DATE: October 21, 2014
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Mike Lowe, Comptroller
SUBJECT:
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Consideration of Using Intent to Amend in the Budget Amendment Process (11/13/14 Finance 3-0).
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning a procedure for adopting budget changes prior to a formal budget amendment.
Background
Due to interpretations made by the Comptroller's office regarding the timing of formal approval for budgeting, staff would like to offer an historic practice as an alternative to multiple budget amendments. Prior to 2009, when non-budgeted items came to the Board of Mayor & Aldermen for approval, a resolution called an "intent to amend" was adopted with the contract, agreement or purchase approval that was being considered. These "intent to amend" resolutions were then consolidated into a formal budget amendment at an appropriate time.
Financial Impact
There would be a change in methodology only, with no additional financial impact resulting from the resolution. The amount being approved would create a liability for the City based on the contract, agreement or purchase order with which the "intent to amend" with which it would travel.
Recommendation
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Staff recommends using an "intent to amend" procedure when appropriate.