VILLAGE AND TOWNSHIP BUDGET COMMISSION ......1 VILLAGE AND TOWNSHIP BUDGET COMMISSION PROCEDURES...

1

VILLAGE AND TOWNSHIP BUDGET COMMISSION PROCEDURES

Below is a listing of steps taken for Villages / Cities / Townships to follow when preparing information for their upcoming budgets and meeting with the Budget Commission. It is broken down into separate sections: PREPARATION FOR NEW YEAR, BUDGET COMMISSION HEARINGS, YEAR END, NECESSARY AMENDMENTS FILED WITH THE COUNTY AUDITOR. In order to simplify things, we will be following the process taking place during 2016 in preparation for the 2017 budgets.

PREPARING THE BUDGET (2017)

1. Early to Mid May 2016, the County Auditor’s Office sends out a reminder that each entity much file their 2017 budgets with the County Auditor by July 20, 2016.

a. If an entity determines that it will not be able to file its 2017 budget by July 20, then it can request an extension with the County Auditor’s Office. The extension should include the request, the reason needed for the extension, and the estimated date as to when the 2017 budget will be filed with the County Auditor.

2. If on UAN, the entity can print the items listed below from the system. If they are not on

UAN, then the County Auditor can either supply them with a blank form or the entity can create their own, as long as all of the necessary information is included:

a. Schedule A – Summary of Amounts Required from General Property Tax Approved by the Budget Commission and County Auditor’s Estimated Tax Rates. It shows the inside and outside millage rates as well as the dollar amount of taxes revenue estimated to be generated by each.

b. Schedule B – Listing of Levies Outside of the 10 Mill Limitation.

c. Financial Worksheet – This can either be printed from UAN or can be prepared by the entity in some other form.

i. This worksheet shows a two year history (2014 and 2015) of actual

receipts and disbursements and fund balances, the yearly estimated revenues and appropriations for the current year (2016), and the estimated revenues and appropriations for the budge year (2017).

ii. Information is provided for every fund.

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2

iii. The County Auditor should use his or her estimates for property taxes and local government monies as they will be better information than the entities (i.e. updated tax valuation information). For all other estimated revenues (gas tax, MVL monies, fees, etc.), the County Auditor should check for reasonableness and, if appropriate, ask questions or request additional supporting documentation.

iv. For appropriations, the County Auditor should check for reasonableness along with verifying that total appropriations by fund will not exceed estimated revenues plus available fund balance.

v. If a negative fund balance is projected or appropriations do not seem accurate, the County Auditor should inquire as to why amounts appear to be incorrect or why a negative fund balance is projected.

3. Once all information has been reviewed by the County Auditor and any / all questions

have been asked, the County Auditor then makes any corrections to Schedules A and B and the Financial Worksheet. The County Auditor also prepares an Official Certificate or Estimated Resources.

a. HOWEVER, this certificate is not official UNTIL the Budget Commission hearing is held and the Official Certificate is signed by the Budget Commission.

b. Three copies of the corrected information are prepared. One is given back to the entity to show that the information was filed with the County Auditor. The other two copies are kept with the County Auditor until the Budget Commission hearing.

BUDGET HEARINGS

1. County Auditor tries to schedule all Budget Commission hearings either by late August or early September.

2. They send out a two week notice ahead of the established date. They also ask that each entity replies and informs the Budget Commission if they intend to show up.

3. The entities are set up in 10 minutes intervals. At the Budget Commission hearing:

a. The County Auditor goes over the most recent assessed valuation information for the entity.

b. The County Auditor goes over the tax revenue estimates that were provided on the 2017 Official Certificate of Estimated Resources.

c. They also discuss any levies that are currently on the ballot in the November election OR the Budget Commission will remind an entity if one or more than one of their current levies will be expiring soon as a reminder to file the proper paperwork timely if they want to renew or replace the levy.

d. The entity is also free to ask any questions during the hearing.

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3

e. Once all information has been discussed and no further questions exist, the Budget Commission then signs the Official Certificate of Estimated Resources.

4. The Budget Commission will then give the entity back a second, corrected copy of the Schedule A, Schedule B, Financial Worksheet and Official Certificate of Estimated Resources. The County Auditor also keeps a copy of this information and files it in the entity’s file.

a. A NOTE – if the entity does not attend the Budget Commission hearing, the County Auditor should make arrangements with the entity’s fiscal officer to provide them the final information discussed and approved at the Budget Commission.

5. Once this information is received back from the Budget Commission, the entity should prepare a resolution accepting the tax rates and amounts provided at the Budget Commission hearing (see sample). This resolution should be prepared and should be accepted at the next Council / Trustee meeting.

a. One copy of this resolution should be kept by the entity b. One copy should be returned to the County Auditor’s Office c. According to Ohio Law, this resolution is due back to the County Auditor’s

Office by October 1.

6. November Election – If an entity has a levy on the ballot for the November election, once the election results are certified by the Board of Elections and if the levy passed, then the County Auditor examines the results and issues a new 2017 Amended Certificate of Estimated Resources. This also applies if the entity experiences any changes in revenues that would affect their revenue estimates (i.e. unexpected increase or drop in 2016 gas tax or MVL tax collections).

2016 YEAR END

1. Before the 2016 year is over, the County Auditor sends out a reminder that, once the entity has reconciled and closed their books, they need to submit to the County Auditor their 2016 actual year-end fund balances information for all funds. No date is established; however, they do need the information as soon as it becomes available.

2. Also, the entities should provide a copy of their 2017 Appropriation Resolution to the

County Auditor. These appropriations should be based on the most recent Certificate of Estimated Resources provided by the County Auditor.

a. Appropriations are not considered official and available to be spent until

the Appropriation Resolution has been filed with the County Auditor. b. Once filed, the County Auditor compares the Appropriation resolution to the

most recent Official / Amended Certificate of Estimated Resources to make sure that overspending is not going to occur.

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c. Once the comparison is made, the County Auditor sends a notification letter to certify that Total Appropriations DO / DO NOT Exceed the Certificate of Estimated Resources.

3. Once the County Auditor receives the 2016 actual year-end fund balances, he or she will

issue an Amended Certificate of Estimated Resources with the new, updated actual year-end fund balances included in the first column.

AMENDING THE 2017 CERTIFICATE of ESTIMATED RESOURCES / APPROPRIATIONS DURING THE YEAR

Should an entity determine they either need to increase or decrease estimated revenues or appropriations during 2017:

1. If an entity determines they need to increase or decrease estimated revenues in a fund or funds, they should request an updated amended certificate from the County Auditor with the appropriate change.

a. This should only be done if TOTAL estimated revenues within a fund will increase or decrease.

2. If the appropriations need adjusted due to this change, then new appropriations should also be included in the request, especially if a decrease is requested.

a. New appropriations SHOULD NOT be filed with the County Auditor if the entity is just moving appropriations between line items. These moves do not require County Auditor approval; just the approval by the entity’s governing body (depending on legal level of control). Only increases or decreases in total fund appropriations should be filed with the County Auditor.

b. If a decrease in the Amended Certificate is requested, it should be assumed that a decrease in appropriations will also occur in order to avoid potential overspending.

3. No corrections are considered official until it has been filed with the County

Auditor’s office.

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YaEEs/ 3

COIJNTY

BUDGET.oF-

TOWNSHIP

FORFISCAL YEARBEGINhITNG .TANUARY 0t, 2017

Fited

County Auditor

Ileputy Aurlitor

TAX TEWES Ah[I' RATES FOiR EOfi . INCOTJNTY AUI}ITOR'S ESTIMATE

TOWNSHIP.TAX VALUATION $

Coun

Township

School

M uniclprli

TOTAL

LEVIES OUTSIDE OF' TO TUILL LTMITATION.

County

Towilshi

School

Municipnlir.v

TOTAL

County Aurlitor'uEstlmate of

Rnte in Mills

&.9 I

TOTAT LEVY FOR ALL PURPOSES13,31

5

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County Auditor's form No. 32 (Rev. 11-92) Form Prescribed by the Auditor of StatePrepare in Triplicate

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612212016 8:51:57 AM

Office of the Board of Trustees of Township, County, OH

To the County Auditor:

The Board of Trustees of said Township hereby submits its Annual Budget for the year

commencing January 1st, 2017 for consideration of the County Budget Commissionpursuant of Section 5705.30 of the Revised Code.

Township Fiscal Officer

FILEDCounty, Ohia

ilUN z s 201fi

Auditor, Gounty, Ohic

suMMARy oF AMouNrs RE.'TRED t*o" n="?RXi?HbH** r* AppRovED By BUDGET coMMrssroNAND COUNryAUDITOR'S ESTIMATED TAX MTES

Amount Approvedby Budget

Commission

Inside 10 MillLimitation

Amount to beDerived from

Levies

Outside 10 MillLimitation

County Auditor'sEstimate of Tax

Rate to be Levied

Inside 10 Mill Outside 10 MitlLimit Limit

Fund Description Levy DescriptionColumn lll Column lV

,'

TOTAL

8

MADISON TOWNSHIP, SCIOTO COUNTY

SCHEDULE BLEVIES OUTSIDE 1O MILL LIMITATION, EXCLUSIVE OF DEBT LEVIES

Maximum RateAuthorized

Levied

Gounty Auditor'sEst. of Yield of Levy(carry to Schedule

A

authorized by voters on /-t not to exceed W"| 6 t tE not to exceed 1" r"

authorized by voters on



authorized by voters on il,4 , 6not to exceed - years.

€not to exceed 2r"ro.

not to exceed 1"rr.

103,w

Zil,otD


















I not to exceed years.












not to exceed years.




TbTAu tS,lb, ooo

9

OFFICIAL CERTIFICATE OF ESTIMATED RESOURCESoHto REvlsED coDE sEcIoN 5705.36

Office of Budqet Commission, ,County, Ohio, Ohio August 29, 2016

To the Taxing Authority of Township

The following is the amended official certificate of estimated resourcesforthe fiscal year beginning January 1st, 2017, as revised by the BudgetCommission of said County, which shall govern the total of appropriations

made at any time during such fiscal year:

FUND

Estimated tKUnencumbered

BalanceJan. 1st, 2017

TAXESOTHER

SOURCES

-t -lY

^l-?tat --..

Or'(R) - ill-

I I'I .All

l*-I

rorAl

. tr----

J$T731

General FundSpecial Revenue FundsDebt Service FundsCapital Projects FundsSpecial Assessment FundsEnterprise FundsInternal Service FundsFiduciary Funds

60,000.0020,000.00

0.000.000.000.000.000.00

122,000.00587,000.00

0.000.000.000.000.000.00

15,474.50124,3U.00

0.000.000.000.000.000.00

rAL

--------.97,474.5031,304.00

0.000.000.000.000.000.00

TOTAL 80,000.00

BUDGET COMMISSION

139,779.50 928,779.50

To[R|.,'5

709,000.00

t gqql-l?.so

-

10

FUND

==================================GENERAL FUND

----------------SPECIAL REVENUE FUNDS

UnencumberedBalance

Jan. 1st 2017

OTHERTMES SOURCES TOTAL

Motor Vehicle LicenseGasoline TaxRoad & BridgeFire Levy #2191Arnbulanoe LevyRoad's- Paving & Ditching 4 mill #2901F.E.M.A.CemeteryPermissive MVL

0.000.00

10,000.000.000.00

10,000.00

0.000.00

0.000.00

41,000.00103,000.0021 1,000.00232,000.00

0.000.00

20,001.0083,002.00

0.00

0.000.00

300.0021,001.00

20,001.0083,002.0051,000.00

103,000.0021 1,000.00242,A00.00

0.00300.00

21,001.000.000.000.000.000.000.000.000.000.000.000.000.000.000.000.000.000.00

TOTAL SPECIAL REVENUE FUNDS 20,000.00 597,000.00 124,30/..00 731,304.00

11

Township2017 Tax Revenue Estimate

Assessed Value:

GeneralFull Rate:

Res-Ag Red. Factor:

Non Res-Ag Red. Factor:

Road and BridgeFull Rate:

Res-Ag Red. Factor:


Full Rate:

Res-Ag Red. Factor:


AmbulanceFull Rate:

Res-Ag Red. Factor:


Full Rate:

Res-Ag Red. Factor:


Full Rate:

Res-Ag Red. Factor.


FireFull Rate:

Res-Ag Red. Factor:


Full Rate:

Res-Ag Red. Factor:


Total:

2.100.0000000.000000

0.710.0000000.000000

4.000.0000000.000000

1.000.4006634.227855

2.000.0000000.000000

1.000.0000000 000000

2.0a0 4006630.227855

0.500.0000000.000000

13.31

Res-Ag55,010,250

115,5200

01 1 5,520

39,0600

039,060

220,0400

0220,040

55,01022,040

a32,970

110,0200

01 1 0,020

55,0100

055,010

110,02044,090

a65,940

27 ,5100

027 ,510

NonRes-Ag

1,855,680

3,9000g

3,900

1,3200

01,320

7,4200

07,420

1,9600

4201,440

3,7140

03,710

1,9600

01,960

3,7100

@2,960

9300

0930

PersonalPropertv

-F

0

00

a0

00

00

00

00

00

a0

00

a0

All PublicUtilitv

-4,285,000

9,0000

09,000

3,0400

03,040

17,1400

017,140

4,2900

04,290

8,5700

a8,570

4,2900

04,290

8,5700

08,570

2,1400

02,140

Total61,150,930

129,4200

0128,42A

43,4200

043,420

244,6000

0244,600

61 ,1 6022,040

42038,700

122,3000

0122,300

61 ,1 600

061 ,1 60

122,30044,090

@77,370

30,5900

a30,590

95%

-,.r' 122,000

41 ,000 J

u4: 232,000 "/

37,000 \/

1 16,000 €

58,000

74,000 ?

29,000 w'

709,000

0

0

00

0

0

00

00

00

?c.PA&ED e{ 0>tlur.4 Auorroe'

No, }rv?, rD -Tr,iD5*rP! ae. V'uiG 6

12

Form PrescriH by the Bureau of Inspection andSupervision of hrblic Offices. (Rev. $SO) A3l4 Bannsrr Bnonrnns Punr$nsns

INHIOLITNON A@EPNNG fiIE AMOI'NE AND NATES AS DTTENMINED BY TEEBI'DGET COUMXSSIOIr AIID AUT$OilZING EE NECESSANY TAtr LTVIES

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WHEREA,S, Thc Budget commission ot--------. -- --Coltnt!, Ohio, f,otee?rtified its rction tltqeon to this Boonil togethu uith sn estitntatc W thc Countg Auditor of th,rotc of each' tas tucessarg to be l&vicd bg thiE Boord, and, utlwt purt thaeol b uittrout, ond wWptwt within, tlw tat mill tas.kmitation; thuefte, be it

RESOLVET) Rn th.e Boaril ol TnlcJt//es ot_______ -_rTumuhlp,------countg, ohio, th,at tlv aflrr/unts cttd ratct, as futstnittcil

W t'e Budget comrni,ssian in itt certifccd|wn, be and, ttp ame ue tercby rcceptcil; and b ittartlwr

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13

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CETTENTL FUIID:

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16

CENTIEICATE OF COPYOBIGINAL Oil EII"E

fh. SIaIe oI OLIo,-- Countlt a.

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o, ------- Touwhiprin said, Countg, ard, in uhose rrrlritrdlg tIE flilrnond Records of lrliil Bmril me reqired W tlrc lrrws of tltc Strrte of Ohio to b Pqrylt, ilo ,wefu

ncertifv that tltc torcgohtg *t token and copdeil tromttrcorigirwl---An*!=->--g---t.l

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futrut on file wlth sffi, Bmril, tllrolt the forcgoitq has been conqnred W me uitlt Estd odgt ul il0(:|b

mentr orrd that tlrc same h o twe etd, csfiect copg thqeot.

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T?J'DA\-17

FundNumber Fund Name

%otTotal

PooledFund

Balance

TOWNSHIP, COUNry

Fund StatusAs Of 1213112016

t,

11412017 10:58:17 AM

UAN v2017,1

Ghecking &Pooled

Investments Investments(Non-Pooled) (Pooled) \

$ooo $194,2 26.07 I$0.00 $10,389.02 |$0.00 $15,555.23 I$0.00 $12,737.19 I$0.00 $13, 127.82 I

1 0002011

20212031

204121912231

2281

2901

2902

Motor Vehicle License TaxGasoline TaxRoad and BridgeCemeterySpecial LevyPermissive Motor Vehicle License TaxAmbulance And Emergency Medical servi,Miscellaneous Special RevenueFEMA

57.192o/o

3.059%

4.580o/o

3.751o/o

3.866%

4.322o/o

4.535%7.435o/o

11.260%0.000%

$194,226.07$10,399.02$15,555.23$12,737.19$13, 127 .92

$14,677.56$15,402.31

$25,249.97$38,237.56

$0.00

f$0.00 $14,677.56$0.00 $15,402.31$0.00 $25,249.97$0.00 $38,237.56$0.00 $0.00

All Funds Total $339,601.T9

Pooled InvestmentsSecondary Checking Accounts

Available Primary Checking Balance

$0.00 $339,601 .73

$0.00

$0.00

$339,601 .73

Page 1 of 1

18

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20

ry o F''

T:"3f,H,I?HI=,1?F:'*' ffi: u Rc E s

r, Ohio JanuarY 5, 2017

To the Taxing Authority of Township

The following is the amended official certificate of estimated resources

for the fiscal year beginning Janu ary 1st, 20 17 , as revised by the Budget

commission of said county, which shall govern the total of appropriations

madeatanytimeduringsuchfisca|year:

UnencumberedBalance

Jan. 1s1,2017

TAXESOTHER

SOURCES TOTALFUND

General FundSpecial Revenue Funds

Debt Service Funds

Capital Projects Funds

' Special Assessment Funds

Enterprise Fundslnternal Service Funds

Fiduciary Funds

194,226.07145,375.66

0.000000.000.00000000

122,000.00587,000.00

0.000.000.000000.000.00

15,474.50124,304.00

0.000.000.000.000.000.00

331,700.57856,679.66

0.000.000.000.000.000.00

TOTAL 339,601 .73 709,000.00 139,778.50 1 ,188,380.23

72

BUDGET COMMISSION

&qT8,sOfnfrrcilB UAI)

FOTU TTRTOE

RePoPr *

21

FUNDUnencumbered

BalanceJan. 1st 2017

TAXESOTHER

SOURCES TOTAL

GENERAL FUND 194,226.47 122,000.00 15,474.50 331,700.57

SPECIAL REVENUE FUNDS XXXffi ffiXXXrc XXXXXXXXXXXPC XXXXXXXXXXXNO

Motor Vehicle LicenseGasoline TaxRoad & BridgeFire Levy #2191Ambulance LevyRoad's-- Paving & Ditching 4 mill #2901F.E.M.A.CemeteryPermissive MVL

10,389.0215,555.2312,737.1914,677.5625,249.9738,237.56

13,1 27 .9215,402.31

0.000.00

41,000.00103,000.00211,000.00232,000.00

0.000.00

20,001.0083,002.00

0.00

0.000.00

300.0021 ,001 .00

30,390.0298,557.2353,737.19

117,677.56236,249.97270,237.56

0.0013,427.9236,403.31

0.000.000.000.000.000.00

" 0.000.000.000.000.000.000.00

' 0.00' 0.00

0.000.00

TOTAL SPECIAL REVENUE FUNDS 145,375.66 587,000.00 124,304.00 856,679.66

22

AI\NUAL APPROPRIATION RESOLUTION

The Board of Trustees or r Township, in County

Ohio met in regular session on the 29th day of December, 2016, at the office

of the trustees with the following members present:

""t

_ moved the adoption of the following Resolution:

BE rr RES0LVED uv the Board of Trustees or. rownship,

County Ohio that to provide for the current expenses and

other expenditures of said Board of Trustees during the fiscal year, ending December 31,2017,

the following sums be and the same are hereby set aside and appropriated forthe several purposes

for which expenditures are to be made for and during said fiscal year, as follows, viz:

23

seconded the ReSolutio[ and the

roll being called upon its adoption the vote resulted as follows:

- yes

- yes

- yes

NorE: Print a copy of the Appropriation status report and Insert it here.

e

Adopted December zg'n, 2016

- C/erk/ClerkTffi/

24

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$ 26

THE STATE oFoHro, couNTY,ss:

I, r, Clerk of the Board of Trustees

of Township, in

County Ohio, and in whose custody the Files, Journals and Records

of said Board are required by the Laws of.the Stftteof Ohio to be

kept, do hereby certify that the foregoing Annual Appropriation

Resolution is hken and copied from the ori gtnalrResolution now on

file with said Board, that the foregoing Resolution has been compared

by me with the said original and that the same is a true and correct

copy thereof.

WITNESS my signature, this llth day of Janu?ry,z}r7.

Clilfu.lclerk - Treasurer '

27

-

%.:\,

ANNUALAPPROPRIATION

RESOLUTIOh[

BOARD OFTRUSTEES

Township,

County, Ohio.

Passed December 29. 2016

For the Fiscal year EndingDecember 3lst,2017

. . FILEDFiled En County, Ohis . ZO

,rthfi. 1 1 haTt

Auditor,

By

28

Certificate of County Auditor That the Total Appropriations fromEach Fund Do Not

"..f.:*r}":.9..9r:i?l Estimate of Resources

County Auditor, ohio

January 12,2017

To: Township, Fiscal Officer

I,' , County Auditor of County, Ohio do hereby certiff thatthe total appropriation from each fund taken together with ull othrr outstandingappropriations does not exceed the last official estimate of resources for the fiscal yearbeginning January 1,2017 as determined by the Budget Commission of said County.

County AuditorBudget Commission Secretary

29

r{er| qF untl't'1'pe/C'l:tssil-r cu ro ns:

REQUEST FOR:.{}! ENDES CERTI F|CATE OF ESTIMATEO

',r.*J:,;*:URE.\OURCES

sHIPOther Sourees

lncrcgsdDecrcast

GOVERNI! EN't'ri L I.'(.r \ tt TYPE:Si.r.;tilt'

Gcncral Fund

'[ otgf Ccnr:r3f ]'unri

Io!a| Pr:rman:lnt Fundg

$ 35qo. eg

*t Do D, oo

$ qon ,e*

'['<.rtal Spsciul ttevr nue F undr,

Lf etrt Scrrrce l.un0J

'futal lkbt Sc:'r'i.:c F'unds

t'*:r ort:rl l)ro.ltcl Fund:,

'fo(al (,apiur i Prcr.rrc!

Perr,lnent Funds

'ro'r'A L. G0 \' EI{i-.''.\I ENl { L FU li t}51

30

townsfrip 'Trustees

September !7,20L4

County Auditor

County Courthouse

Dear Mr. :

Due to Township now receiving Permissive Motor Vehicle License Tax, wchave additional revenue in the Motor Vehicle License Fund. Please issue an AmendedCertificate to Township to reflect the following adjustments to our revenue:

OTHERFUI\D TAXES SOURCES TOTAL

?n1,1 Motor Vehicle License $12,000.00 $32,50L.00

All other funds shall remain as they were last certified. If you have any questions pleasedon't hesitate to call me at

Sigcerely,

Fiscal Officer

31

VILLAGE AND TOWNSHIP BUDGET COMMISSION ......1 VILLAGE AND TOWNSHIP BUDGET COMMISSION PROCEDURES...

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