing these warn out machines.
This is the beginning or a scheduled replacement program.
POLICIES AND PROCEDURES
YJr�
�►l t t les Section Budget Manual
Subject_ Example (Buildings & Grounds Special Projects)
COLORADO Date 6/1/82 Page 70
SPECIAL PROJECTS 01-807-913
FISCAL YEAR 198X EXAMPLE ONLY
AGENCY/DEPT. NAME: Planning & Zoning
BUDGET UNIT NO. AND TITLE: Planning & Zoning 01-1014
BUILDING: Centennial Complex ROOM NO. OR UNIT: 306
DESCRIPTION OF PROJECT (Attach sketch if appropriate):
Installation of a 10" exhaust fan in the library/conference area. The fan must
be "whisper quiet" type fan vented to the outside of the building.
STATEMENT OF JUSTIFICATION:
Utilization of the room as a conference area is limited without the fan. Any meeting
with more than 3-4 people makes the room physically uncomfortable because of heat and
stuffiness of air. Alternative of leaving the door open results in noise that is dis-
reptive to meeting and adjacent work area. Without use of the room for conference,
meeting inconvient to staff and results in loss of productivity on work assignments
and coordination.
2/1/8X /s/
Date Completion Desired Signature (Requesting Department)
COST ESTIMATE BUILDING/GROUNDS FUNDS APPROVED
Acct.No. Amount Acct.No. Amount
Material
Equipment
Contract Service
TOTAL
Salaries & Wages
GRAND TOTAL
REMARKS:
POLICIES AND PROCEDURES
(111(4.
i Section Budget Manual
WII' c
Subject Chart of Accounts
COLORADO Date 6/1/82 Page 71
Please refer to the Chart of Accounts in the Accounting Manual.
Hello