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Home My WebLink About960888.tiff_ .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. RESOLUTION RE: CONSIDER APPROVAL OF REVISED BUDGET MANUAL SECTION OF WELD COUNTY ADMINISTRATIVE MANUAL WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Director of Finance and Administration has prepared and presented to the Board of County Commissioners the amended and restated Budget Manual Section of the Weld County Administrative Manual, a copy of which is attached hereto and incorporated herein by reference, and WHEREAS, the Board deems it advisable to approve said revised General Administration Section of the Administrative Manual, and further, to incorporate said section into the Weld County Administrative Manual. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the revised Budget Manual Section of the Weld County Administrative Manual be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that said revised Budget Manual Section shall be incorporated into the Weld County Administrative Manual and published by the Director of Finance and Administration for dissemination to all County Departments. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 20th day of May, A.D., 1996. BOARD OF COUNTY COMMISSIONERS Mat W D COUNTY, CO``L�O�DO ATTEST: �yM�1 Barbara J. Kirkmey4r, Ch it Weld County Clerk to the Board / /_j `rte /�X. . ", L / Baxter, Pro em BY: Deputy Cle to to the Board Dale K. Hall 7 APPROVED AS TO FO (11j�� Constance L. Harbert oun At£4e} FXriiSFn W. H. Webster 960888 FI0022 WELD OUN T " BUDGET MANUAL Table of Contents Latest Revision Date: May 27, /996 PAGE INTRODUCTION 3 RELATIONSHIP OF BUDGET FORMS 5 BUDGET UNIT REQUEST SUMMARY 6 BUDGET ANALYSIS REPORT 8 ACTIVITY ANALYSIS/SUMMARY OF CHANGES 9 BUDGET UNIT RANKING FORM AND APPROPRIATION REQUEST EXCEEDING TARGET BUDGET LEVEL 15 COST CUTTING/REVENUE RAISING STRATEGIES 20 OBJECTIVE TRACKING STATEMENT 24 BUDGET REQUEST BY ACCOUNT FORM FOR EXPENDITURES AND REVENUES 27 FUNCTION AND ORGANIZATION CHART 32 PERSONNEL DEPARTMENT PROJECTED EXPENSES 35 MOTOR VEHICLE ASSIGNMENT/ELECTRONIC EQUIPMENT REQUEST 38 TRAVEL REQUEST SUMMARY 40 REQUEST FOR INFORMATION SERVICES RESOURCES FORM 42 REQUEST FOR EQUIPMENT PURCHASE OR MAJOR RENTAL 45 1 El D U BUDGET MANUAL Table of Contents Latest Revision Date: May 27, 1996 PAGE BUILDINGS AND GROUNDS SPECIAL PROJECTS 47 PBX PHONE SERVICE REQUESTS 50 CELLULAR PHONE REQUESTS 53 EXAMPLES (ALL FORMS) 55 2 TRTWE MANUAL BUDGET MANUAL Introduction Latest Revision Date: May 27, 1996 In accordance with Section 4-2 of the Weld County Home Rule Charter, the Director of Finance and Administration is charged,with the assistance of the elected officials and department directors, with the task of gathering together the information necessary for the preparation of the budget and in some form, as the Board directs, to prepare a preliminary draft of the budget for the next fiscal year for submittal to the Board by such date as the Board directs. 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, the Director of Finance and Administration has developed the County's budget procedures. It has been the goal to establish simplified, yet meaningful County budget practices and procedures, and to formalize them into this Weld County Budget Manual. Instructions and forms contained in this manual are designed to assist departments and agencies in submitting uniform, well organized and justified budget requests. The budget document provides for the translation of department needs, in dollar amounts, required to accomplish their individual functions. The budget narrative includes activity statements which provide emphasis in the budget process. A priority setting mechanism assists 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 individual fiscal plans. It requires that each agency and department recognize 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 ofservice. Finance and Administration will be committed to recommending only those budget changes which are fully supported by demonstrated need and accompanied by a proposal which provides the most economic and efficient means of meeting that need. A commitment from agencies and departments to limit budget requests to the most essential items will promote the best possible allocation of limited County resources. Financial constraints facing the County 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 departments and agencies carefully screen and eliminate all budget requests that do not have a demonstration of need, a record of past achievement, or sufficient justification. The budget documents contained in this manual require the continuous attention of each department and agency to insure that they are effectively utilized, This manual should be completely read by every County employee involved in the budget process. 3 COUNTY BUDGET MANUAL Introduction Latest Revision Date: May 27, 1996 Finance and Administration 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. 4 WEB COUNTY ,,, :. .7.... ....... T UAL BUDGET MANUAL Relationship of Budget Forms Latest Revision Date: May 27, 1996 ii 1 ' It L- I n _ , , ill It E - a 1 t II I I" K x II kei e may y it <a I ill' v ._ 2 , p 1L Y i y Ili ___J ili at Ij a9 a a 40 it 11 fEi ah 1111, CO MI I H 1 _, I 1 BUDGET DEVELOPMENT TO SUPPORT DECISIONS t ACTIVITY MADE DURING ACTIVITY EVALUATION AND PLANNING EVALUATION AND pIANJJING 5 wELD OUNTY MINI TRATIVE mANuAL BUDGET MANUAL Budget Unit Request Summary Latest Revision Date: May 27, 1996 PURPOSE: This form provides a tabular summary of the budget request, summary of changes, next fiscal year's objectives, and workload measures. NOTE: This form MUST BE submitted on a computer disk provided by Finance and Administration. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Heading: Provide the agency/department name, and the budget unit title and number. 2. Actual Last Fiscal Year: Enter the appropriate amount for each budget classification from the prior fiscal year. This information can be found on the budget print-out forms in your packet, as well as on the Banner system. 3. Budgeted Current Fiscal Year Enter the current year allowed amount for each budget classification. This information is available on the budget print-out forms in your packet, as well as on the Banner system. 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. 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 or referto past Budget Messages for examples. 7. Workload: This section should contain a summary of the major workload units within the department. Identify significant workload categories, and try to choose those that are related to yourresource needs. Report the number of units handled in the previous fiscal year, the number budgeted and actually estimated in the current fiscal year, and the number of units anticipated for next fiscal year. 8. Routing: Forward the computer disk containing this form to the Director of Finance, and retain at least one copy in the department. 6 WELL COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Budget Unit Request Summary Latest Revision Date: May 27, 1996 BUDGET UNIT REQUEST SUMMARY AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: DEPARTMENT DESCRIPTION: ! ACT tx �.B�DGETED .REQUESTED }INCR EIS.: RESOURCES .a�.L7 T,'�'PY' � -.CURRENT F.* NEXT (DECREASE) ' Personnel Services Supplies Purchased Services Fixed Charges Capital Gross County Cost Revenue Net County Cost Budget Positions SUMMARY OF CHANGES: OBJECTIVES: iv f-` tit‘ :t4 . a a..5t, ... . r—`.. ' *'.WORKLOAD ' ' , ^, ,: CT,UAL""' .' ESTIMATED . ".1 PROJECTED '. 7 WELD OUN TY L BUDGET MANUAL Budget Analysis Report Latest Revision Date: May 27, 1996 PURPOSE: The Budget Analysis Form is used to submit the department's proposed budget request and is backup to the amount requested on-line. The requested amounts will be entered on the computer and filled out on this form. The Finance Director will then make his recommendations. Departments will receive a copy of the print-out after the Finance Director's recommendation is entered, 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. 8 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 PURPOSE: The Activity Analysis form provides an analysis of each discrete activity 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 years budget. The concept and definition of an activity is contained in the instructions for the Budget Unit Request Summary. One Activity Analysis form should be completed for each activity identified on the form. Departments should work with the Director of Finance before the budget season to define the activities within each budget unit if there 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, 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 describes 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. B. Mandated, Some Discretion: If there is any discretion available 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. 9 MI I T T � 1� BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 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 saving 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 summary of the major workload units with the activity. Identify significant workload categories, and try to choose those that are related to your resource 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. 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. 10 WELD COUNTY ADM NI TRATIVE MANUAL BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 D. Identify the number of full-time equivalents budgeted for each work category in the current fiscal year and the number requested 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. Request: The resources requested for the upcoming fiscal year should 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 discussed here. 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. 11 WEI] COUNTY BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 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 resources. F. Identify any potential impacts on other County agencies. G. Discuss possible alternatives to the request being made. Include 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 department. 12 . ......................................... �� , ,ATIVE MANUAL BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 ACTIVITY ANALYSIS FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: ACTIVITY TITLE: BRIEF DESCRIPTION OF ACTIVITY: CRITERIA FOR ACTIVITY: ❑Mandated, No Discretion ❑ Critical ❑ Mandated, Some Discretion ❑ Cost Effective ❑ Other DESCRIBE YOUR RATIONALE FOR CRITERIA YOU HAVE IDENTIFIED: SOURCE OF AUTHORITY FOR ACTIVITY: DISCUSS ALTERNATIVE WAYS OF PROVIDING SERVICES AND FINANCING ACTIVITY(include possibile legislative changes): WORKLOAD PRIOR CURRENT Al ALA is REQUEST .. FISCAL 4 . CATEGORY ' MEASUREMENT •UNITS ACTUAL.;:_ BUDGETEY1F. ACTUA ••'.pogrom) UNITSu`<•POSITIONS RESOURCES CURRENT REQUEST y FISCAL XIS , - oest*sE BUDGETED E><I§f7NG NEtiN1EJtRANCED TOTAL iCECRE9SEj Gross county cdet Revenue Net County Cost Budgeted Positions 13 LL COUNTY . DMI 'I T . MANU BUDGET MANUAL Activity Analysis Form/Summary of Changes Latest Revision Date: May 27, 1996 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: ❑ New or additional program ❑ Change in existing level of activity ❑ Transfer in or out of existing program (both increases and decreases) DESCRIBE ITEM AND RESOURCES REQUESTED: CRITERIA: ❑ Mandated, No Discretion 0 Critical ❑ Mandated, Some Discretion 0 Cost Effective o Other DESCRIBE YOUR RATIONALE FOR THE CRITERIA: SPECIFIC ACHIEVEMENTS/BENEFITS EXPECTED: MEANS OF MEASURING RESULTS: CONSEQUENCES OF NOT IMPLEMENTING REQUEST: IMPACT ON OTHER AGENCIES OR DEPARTMENTS: ALTERNATIVE WAYS OR LEVELS: ALTERNATIVE FINANCING: 14 LCOUNTY AD ADMINISTRATIVE M,1 NuAL BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 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 requested 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 requested 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 included 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 consisting 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 activity. Each item in excess of the target budget level should be described and justified on the Appropriation Request Exceeding Target Budget Level form. 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. 15 WET To OUNTY A W RATIVE mANUAL BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 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 analysis 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 one should be the first item you would request above the target level, priority number two 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 expanded (Exp) service. 5. Indicate the budgeting criteria (Mandated, No Discretion; Mandated, Some Discretion; etc.) for each of theitems ranked. 6. Indicate the net County cost of that item and the number of full-time equivalent positions requested. 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. 16 • WELD OUN ADMINISTRATIVEMANU L BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 7. Cumulative Calculations: Beginning with the dollar figure which equals your target amount, indicate the cumulative net cost and cumulative full-time equivalent positions being requested at each level of priority ranking. Indicate the cumulative percentage of the budget being requested at each priority level. 8. Description of Priorities: On the Appropriation Request Exceeding Target Budget Level form, list the line item amount making up the total, and describe and justify the request including the consequences of not receivingthe 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 administrative 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 the overall Agency is within the target amount. 17 NTS COU AD � TRAT � AL BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 BUDGET UNIT RANIUNG FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: TARGET BUDGET LEVEL: $ • CUMMtILATIVE ACTMTT)7 %DF �E_ , .. TE RE₹�UESD SUB-AiCTftr W: TOTAL - 'CRITERIA REQYPUESTor 1 5i oTEws ''OF :PRIORITY, '` ACTIVITY ' * •" .-_ " NET, CURRENT COST , POSITIONS NET BUDGET BASE 1 2 3 4 5 6 7 8 9 10 *M =-Mandated, No Discretion " N =New TOTAL REQUESTED: MD=Mandated, Some Discretion EX=Existing CE =Cost Effective EXP=Expanded C=Critical O=Other 18 [ALL COUNTY BUDGET MANUAL Budget Unit Ranking and Appropriation Request Exceeding Target Budget Level Form Latest Revision Date: May 27, 1996 APPROPRIATION REQUEST EXCEEDING TARGET BUDGET LEVEL DEPARTMENT: This request will be considered individuallyas 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 appropriation limit. FINANCIAL SUMMARY: Appropriation Request $ Less: Revenue Net County Cost $ Budgeted Positions(FTE's) LINE ITEM AMOUNTS MAKING UP APPROPRIATION REQUEST: SUMMARY NARRATIVE DESCRIPTION AND JUSTIFICATION: (Each additional program request requires an additional form.) 19 WELD' COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 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 identifying 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 without 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 thoughtfulness, 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 revenue 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 through job restructuring, scheduling, planning, better organization, or incentives. D. Reprivatization/Contract: Pubic sector managers have been utilizing contracts with the private sector for various local services and interest in increasingthe amount of contracts seems to be rising. Many professional services are more practically accomplished and can be done more effectively in the private sector. 20 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 E. Automation: Any operation that can be made more cost effective through automation or computerization should be thoroughly explored by the department in conjunction with the Information Services 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 modifying buildings to make them more energy efficient, or acquiring energy saving technologies. A specific example would be downsizing of vehicles to 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 restructuring could deliver the current services in a more cost effective way using 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 restructuring 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 Sheriffs Department to ascertain cost effective ways of providing patrol coverage with maximum impact on crime prevention. 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 proposed strategy, indicating the pros and cons and the impact on the service to the public. 21 WELD UNT " BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 5. Savings/Revenue: Detail the savings or revenue that will be generated 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 conceming the proposed strategy. 22 WELD .COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Cost Cutting/Revenue Raising Strategies Latest Revision Date: May 27, 1996 COST CUTTING/REVENUE RAISING STRATEGIES FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: STRATEGY: ❑ Contraction in Services a Energy Conservation o Revenue Source ❑ Administrative Reorganization ❑ Productivity Improvement ❑ Innovation/Technological Transfer o Reprivatization/Contract ❑ Organizational ❑ Automation(Cost/Benefit) ❑ Other: DESCRIPTION: CONSEQUENCE/IMPACT: SAVINGS/REVENUE: FINANCE RECOMMENDATION: 23 LI COUNTY ADMINISTRATIVE mANuma BUDGET MANUAL Objective Tracking Statement Latest Revision Date: May 27, 1996 PURPOSE: The Objective Tracking Statement provides a mechanism for relating departmental budgets to expected achievements, and provide a-format for tracking a department's progress towards achieving its 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 Objective Tracking Statements. Submission and Progress Reports: Departments will submit preliminary objectives with their budget request each year, and finalized objectives in January of the fiscal year. 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 Administration in the annual budget presentation. The objectives will be presented to the Board of Commissioners in January of each year. Departments will submit progress reports on these objectives to the County Commissioners on the first working day in April, 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 reporting 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. 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 the time frame of a fiscal year. 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: 24 WELI) COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Objective Tracking Statement Latest Revision Date: May 27, 1996 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 objectives as presented and type the appropriate comments next to each objective. Additional sheets may be attached as required. 25 .... • ..}ii;vv•.,I r•I.:}},},�''�yy}p;•.t:S k\,'W'n iS..i.i.i.innnnx itmoil iiirire.i:11:1111.11.11111111111;.';,'..i.L. v:4S.S.Lvvv......., ...: ..xv .u.u.nn. 4S-. .:„•,•,•,•4,:{:{.{. 7Gy ... ......... {S .. ,, ;.lS`.YSY:£:.f frfxxr:xr:;:.,,;,a.};tSti#\:xxT:i:i:::Y:i sY^:%:S:Sk:::�'�i� :vh}::.:.. v n.:.KC•{.{.{..;v iY.:: :'R;.;..,.,..x.S:S:S:S,xv:44{.{.}...f ,{:... '::-:: .r}}}}:.S.i.{:S:f: ::}}}N:::'.'An.>4 : :.:.:.:.:.:.:....:.:.xti}.i.+'ui:..}}.:. : kT. L \?VELD :::xx x I „ SMi$i$ft%'::iirfG:kQY41'.k+.{c"»ni.::i4�v',,:: .}].?•::.:.4.:.:.:.:.:.:.:.4. f}} '' .+`4}{}^:]:4:ii44.4 ....:::S.{''.is i:i{,y.:.ni .:.:.:.:.:.. ............. A£ 4G SiTIMt 11)MIWSTBAflVE .. M ....... A1JAL ti \ i rT r3 ..::...:...{::'.: ..:v:.t 4.i%i QhY}}xvv�.n}.:y {{.{ .:,:{•i S'}$SE.. .................... BUDGET MANUAL Objective Tracking Statement Latest Revision Date: May 27, 1996 OBJECTIVE TRACICING STATEMENT FISCAL YEAR a BUDGET REQUEST(DATE: ) a FINAL(DATE: ) AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: NUA4$ER S(byAc •vltyj COMPLETION COMMENTS ON PROGRESS b .. • -_ �, ., _��,•? RATE I tt 26 LTC UNTY ADMINI TR T E MANUAL BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 Budget requests for both expenditures and revenues are to be completed by electronic input into the BANNER Financial System. From the Main Menu, select the following: "A"- Main Financial System Menu "F" - Budget and Position Control System Menu "C" - Budget Request by Account Form Once displayed, the BUDGET REQUEST BY ACCOUNT FORM enables you to create new budget requests to support development of the next fiscal year's budget, in an all-encompassing data entry mode. (Refer to examples of Banner screens on the attached pages.) INSTRUCTIONS: Enter the appropriate Budget ID, which is "FY" plus the last two digits of the fiscal year, e.g., FY97. Then enter Phase as"I" (Request), as well as the desired Organization, Fund, Program, Account, Activity, and Location combination for each particular request. The Display Comparative Data box should be checked if you wish the display to reflect comparative data. The Accumulate Budgets on Entered Keys box indicates whether the comparative data retrieved for a specific account include values that match the entered account set of values. For example, you may leave the Activity and Location fields blank and still gather comparative data for the Fund, Organization, Account, and Program. Leave the box unchecked to have the system retrieve an exact match for Activity and Location. The default is to find an exact match. The system performs an automatic query and retrieves any existing request records which match the account values supplied. If the Display Comparative Data box is checked, the value of the current budget year defaults into the CY (Current Year) field. The account description defaults from the Account Table (FTVACCT)for display purposes, and the form retrieves the current amount requested from the Budget Line Item Table (FBBBLIN). Begin a new request by entering the Account Number, Current Amount, and Change Amount being requested for the specific account. For existing records, enter data in the Change Amount fields. With either a new request or an existing request, you must end with a value in the Current Amount field before committing the budget request. Enter P to increment the changed amount by a percent, or leave blank to indicate amount increments. 27 ELL UNT` " BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 To describe the request and provide justification or calculation of the amount requested, use the LINE ITEM TEXT field to provide back-up information for the requested amount by account. If you add text describing this request, then Y displays in the Text Exists field. You may only add text to a request when it is first created. A. Expenditure requests - Text field: 1. Emphasis in the justification should be placed on the reasons for increases or decreases from the current year allowed; however, maintaining the current level of funding also requires justification. 2. Relate requested changes in these accounts to new or expanded activities discussed on the Activity Analysis form. 3. Show all calculations. 4. 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 reason for any changes. For a request that is identical to the current allocation, cite the reasons. B. Revenue estimates-Text field: 1. Indicate how revenue estimate was calculated. 2. Include text explaining any change in revenue from previous year, e.g., new grant, rate increase, volume change, etc. 3. Indicate any action that can be taken to increase the revenue amount. Enter either P (Permanent)or T(Temporary) in the Dur field. This is the duration of the budget request. The Dur field is a unique key factor for this item, so it is possible to have two records present with the same account number, one of permanent duration, one of temporary duration. 28 WELD COUNTY BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 ADDITIONAL INSTRUCTIONS: 1. Attach all estimates or other documents which support account requests immediately behind the corresponding page. For example, a letter indicating a rate increase should be attached directly behind the page containing the equipment rental account. 2. If additional detail is required to fully justify an account request, an 8-1/2"X 11" sheet should be completed and attached directly behind the page containing that account. The attachment should contain data relating only to that specific page. 29 WETCOUNTY AD STRATIVE MANUAL BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 Cction Menu APPI t Funrr ICBAMENB 2I.SIIBNPI� I � A "FINANCE Main Financial Systems Menu B- •GENERAL General System Menu ��4d �ll�ui� Y�l tll��'$Inlgl� 'I f t IMenu APPI I nFiren IGUAMENO 2.1.51�NNPI11--- Iu I?,] Enter Selection --> FINBUOGI .116.J',b J7�'9u!Wuw al Ledge„ I FINGENLL G er System Menu B- 'FINOPER Finance Operations Menu C- 'FINSTORf5 Stares Inventory System Menu O- •FINPURCH Purchasing and Procurement System Menu 'FINAP Accounts Payable Syatern Menu F •FINBUDG Budget and Position Control System Menu 'FINASSET Fixed Assess System Menu H 'FINCOST Cost Accounting System Menu I 'FININVEST Investment Menegemenl System Menu •FINAR Accounts Receivable Menu ry` Gc IM APFBABDRO nn �(.UAMI NU]1!r�JI I I4 FIC KI wu r I E Cer Sele do > A FTMOBUD Operating Budget Maintenance Form B FBIBUOG Budget Query Form C FBABDFtA Budget Request By Account Form FBABDRO Budget Request Farm F- FBABDMN Nudger Maintenance Form F FBABDDS Budget Distribution Parameter Farm G FBABDDA Nudger Dlnrriburlon by Amaum Form H- FBAMCHG Mass Budget Change Farm FOABPRC Budget Process Control Parameter Form J FTVOBUD Operating Budget Validation Form K FTVOBPH Budget Phase Veldellon Form L 'FINPOSN Puuiliue Cgntml Processing Menu 30 WELL COUNTY ryI`1111i^. T T[`F 111 f R%%% kA{{-0 O 4 � . .. n:ffMMM p}+4nnn-0.v:•+•nvv ...... BUDGET MANUAL Budget Request by Account Form for Expenditures and Revenues Latest Revision Date: May 27, 1996 udgrlRrquesthyAtceurtFunn[F p• 2.1.5J(RNPtJ [97(.1"17171 4��1i I Fii i 711V d(''i'. I aa� �� , �,. Period: Meas. Type: ° i ❑ Display Comparative Data ❑ Accum. Budgets on Entered keys Account Entry Information CY: F— . nisi Description Current Amount Change Amount ;lext Dur Budget 1 i F7 : • rk.ra • 1 I�1 min fGeneral Text Entry Forur(FO TFM ?.1.5J( NPI) W�y�,C,y;1E I . J Default Increment: r---] Text Print Line • m.e.reW ❑ ❑ t 1 O ( 31 .......................................... WELD COUNTY Al)MIINTISTRATIVE MANUAL L BUDGET MANUAL Function and Organization Chart Latest Revision Date: May 27, 1996 1. Presentation: Use paper 8-1/2"x 11" or 8-1/2"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 assigned 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: 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 organization 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 direction of a designated or functional department head. 32 CiET COUNTY � � � BUDGET MANUAL Function and Organization Chart Latest Revision Date: May 27, 1996 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 department. 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 organizational element. C. The budgeted positions and personnel classification titles assigned to the organizational element. The budgeted positions should be typed on the left side of each personnel title. List in order of supervisory responsibility. The primary supervisor is to be slightly offset. 7. Additional Pages: In larger departments it will not be possible to show all required detail on one page. The first page should illustrate 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. Place the total number of budgeted positions in the appropriate block if a referenced organizational element is being shown. Functions and personnel classifications can then be presented on subsequent pages. 8. Clarification: If you wish further clarification on the preparation or submission of your organization and function chart, please call the Personnel Department. 33 LLD CST " ADMINISTRATIVE MANUAL BUDGET MANUAL Function and Organization Chart Latest Revision Date: May 27, 1996 DActs for department head in his absence Title of appointing authority COUNTY OF WELD �� Permanent Positions NAME OF DEPARTMENT Man-Years Functional organization chart Budget Unit(s) NAME OF DEPARTMENT APPROVED: _ Brief description of the basic r functions of the department and By: ' responsibility of department head TITLE OF DEPARTMENT HEAD COMMISSION/BOARD ( 1-TITLE OF DEPARTMENT HEAD By: J PERSONNEL Functions of advisory commission - if any SECRETARIAL j 1-POSITION TITLE I NAME OF DIVISION NAME OF DIVISION NAME OF DIVISION 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 I 1-TITLE OP ASST. DEPT. HFAO 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 Func[ions of Functions of section section page 2 page 3 NUMBER AND TITLE NUMBER AND TITLE 12-POSITIONS 23-POSITIONS OF POSITIONS OF POSITIONS 34 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Personnel Department Projected Expenses Latest Revision Date: May 27, 1996 PURPOSE: This form details each budget unit's staffing and projected fringe benefit expenses required to fund the request. The projected personnel cost, at the request stage, will include only currently authorized positions and their current cost. Increased salary expenses for the next fiscal year will not be included at the request stage. A salary contingency amount will be included in the budget in a lump sum amount without it being spread among various budget units. The purpose is to present the Board with 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 (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 the following policy: 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. 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: 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. 35 WELD COUNTY BUDGET MANUAL Personnel Department Projected Expenses Latest Revision Date: May 27, 1996 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. 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 evaluation of the department,working with the department head to determine all alternatives possible to solve the work load problem. 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. 36 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Personnel Department Projected Expenses Latest Revision Date. May 27, 1996 Uaaaauauac.ta 06V [0Um UVm 0000um00Mm60m0 ww gaff''' rf frmBmr^m R ° Ag 6ff.SaS s8 d_e2 2 8 mom m= 8g 788 �c m 82 ; x22 ,g,g8;8282f2Ag88fAfff -. Zn rvn ega<a I E.m° e& ='�i �,nn«'8inn_n^noma gm ,SA = = �cr_ nan�..P_,.r „,�tiN�orvvvnvvvovvvnvvawmm�ernm� 8a88o88880 ,fgf g88 IKw-ww, 0000zDang n wuwwwww ~Qw IHIIH0 _ _> 2j ------- ¢KKKttKKRK¢¢O 6«ZZZZ Z ZZ Zzzz123i t ti JJJ a ¢ ¢§Qa pIZIIZ2 2222m �ZZZZr ______ _ 3x xxxxx xxxxjW�WF€Fx� i xx�xi�xrixxxxaa =x xxxx xx��w�xxzxx w wwwwwili w�iww$w>o ZZZZz ZZLzzzzz1000 212111 IZZZZZZ30300000££f£ uVV_V_UUVJVVJUVE ££E£££I££££5t a£E££££££££££££x2xx£££ £ OOOOOOOOOOU000 £F£08000 000000 D00000000iuuoVUUVuuVuuVUUUVUouUU nnnnnnngnnnnnnngngng.00.,000 s�$ogggggggggggg gEgggg 0 37 LIc OUNTY ADMINISTRATIVE BUDGET MANUAL Motor Vehicle Assignment/Electronic Equipment Request Latest Revision Date: May 27, 1996 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 department 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 example, compact car, pickup, etc. 4. Special Equipment Needed: Indicate whether any electronic equipment 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, classification, or title and typical driver duties. 8. Vehicle Garaged: Indicate where the vehicle is garaged at nights and on weekends by listing the specific address and the distance 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. 38 .......................... WELD COUNTY BUDGET MANUAL Motor Vehicle Assignment/Electronic Equipment Request Latest Revision Date: May 27, 1996 MOTOR VEHICLE ASSIGNMENT/ ELECTRONIC EQUIPMENT REQUEST FISCAL YEAR AGENCY/DEPARTMENT NAME CONTACT PERSON BUDGET UNIT TITLE/NUMBER PHONE NUMBER 1. REASON FOR REQUEST: 2. NUMBER OF VEHICLES: n Request for additional vehicles) U Reduction In number of assigned vehicles 3. TYPE OF VEHICLE: o Modification to class of assigned vehicle n Change In Budget Unit Number 4. SPECIAL EQUIPMENT NEEDED: 5. LENGTH OF ASSIGNMENT: o Permanent /I Temporary(from to ). 6. USAGE ESTIMATE: Miles/Month Days/Week 7. VEHICLE ASSIGNED TO: Location Onver C/ass or Tit/e Typical Driver Duties 8. VEHICLE GARAGED: n Nights u Weekends Distance from work site Address: 9. JUSTIFICATION: (If more space is needed,attach second sheet.) 10.DATE: SIGNATURE: TELEPHONE NUMBER: TITLE: PLEASE DO NOT WRITE BELOW THIS LINE Cost Estimation: (Motor vehicle) Total $ Cost Estimation: (Communications) Total $ _ COMMENTS/RECOMMENDATION: 39 ..................... WElD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Travel Request Summary Latest Revision Date: May 27, 1996 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 conference locations. 9. Number of Meals: Indicate the total number of meals that will be purchased at the meeting or conference. 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. 40 WELD COUNTY mANTT nn Ai.xx:e. u1.1-1-4 BUDGET MANUAL Travel Request Summary Latest Revision Date: May 27, 1996 TRAVEL REQUEST SUMMARY FISCAL YEAR BUDGET UNIT TITLE AND NUMBER: PAGE OF PAGES DESCRIPTION OF TRIP PERSONS ATTENDING EXPENSES AMOUNT Trip Official Name of Meeting Destination #of Title of Persons Taking Trip *of *Nights *of Travel Requested Days Persons Lodging Meals By Amount Approve d Amount 41 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Request for Information Services Resources Latest Revision Date: May 27, 1996 PURPOSE: The Request for Information Services 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 requested. INFORMATION TO BE COMPLETED BY THE DEPARTMENT: 1. Headers: Indicate the fiscal year, department name, budget unit title and number, project title, Information Services liaison'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 processing should be broken down by direct costs from the data processing center, equipment costs (rents and leases, maintenance, fixed assets, etc.), contracts, and other computer services and supplies. 5. Estimated Non-Computer Cost: Information Services 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-computer services and supplies which relate to or result from the project. Displacement of existing cost, 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. 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 altematives 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 deferred to a future year without serious difficulty. Be specific in describing possible consequences. 42 NIT T ANUA BUDGET MANUAL Request for Information Services Resources Latest Revision Date: May 27, 1996 REQUEST FOR INFORMATION SERVICES RESOURCES DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: PROJECT TITLE: DEPARTMENTAL LS. LIAISON: PHONE NUMBER: 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): 43 ............................. LD COUNTY BUDGET MANUAL Request for Information Services Resources Latest Revision Date: May 27, 1996 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: 44 ......................... [ EL COUNTY BUDGET MANUAL Request for Equipment Purchase or Major Rental Latest Revision Date: May 27, 1996 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. Purpose of Expenditure: Check () the appropriate reason(s) for this expenditure. 5. Cost: Provide cost data requested. 6. Number of Similar Items in Inventory: Indicate the number of similar equipment items in the inventory of the requesting department. 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 owned or rented item(s) that will be replaced by the request 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. 45 rr is>a>.:?;r2'+.22 i;;;Jr•.$R2c:;tc{3z:R:R:RS:R:a5ir:»i^i^i>ii?"t't"t'ti$rir 3}3r3r:'.� .3:A;3i3:i})} :::;ff :;::.: :'•kGQ�:c ,a :.�:}rr .. ..,.... wi�,?;?fir•,•yt:ira;;..;...;.; ..t •:rv>�f+�}vv:..:vi:}: Yh{•:•:•:•%'}.:..Y•fft}:}:}iqp::i. �. X vin .vwvv:vv¢:}:iYY}':f/fffr.CQrf.{it'{:'J.J.:{.i.;{i.'•{,n.1:innF COU1:'.:r $t::,.::Y::::frf.'/W:X:•lfrf.•{.Ye:;t•{.YeJ tat •+.+..... $ J wv }}Yrrfrf•3�:$5.:i ::.::. vx.....:rr.«:••.:. �:.Sri! MINI STRA.TIVE}.:.is:•:i:.+ r t:i:i•Yv•Y:•:•t•aA ....... ��• BUDGET MANUAL Request for Equipment Purchase or Major Rental Latest Revision Date: May 27, 1996 REQUEST FOR EQUIPMENT PURCHASE OR MAJOR RENTAL 1. Department/Activity Contact Person Date Phone Equipment Item 5. Cost: Per Unit Total 2. Form of Acquisition(check appropriate): Purchase price or annual rental S S o Purchase ❑ Rental Plus: Installation or other costs $ $ 3. Number of Units Requested: Less: Trade-in or other discount S S Net purchase cost or annual rental $ $ 4.Purpose of Expenditure(check appropriate): ❑ Scheduled replacement 6. Number of Similar Units in Inventory: ❑ Present equipment obsolete ❑ Replace worn-out equipment ❑ Reduce personnel time 7. Estimated Use of Requested Item(s): o Expanded service ❑ New operation _Weeks per year(Approximate months,if ❑ Increased safety seasonal) n Improve procedures,records,etc. _ Average days per week Average hours per day _ Estimated useful life(years) 8. Replaced Item(s): Prior Year's Item Make Age Maintenance Rental Cost Breakdowns Cost 9. Recommended Disposition of Replaced Item(s): O Possible use by other agencies ❑ Trade-In o Sale 10. Justification Narrative: 46 WELL COUNTY ADMINISTRATIVE MANU L BUDGET MANUAL Building and Grounds Special Projects Latest Revision Date: May 27, 1996 PURPOSE: The purpose of the Building and Grounds Special Projects form is to provide each department a formal mechanism of requesting repairs or alterations to building structures their programs occupy. Each department is responsible for requesting the Building and Grounds Department 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 assessing whether or not a Special Projects Request form is necessary: A. MINOR REPAIRS AND ALTERATIONS--All non-recurring general maintenance work under $500, including moving of furniture, changes in electrical outlets for approved equipment, moving existing landscape partitions, etc. Minor repairs and alterations should be requested on a Work Order and submitted directly to the Building and Grounds Department throughout the year, as needed. B. SPECIAL PROJECTS(Major Alterations) -- Any building alteration estimated between $500 and$10,000, including installation of cabinets, fixed walls, major electrical rewiring, plumbing fixtures, and any other changes particularly related to departmental changes in staffing or program. Special projects need to be anticipated in advance so that Building and Grounds can obtain appropriate staffing levels and give operating departments realistic completion dates for 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-- Projects which are estimated to cost more than $10,000. When clarification is needed, the Director of Building and Grounds will determine whether requests should be classified as routine maintenance, minor repair and alteration, special project, or a capital project. 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. 47 ELT tUT " BUDGET MANUAL Building and Grounds Special Projects Latest Revision Date: May 27, 1996 3. Room No. or Unit: Give the room number or unit of building requesting 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 necessary to your department. 7. Signature of Requesting Department Head. COST ESTIMATE: The superintendent of Buildings and 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 Director of Buildings and 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. 48 WELD COUNTY ADMINISTRATIVE MANUAL BUDGET MANUAL Building and Grounds Special Projects Latest Revision Date: May 27, 1996 SPECIAL PROJECTS FISCAL YEAR AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: BUIILDING: ROOM#OR UNIT: DESCRIPTION OF PROJECT(Attach sketch if appropriate): STATEMENT OF JUSTIFICATION: Date Completion Desired Signature(Requesting Department) COST ESTIMATE BUILDIND!GRO NDS ' , ' FUNDS AP ROVED DESCRIPTION Account• Amount W Account#' Amount ' Material Equipment Contract Service TOTAL Salaries and Wages GRAND TOTAL REMARKS: 49 WET .T) COUNTY ADMINISTRATIVE mANT JAL BUDGET MANUAL PBX Phone Service Requests for Additions or Changes in Services or Equipment Latest Revision Date: May 27, 1996 PURPOSE: The PBX Phone Service Requests for Additions or Changes in Services or Equipment Form has been designed to formally request and summarize proposed changes for budgetary planning purposes. 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 the specific change being requested. 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 estimate for project cost will be completed by the PBX Phone Service Manager. 50 WELD COUNTY BUDGET MANUAL PBX Phone Service Requests for Additions or Changes in Services or Equipment Latest Revision Date: May 27, 1996 PBX PHONE SERVICE REQUEST (FOR ADDITIONS OR CHANGES IN SERVICES OR EQUIPMENT) AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: PROJECT TITLE: DEPARTMENT LIAISON: PHONE NUMBER: DESCRIPTION OF PROJECT: STATEMENT OF JUSTIFICATION: DATE COMPLETION DESIRED: SIGNATURE: (Department Head) 51 WELD COUNT? • BUDGET MANUAL PBX Phone Service Requests for Additions or Changes in Services or Equipment Latest Revision Date: May 27, 1996 COST ESTIMATE: Materials Wrong @ 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 52 LL ' COUNTY ADmiNisTRATIvE MANUAL BUDGET MANUAL Cellular Phones Latest Revision Date: May 27, 1996 Any department or office needing a cellular phone will complete a Cellular Phone Request Form, available through the Phone Services Department. On the form the department shall indicate the service requested and the justification for the cellular phone. Phone Services staff Will identify the costs to acquire and operate the phone and make a recommendation to the Director of Finance and Administration conceming the request. The Director of Finance and Administration will then make a recommendation to the Board of County Commissioners. The Board of County Commissioners will then approve or disapprove the request. Only those requests approved by the Board of County Commissioners will be permitted to acquire a cellular phone with county funds. 53 $T ��jj(■y��{j couN'r! 1i �� L.i�../ } .. $$ hv. •'^:^'1^:$$$$$$ticc:i:%•%as}nst&&rf d Y•G .:� ^•vn n .. vv "v ht'.; tixt h%{.% C# kiln\\:vv}35$Y•Ci i:i ,. is iii, ,�*�xx� ottki::a'^:^: .... .. . .•. . . .• I .f .::.: , 1TS/14(441:1M■ T /j ,,,,..::„„.„,„,„,,,,,„,,:,..,:.4,.???,.,,,,,, ,a r .orr ,if • ..} iyi o. i'EI'rT�i TIVE AZ � #.. iif� Ki3,r}w]} ,'iN'i %'•, k;:::3 :,W f h} Ssf ics Sfii1,cz. f MS.S R}}}} ..r....,..;:..:Svr}}Y.•^:••;•,S'•.�.v.ti x f ........, x•:• {. :. ter. • � h}r}r r...::::::: •••• v:::r;:•. ^^ %..xhh},xxxxx..x YSYi :?ri}r.>,o>]ar,Y,2$$i",r^;?iff.'/.'1,.:', }}r?}:Ct Rr}.re•..ISSC{S}:}:}:}:}:}:}:}:}::S}:}:}Jh k2k25'c{,{{..$:�;₹;$• BUDGET MANUAL Cellular Phones Latest Revision Date: May 27, 1996 CELLULAR PHONE REQUEST AGENCY/DEPARTMENT NAME: BUDGET UNIT TITLE AND NUMBER: CONTACT PERSON: SERVICE REQUESTED: JUSTIFICATION: COST: INITIAL PURCHASE S MONTHLY S RECOMMENDATIONS: PHONE SERVICES: Phone Services Manager FINANCE/ADMINISTRATION: Director, Finance and Administration BOARD ACTION: . APPROVE DISAPPROVE DISCUSS Barbara Kirkmeyer George Baxter Dale Hall Connie Harbert Bill Webster Date Received: Purchase Order Number: Phone Number: Assigned To: Serial Number Brand: Model ESN Number. 54 WELD COUNTY BUDGET MANUAL Examples of Budget Forms Latest Revision Date: May 27, 1996 The following pages display examples of each budget form for your assistance. If you need assistance or have questions concerning any step in the budget process, please do not hesitate to contact the Department of Finance and Administration. 55 EXAMPLE ONLY BUDGET UNIT REQUEST SUMMARY AGENCY/DEPARTMENT NAME: BOARD OF COUNTY COMMISSIONERS BUDGET UNIT TITLE AND NUMBER: Office of the Board -- 1000-10100 DEPARTMENT DESCRIPTION: Statutory head of county government. Each major department is overseen by one Commissioner, who serves as an assistant in another. '' t r O EE z` ' r sq:E r . F0 m a' :.dy P tEE �rA0911 En@ k r i4 t a Ti YiIE � H i pil { 23 .. 5 %ii E' th irv}t n was' I a l fi x .k Ie d Personnel Services $ 278,229 $ 289,351 $ 289,351 $ 11,122 Supplies 65,823 70,303 68,303 2,480 Purchased Services Fixed Charges Capital Gross County Cost $ 344,052 $ 359,654 $ 357,654 $ 13,602 Revenue Net County Cost $ 344,052 $ 359.654 $ 357.654 $ 13.602 Budget Positions 6 6 6 6 SUMMARY OF CHANGES: Office supplies are up $100, postage and bill service account is down $500, memberships are down $2,000 with the decision not to join NaCo, meals and travel are up $1, 100, and other purchased services are down $700. OBJECTIVES: Board objectives are the strategic objectives for the entire county. EjAGTUA E ...... V E R N�� S90I. r � ...* eta tH n/a EXAMPLE ONLY ACTIVITY ANALYSIS FISCAL YEAR 199* AGENCY/DEPARTMENT NAME: BOARD OF COUNTY COMMISSIONERS BUDGET UNIT TITLE AND NUMBER: Office of the Board -- 1000-10100 ACTIVITY TITLE: Legislative Program BRIEF DESCRIPTION OF ACTIVITY: Tracking the State Legislative process, coordinating responses to proposed legislation, assisting in compiling the County's legislative package and providing follow-up. CRITERIA FOR ACTIVITY: ❑ Mandated, No Discretion ❑ Critical ❑ Mandated, Some Discretion [g Cost Effective ❑ Other DESCRIBE YOUR RATIONALE FOR CRITERIA YOU HAVE IDENTIFIED: During past years, the Legislature was considering transfering responsibility of paying for costs incurred by the County Social Service Department for the Child Diagnostic treatment program from the State to the County. Through the efforts of the Board and staff we were able to forestall the transition. SOURCE OF AUTHORITY FOR ACTIVITY: No specific authority DISCUSS ALTERNATIVE WAYS OF PROVIDING SERVICES AND FINANCING ACTIVITY(include possibile legislative changes): - activity is provided to some extent through CCI - full-time County legislative analyst - each office/department follow legislation for own area WORKLOAD PRIOR CUR RE T FISCAL REQUEST FISCAL : CATEGORY 01EASI MENT ZNEMMEMg UNFTS AC` UAL @tiD T D AC'i'UAL POSITIONS UNITS ITION Staff Hours/month 160 .93 192 1.09 nilea¢e/st Miles/month 0 960 ?ostaze $'s/month $ 13 $ 20 RESOURCES CURRENT REQUEST E7SCAL INCREASEI BUDOE"YEI! EX G NEN71EXPANDEI7 TGTAL !DECREASE Gross County cost N/A $21.176 $ 6.239 $ 27.416 $ 6_ 239 Revenue Net County Cost $21.176 $ 6.239 $ 27.416 $ 6.239 Budgeted Positions .93 . 16 1.09 . 16 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 ❑ New or additional program OK 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 199* 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 meal budget. CRITERIA: ❑ Mandated, No Discretion ❑ Critical ❑ Mandated, Some Discretion ® Cost Effective o Other 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 and 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: Assessing the impacts and 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 County level. Without an expressed interest at the County level, more of the type of 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 and 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: ..........................................................................................................................................':w:'. ................................................................................................. ................................................. r 2 M" v1 -t 0 O, z o W ; ; ; I: i u1 e C7U'l iw W "�' N , N w 1 kiii Et 1.1 rn ¢ w w w r L, u I1 . cc m LI 9-4 Q O L O a) oo rW U. •J C C V 3 .'C a A m �* �* o o 1/40 a) W W at) o o u ° n .� .. W X Z M W # w r�l Z j o Q N 2 : "+ C -- C 2 Q y u) g Ill W •rl '7 •H CO .r cC > 7 > U I•••• p_ Cl ccl 9-1 Ca N V1 gq Si w N co N N H • 4) � 07 N C O p 4) CI J c Z :it >-%• I► c°) 3 h 73 m a) N To w m V• 0 C C N ... L CO CO O '— + Q CO W g • 2CII) 60m w r) v In m N 40 m o II c)II w Oii OII EXAMPLE ONLY 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 appropriation limit. FINANCIAL SUMMARY: Appropriation Request $ 23,860 Less: Revenue 430 Net County Cost $ 23.430 Budgeted Positions (FTE's) 1 LINE ITEM AMOUNTS MAKING UP APPROPRIATION REQUEST: Salaries $ 19,824 Retirement 1,190 FICA 1,318 Insurance 728 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 companies 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 requires an additional form.) EXAMPLE ONLY COST CUTTING/REVENUE RAISING STRATEGIES FISCAL YEAR 199* AGENCY/DEPARTMENT NAME: Health Department BUDGET UNIT TITLE AND NUMBER: Home Health 2500-41300 STRATEGY: ❑ Contraction in Services o Energy Conservation ❑ Revenue Source 0 Administrative Reorganization ❑ Productivity Improvement 0 Innovation/Technological Transfer 44 Reprivatization/Contract ❑ Organizational o Automation (Cost/Benefit) 0 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 illnesses, restorative and therapeutical services to patient's place of residence, and provides homemaking and personal care services to chronically and acutely ill individuals in their homes. The Health Department has been the sole provider in the area because 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 bOIW&J CE/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 multiple 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. 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 bathe private sector, Weld County would be able to save $50,000 net county cost in the providing of health care services. FINANCE RECOMMENDATION: a 1 z O a 2 Iw z a J o Q o Et ,c o O rm o 0 '— z - - e ti I Cr - M }% • O I Cr CV ---- 4J � � Cr N N .--i Ca; � SQ b o ro k E. uL c y" g al G R H C S w • W 4 W YO a a u N G u a a) en ':~` ' u Ea,, 0 °U V 4j C G N Ili 0J U k aM h Q2 •J o E °a �1 Q 2 Q al a - I G a b" a b al Er H O !� 2 Q - a <a % 0 W Ill J a a a °E a m v ° >7.1 ro, ,°a cu a 1= w OO m u w us, a a v ca o ti WO ' ti W U i--I N lY'I -Y' Ifl 0 Q .... BUDGET REQUEST BY ACCOUNT FORM EXAMPLE ONLY FOR EXPENDITURES AND REVENUES i?' :u, iet •c'uest 'y 'ccruntFrrm( . :• 2.1.5((:x•:) hlr A 0B0et iRifi I FY97 I REQUEST BUDGET 5E1=1111 90100 NON-DEPARTMENTAL MMI0NEPPRa+l E UEST; RE UEST i MER"' GENERAL FUND Period: J ANNUAL iffiriMilll Meas. Type: A DOLLARS ...a 't PROF. SERVICES ' 7.771=ct ! N WELD COUNTY : LBYVnii l ® Display Comparative Data ® Accum. Budgets on Entered keys Account Entry Information CV: Fl Description Current Amount Change Amount %Text Our Budget .. I I I......_ .... 9.,400 , -0- _ YI I lit , i : _! .,.«.,..:.,:::IT. ilmill ie ..,,,,,t ue•••.,, Exit "„i - 1 r General Text Entry Form(FOATEXT 2.1.5((BNPD) On TMo*, BRQl 1777 110.9.7.99.9.0.9.060 Default Increment: 10 E' Text Print Line UDIT FEES 445,000 ❑ 10 11 INDIRECT COST PLAN 45,500 C3zoi . v 401K FEES ;2,000 l ❑ 30 VISITORS' BUREAU $3,000 it ❑ 40 COURIER SERVICE ;3,9Q0m^^ ❑ SO- TOTAL ;59,400 ❑ 601 --r, __..... ,..,,a.....:__...,-..............._ • VISITORS' BUREAU WILL NOT BE FUNDED AFTER HIS ❑ 70 YEAR PER POLICY OF BD OF CO COMMISSIONERS 1 0 60! ADOPTED IN 1996. ❑ 90[ 401K FEES BASED UPON CURRENT ENROLLMENT 0 100{ ____.._..._1 COST PLAN RATES FIXED FOR 3 YEARS i 0 110! COURIER SVC PAID TO PRINTING C SUPPLY' 1 J:J_ BUDGET REQUEST BY ACCOUNT FORM EXAMPLE ONLY FOR EXPENDITURES AND REVENUES ! ' Budget Request by Account Form(FBABDRA 2.1.51(BNPD1 **I ''e.: '1 G FY97 F REQUEST _._ If11N F'i'i, u L! 15100) DISTRICT ATTORNEY p1i`;:°'_ n E "` .t 111,$. REQUEST BUDGET. d,;.s;. 0.0.0..3 ...GENERAL FUND Period: x111' :,::.I,:, _ ANNUAL ::�Y ��I�i� 100 Meas. Type: Ai DOLLARS NT;1:',:,I ,,;:.:: 434 : RANT ,,__ rn7.7a eeeg6 e9I W: W TY I tfl3lEMI , u �nO®tK Olll l ie[ .:........__,.._^Yee;.^,.. ._ —I 'm: [i Display Conparative Data ® Accum. Budgets on Entered keys Account Entry Information CY: r • !lcct,.,, Description Current Amount Change Amuunt %Text Dur Budget &.RA19.I. ' I.._a 38,.000 ...... ! ,15..5.00 • I I I 6 D "� _ _� _ — ..� t tt . �_ —_ yy''�� t � + i .._J i'.J i :�...»y:;:...,,��---._.._..,.:::, i:::•,-....�::,•�.,Y .,,... eooee:t err::,;::,:,e;.��e:.:. ::{: I ::1.�:av fl' iW� A� t�l�:`Tt�:�o ��R1��1��Ih��fl �,::ee�s�ui�eea� e�r:,!��. r:a�il�l Gen r ITextEntryF,rm(Fr TEM 2.1.5)IaN'II ?N ' .t BR 00001 IL4340QQQ.QQ.1.Q.9A Default Increment: I19 Text Print Line t a ' STATE REIMBURSEMENT OF DA SALARY I ❑ loi �+1 R G.13S. 24-1.-.3.Q..1 O 20 -....fl l + O 30 S..TALE..LAW.AttaillED.,..Z1i.....19.9.5.....B.Y....k1119.5-.J:.3,4Q..RALSEA.........._ O 40i MAXIMUM AMOUNT REIMBURSED TO 601 OR $67.000 CI 50 4>Z....$53,.b00......F.EL.I.LYE....1-.1r9.). ,.._...__ ❑ 60 THIS IS AN INCREASE OVER PRIOR YEAR OF ❑ 701 ❑ 80 ❑ i El ` ji • .. a P U wiv 2 a a U N O G O d"' 2 a d N V d U "+V) I-- p�+ l' — a y0 2 p~2 P I-- cf L. W a J j Sl P F-a)3 er N_ K Q lll` 0 0 M^._ 0 0 a LL 1- Y . 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ZZZZ2000H 0000»»0 Orr rwwtnwU ww www-wwwwwww OO U U w w w > YLL2ai llKw www llKllKllKRKR¢O LL 000?00000O0DDDaOOOOD0D ZZZZZZZZZZZZZZ OZZZZZZZZZZZZZ ZJJ_JJ ZZZZF ¢¢ ¢¢¢¢¢¢ ¢¢¢¢¢¢w 1 Z S x x x 2222 x2xZ>>>jxl22 UUUUUUUUUUUODUwrr0rrrrt-rrrwwwwrJJJw ZZ.zzzMITITTZZzO¢iiiii2xx222x2x x2222 2xx22222222222zU r > > » »> rUODUr�� wwwwwwwwwwwwww¢0r11 LF rrr 1 ''III I r w F F F w r F w uj w w w F Lu 0 Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z w w W w W W W W W W W W W W W x>00>2 22 00 00 0 2 0 r r 0 r 00 00> U U U U U U U 0 U U U U U U U >> 2 2 5 5 5 5 5 2 2 2 0 LL LL LL LL LL LL LL LL LL LL LL LL LL u w¢0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 LL0000000000000000000000000000000000000 r OOOOOOOOOOOOOOOxUooUooOUooU000000000000 ¢00 00000000000mmmmrvmmmmmmmmmmo 0)o 0000 000eooc `e v v o o o a o a a o o 0 ev o e 00) O m 000 0 0 0 em 0 m 0 0 m m m 0 m m m N 0 000oo0T00000000000000000000000000000000 E z oco 000 000 000000 N no w 0 r m f -N N N N N N N N N N NOI m n n n n n n EXAMPLE ONLY MOTOR VEHICLE ASSIGNMENT/ ELECTRONIC EQUIPMENT REQUEST FISCAL YEAR 199* AGENCY/DEPARTMENTNAME Sheriff's Office CONTACT PERSON Rick Di11 BUDGET UNIT TITLE/NUMBER Sheriff PHONE NUMBER 4631 1. REASON FOR REQUEST: 2. NUMBER OF VEHICLES: 2 F7 Request for additional vehicle(s) 0 Reduction in number of assigned vehicles 3. TYPE OF VEHICLE: Compact. 4d Sedans o Modification to class of assigned vehicle o Change in Budget Unit Number with 6 cylinder engines, specifically Chevrolet Caprice' 199* 4. SPECIAL EQUIPMENT NEEDED: Welcom police radio, first aid kit, blankets, fuses 5. LENGTH OF ASSIGNMENT: p7 Permanent o Temporary(from to ). 6. USAGE ESTIMATE: Miles/Month 1,250 Days/Week 6 days per week 7. VEHICLE ASSIGNED TO: Location Greeley office Driver Class or Title Captain TypicalDriverDuties Responds to major crime or disaster. used to transport prisoners and as backup civil process car 8. VEHICLE GARAGED: 0 Nights o Weekends Distance from work site on site Address: Sheriff's Garag- 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: 6/12/9* SIGNATURE: TELEPHONE NUMBER: 356-4000 Ext. 4631 TITLE: • * * * * * * * * PLEASE DO NOT WRITE BELOW THIS LINE * * * * * * * * * Cost Estimation: (Motor vehicle) Total $ Cost Estimation: (Communications) Total $ COMMENTS/RECOMMENDATiON: cn a c≥ w : CD as • aU. O a\ <n c, N N W _ y iLG G1 m ro ro m ro .,I : U U U U u 0 Ui V C O en en en en cn -:..1$1:: -.41:-..:*,.: O W 1 lli IC ti k rn n fl O O rn Z u co u m O o ti 2 mu cpu r^ YA �D C bD T yr„J0 d �c u u u u w w LC 1� ai•.rii w •r-4 m m 0 Q 6 G m G m vui :jig W G a Q •rim •ra a1 V - T nrl n rV ri r-1 u F J u a' 4 u T N T N •C +i Oct u C uC) u W C C •� +- U 6 aft m a.1 a.,, > > UC0 Cr F n Qw Q .i1 in h AC W� N r u W N N1 r1 en en Cl J Q Eta., ..1,11,11,1114,!11,1,,,„;1111,: a,C p C0C0 OO 0 k W Qw P. P. C N CI) v� w - E.. w 0 w n Z LL.. aCi m r° H C C Q I Q V O 0) U Q p w LIJ J ff u G u -t 7 O0 O0 G 0 0 > :t C CI G C h Uri Q Z G F cu F 7.731-7. cn) C C 0u OC 6 i,..^ Or 6146 OG •r+ r C u Vr O N O P O a O C row c O OH U O R OO z O 2 CO 0k-: --, N cr. Lt, .o EXAMPLE ONLY REQUEST FOR INFORMATION SERVICES RESOURCES DEPARTMENT NAME: Clerk to the Board BUDGET UNIT TITLE AND NUMBER: Clerk to the Board -- 1000-10400 PROJECT TITLE: Management Information Systpm Feasibility System DEPARTMENTAL I.S. LIAISON: Carol Harding PHONE NUMBER: 356-4000 ext. 4217 SUMMARY OF PROJECT: The project would involve the conduct of a feasibility study aimed at determining the advisability of converting manual record keeping system to automated systems. PROJECT DESCRIPTION (include background, objectives, approach, impact, and relevant statistical data): All record keeping functions in the Clerk to the Board's office are manually maintained and requires substantial employee 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 199* budget year. The major objective of such a study would be to identify whether or not substantial savings could result in the automation of such systems in terms of employee 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 aa the efficiency of our clerical staff, but ESTIMATED substantially. iPROC S�INGayCOST day reserach functions.personnel by category, processing, and equipment costs): Please contact SCT for estimates. EXAMPLE ONLY ESTIMATED NON-COMPUTER COST(include salaries, services, and supplies related to project and not identified above): It is estimated that no non-computer costs would be involved during the feasibility study except for those employee hours contributed in giving guidance to the SCT liaison in terms of 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 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 employees as information flow increases as a result of increased case loads and developmental 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 employee hours committed to storing and retrieving information within the department. EXAMPLE ONLY REQUEST FOR EQUIPMENT PURCHASE OR MAJOR RENTAL 1. Department/Activity Clerk to the Board Contact Person Carol Harding Date 5/20/9* Phone 356-4000 ext 4217 Equipment Item IBM Wheelwriter 3 Typewriter 5. Cost: Per Unit Total 2. Form of Acquisition(check appropriate): Purchase price or annual rental $ 870 $ 1 . C 73 Purchase 0 Rental Plus: Installation or other costs $ $ 3. Number of Units Requested: 2 Less: Trade-in or other discount $ $ Net purchase cost or annual rental $ $ 1.74C 4. Purpose of Expenditure(check appropriate): ❑ Scheduled replacement 6. Number of Similar Units in Inventory: 12 ❑ Present equipment obsolete 7; Replace worn-out equipment ❑ Reduce personnel time 7. Estimated Use of Requested Item(s): in Expanded service ❑ New operation 52 Weeks per year(Approximate months, if ❑ Increased safety seasonal) ❑ Improve procedures, records,etc. Average days per week Average hours per day Estimated useful life(years) 8. Replaced Item(s): Prior Year's Item Make Age Maintenance Rental Cost Breakdowns Cost Typewriter #E-117594 REM 1988 $485.00 5 in 4 mon -hg Typewriter #E-808967 REM 1993 183.50 Worn out 9. Recommended Disposition of Replaced Item(s): tq Possible use by other agencies O Trade-In C4 Sale 10. Justification Narrative: One typewriter is approximately 8 years old and is worn out. Service calls on #2 are more frequent and too expensive to justify continually repairing these worn out machines. This is the beginning of a scheduled replacement program. EXAMPLE ONLY SPECIAL PROJECTS FISCAL YEAR 199* AGENCY/DEPARTMENT NAME: Planning and Zoning BUDGET UNIT TITLE AND NUMBER: Planning and Zoning -- 1000-17100 BUIILDING: Administrative Building ROOM# OR UNIT: Cnnfprpnrp rnnm DESCRIPTION OF PROJECT(Attach sketch if appropriate): Installation of a 10" exhaust fan in the conference area. The fan must be "whisper quiet" and be 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 make the room physically uncomfortable because of heat and stuffiness of air. Alternative of leaving the door open results in noise that is disruptive to meeting and adjacent work areas. Without use of the room for conference, meeting space is limited to staff work areas and results in loss of productivity and coordination. 2/1/9* Date Completion Desired Signature (Requesting Department) COST ESTIMATE BUEI p I tK3t2RUNtl ..„.„„ kS APPRdY �J3CRI1sTION aitt �u„ �r �� ` Amtnt Material Equipment Contract Service TOTAL Salaries and Wages GRAND TOTAL REMARKS: EXAMPLE ONLY PBX PHONE SERVICE REQUEST (FOR ADDITIONS OR CHANGES IN SERVICES OR EQUIPMENT) AGENCY/DEPARTMENT NAME: Clerk to the Board BUDGET UNIT TITLE AND NUMBER: Clerk to the Board -- 1000-10400 PROJECT TITLE: Addition of phone line DEPARTMENT LIAISON: Carol Harding PHONE NUMBER: 356-4000 ext. 4217 DESCRIPTION OF PROJECT: The addition of a phone line is requested for support services in the Clerk to the Boards office. STATEMENT OF JUSTIFICATION: Increase volume of County related questions have made it increasingly harder for staff to answer questions on road right-of-ways and to check files for specific information. An additional phone line in the work area would allow staff to communicate with the public and requesting agencies as they reviewed the material on an open space table. This would allow prompt service and staff could clarify needs and wants by simply staying on the line, and therefore, leaving other phone lines open for County business. DATE COMPLETION DESIRED: 2/3/9* SIGNATURE: (Department Head) COST ESTIMATE: Materials 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 = EXAMPLE ONLY CELLULAR PHONE REQUEST AGENCY/DEPARTMENT NAME: County Attorney BUDGET UNIT TITLEAND NUMBER: County Attorney -- 1000-10200 CONTACT PERSON: Bruce Barker SERVICE REQUESTED: Cell phone JUSTIFICATION: Many times the County Attorney is required to answer legal questions from staff and the public. The use of a cellular phone would make the County Attorney available at all times. COST: INITIAL PURCHASE $ 88.00 MONTHLY $ 56.00 RECOMMENDATIONS: PHONE SERVICES: Phone Services Manager FINANCE/ADMINISTRATION: Director, Finance and Administration BOARD ACTION: APPROVE DISAPPROVE DISCUSS Barbara Kirkmeyer George Baxter Dale Hall Connie Harbert Bill Webster Date Received: Purchase Order Number: Phone Number Assigned To: Serial Number: Brand: Model: ESN Number Hello