Budgeting and Financial Planning
The City’s short- and long-term financial planning is spearheaded in the Finance Department. Our intention is provide a consistent flow of timely and relevant information to decision makers.
On an annual basis, the Department plays the central role in the compilation and publication of the budget that the City Manager’s proposes for adoption by the City Council. The budgeting process generally spans a five-month timeframe beginning in January, and involves extensive coordination with all City departments. It is common for the City Council to hold budgetary review meetings in June each year in order to adopt the budget before the July 1st start of the fiscal year.
The City of Glendora’s FY 2009 expenditure budget, inclusive of the Community Redevelopment Agency and all capital improvements, is $75.7 million.
Each year, in February, the Department publishes a midyear financial review for the City Council. The midyear review summarizes estimated financial position for the current year and seeks to identify issues of financial importance on a go-forward basis.
Eight times each year, the Department publishes a monthly financial report for the City Council.
The midyear and monthly reports intend to satisfy Chapter 2.20.030 of the Municipal Code, wherein it is stipulated that the Director of Finance shall prepare and present to the City Council, a quarterly (or more frequently) financial report in sufficient detail to show the exact financial condition of the City.
With regard to its internal customers – City departments -- the Finance Department obligates itself to the distribution of detailed financial information to all City departments by the 12th day of each month.
The City of Glendora’s Purchasing Ordinance establishes an informal purchasing policy for the acquisition of supplies, equipment and services with an estimated value of less than $25,000, and a formal purchasing policy for acquisitions valued at or above $25,000.
Each department is responsible for purchasing the supplies and services necessary for their functions, with the Finance Department operating as the gate keeper.
The informal purchasing procedure requires the solicitation of informal bids. The lowest responsible bid is accepted. If the purchase has a value of less than $1,000, the purchase can be made without the issuance of a purchase requisition through the City’s Pentamation accounting system.
For purchases exceeding $1,000, but less than $25,000, the department is responsible for processing a requisition using Pentamation. The requisition is approved by authorized personnel within each department then forwarded to the Finance Department. In the Finance Department, each requisition is reviewed for proper use of budget codes and availability of budgeted funds. Upon Finance Department approval, a Purchase Order is issued and mailed to the vendor, and a copy sent to the originating department.
The formal purchasing procedure requires formal bidding for each good or service when the amount of each is $25,000 or above. This process involves inviting (by public notice) and obtaining formal, sealed written bids from vendors. To ensure confidentiality, these bids are handled by the City Clerk's Office, and all bids submitted by the deadline are opened at the time and place stated in the public notice. Awards of these contracts are made by the City Council at a public meeting to the lowest responsible bidder.
Once the City Council has awarded the contract, the department processes a requisition using Pentamation. The requisition is approved within the department and forwarded to Finance. Finance reviews these requisitions for proper use of budget codes, availability of budgeted funds, as well as formal award of contract by City Council. Upon Finance Department approval, a purchase order is issued and mailed to the vendor.
Accounts Payable is responsible for the processing of payments to all the City’s vendors for goods and services. This process is cyclical and in constant motion. The process involves the collection and sorting of incoming US mail, invoice distribution to responsible department for approval, computer processing of each payment request, weekly issuance of checks for vendor payment, bi-weekly publication of the “warrant register” (the proposed list of vendor payments necessitating City Council approval) to the City Council, and the mailing of checks.
At the end of each calendar year, Accounts Payable processes approximately 200 1099 statements for distribution by US mail to independent contractors.
Accounts Payable processes approximately 13,000 invoices and 7,280 vendor payments each year. In Fiscal Year 2008, Accounts Payable made payments totaling $36.6 million.