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S-1309 - 04/26/2011 - FINANCE - OrdinancesORDINANCE 2011- FI- TX -BU -S -1309 AN AMENDMENT TO ORDINANCE S -1297 WHICH AMENDED CERTAIN FINANCE, TAXATION AND BUDGET POLICIES OF THE VILLAGE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK WHEREAS, on January 24, 1995, the President and Board of Trustees adopted Ordinance S- 793, entitled, "An Ordinance Establishing Certain Finance, Taxation and Budget Policies of the Village President and Board of Trustees of the Village of Oak Brook (Finance Policy Ordinance), as an advisory statement concerning said policies and procedures; and WHEREAS, on November 9, 2010, the President and Board of Trustees of the Village of Oak Brook adopted Ordinance S -1297 entitled "A Comprehensive Amendment to Ordinance S -957 Which Amended Certain Finance, Taxation and Budget Policies of the Village President and Board of Trustees of the Village of Oak Brook" (Finance Policy Ordinance); and WHEREAS, the President and Board of Trustees desire to amend certain policies and procedures concerning finance, taxation and budget which are in the Finance Policy Ordinance and include these changes in this Comprehensive Amendment to the Finance Policy Ordinance. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS, as follows: Section 1: The foregoing preambles are restated and incorporated herein by reference as though fully set forth herein. Section 2: The Village will conduct a continuing and comprehensive program of financial planning in all funds, encompassing both operating and capital needs. The principal objective of this program will be to identify and address potential financial problems in advance, thereby avoiding financial difficulties before they arise. Section 3: The Village financial plans and budgets shall be based on reasonable assumptions which recognize the limitations on the revenues available to the Village and which adhere to sound principles of municipal fund accounting and financial management. Section 4: The budgeting and management of the Village shall be based on a system of goals and objectives, developed by the Village staff under the leadership and direction of the Board and integrated into the annual Municipal Budget. Section 5: It is the policy of the Board that the Board should at all times encourage and solicit public participation in the processes of setting goals and objectives, reviewing proposed long -range financial plans, and reviewing proposed annual budgets. The annual schedule for obtaining such formal public participation shall, insofar as possible, be as follows: Section 6: The Village's Five -Year Financial Plan and annual Municipal Budget will be prepared and presented on a cash basis and the Comprehensive Annual Financial Report will be prepared on an accrual or modified accrual basis, as applicable and consistent with generally accepted accounting principles as promulgated by the Governmental Accounting Standards Board. Further, it is the policy of the Village Board that the Village strive annually to receive the Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting. Ordinance 2011- FI -TX- BUS -1309 Amending S -1297 Finance Policy Page 2 Section 7: It is the policy of the Board that the general operations of the Village continue to be financed without the imposition of a general tax on real property. Section 8: It is the policy of the Board that it will consider the imposition of a tax on real property within the Village only to meet financial obligations of the Village which have been approved by the voters at referendum. Section 9: With respect to the imposition of a utility tax on natural gas and electricity, it is the policy of the Board to impose the tax for periods not to exceed one year and, thereby, to obligate the Board to consider the continuance of the tax at least annually. Section 10: It is the policy of the Board that enterprise and utility funds shall be financially self - supporting. Rates or other charges for services shall be established and maintained at levels which produce revenues sufficient to defray expenditures within each fund, including reasonable reimbursements to other funds for services or benefits received therefrom. Enterprise and utility funds shall not receive transfers from other funds except in the form of loans made pursuant to Section 15 hereof, or as grants authorized by the Board. Section 11: For the General Corporate Fund, it is the policy of the Board that every effort be made to maintain the greater of: a. an uncommitted cash balance equal to not less than six (6) months of budgeted expenditures for the forthcoming fiscal year, exclusive of budgeted capital projects; or b. an uncommitted cash balance equal to not less than six (6) months of projected expenditures, exclusive of capital projects, based on the average of the first three (3) years of the most recent Five Year Financial Plan adopted by the Village Board. Section 12: Investment of idle funds will be guided by a comprehensive Investment Policy, the principal objectives of which shall be to strive for full investment at the best possible return, consistent with appropriate liquidity and security of capital. Section 13: The Budget Officer, with the approval of the Village Manager, may authorize transfers of budgeted funds between accounts or between account categories within a single budget program. Section 14: Any transfer of budgeted funds from one budget program to another, any increase in the total appropriation within any fund, or any expenditure from any budgeted contingency amount shall be subject to the approval of the Board upon recommendation of the Village Manager. Section 15: Loans between funds made in order to transcend temporary operating shortfalls or cash shortages and which can reasonably be expected to be repaid within the fiscal year in which the loan is made, and in an aggregate amount not greater than $250,000, may be authorized by the Village Manager upon recommendation of the Finance Director/Treasurer and after appropriate notice to the Village Board. Loans between funds in an aggregate amount greater than $250,000, or in any amount if the loan is not expected to be repaid during the fiscal year in which it is made, are subject to the specific approval of the Village Board. All loans shall be documented in writing. Section 16: Attached hereto and made a part hereof as Exhibit A is the Fund Balance and Reserve Policy, 2010, which outlines technical changes of the standards for governmental accounting. Section 17: The validity of any action otherwise taken by the Board in accordance with applicable State law shall not be invalidated, impaired or otherwise affected by noncompliances with any part of the procedures or policy set forth in this Ordinance. Section 18: At the end of the fiscal year if there are extra dollars, the Village will reserve the amount equal to the under budgeted amount for police and fire pension funds. The Finance Director will Ordinance 2011 -FI-TX-BU-S-1 309 Amending S -1297 Finance Policy Page 3 transfer these funds into a Pension Reserve cash account on December 31 of each year. The Village Board can withdraw from this reserve balance in years when the actuary's estimated levy puts us over budget or can use these funds for one time purchases such as capital projects, or they can add these funds to the General Fund Reserve. Section 19: This Ordinance supersedes Ordinance S -1297, passed on November 9, 2010, and entitled "A Comprehensive Amendment to Ordinance S -957 Which Amended Certain Finance, Taxation and Budget Policies of the Vilfage President and Board of Trustees of the Village of Oak Brook ". Section 20: All ordinances or parts of ordinances in conflict with this ordinance are hereby repealed to the extent of the conflict. Section 21: This ordinance shall be in full force and effect from and after its passage, approval and publication as required by law. APPROVED THIS 26" day of April, 2011. W. Craig e President PASSED THIS 26`" day of April, 2011. Trustees Aktipis, Carson, Moy, Saiyed, Wolin and Zannis None ATTEST: Charlotte K. Pruss Village Clerk