HomeMy WebLinkAboutResolution - 5364 - Adopted Finacial Policies - 12/12/1996RESOLUTION NO. 5364
Item #21
December 12, 1996
WHEREAS, the City of Lubbock has an important responsibility to its citizens to
carefully account for public funds, prudently manage municipal finances, and plan for the
adequate funding of services desired by the public; and
WHEREAS, the purpose of the financial policies is to enable the City to achieve a long-
term stable and positive financial condition by exercising integrity, prudence, responsible
stewardship, planning accountability, and full and continuous disclosure; NOW THEREFORE:
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the attached City of Lubbock, Texas, Financial Policies, which are incorporated in
this resolution and included in the minutes of the Council as if set forth in their entirety, shall be
adopted as the official financial policies for the City of Lubbock.
Passed by the City Council this 12th day of Dece
ATTEST: _
Kay4j6arnell, City Secretary
APPROVED AS TO CONTENT:
Betsy Bucy, Anance Manager
APPROVED AS TO FORM:
Ick' � -c �'�.•�� �.._
Linda Chamales, Supervising Attorney,
Office Practice
da/ccdocs/fmpolcy.res
December 4, 1996
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LUBBOCK TEXAS
CITY OF LUBBOCK, TEXAS
FINANCIAL POLICIES
PREPARED BY FINANCIAL SERVICES DIVISION
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TABLE OF CONTENTS
PART L STATEMENT OF PURPOSE
2
A.
PURPOSE
2
B.
ANNUAL REVIEW
3
PART H. FINANCIAL CONDITIONS, RESERVES AND STABILITY RATIOS
3
A.
FUND BALANCE/RETAINED EARNINGS
3
B.
RISK MANAGEMENT
4
C.
INVESTMENTS
4
D.
RETIREMENT PLANS
4
PART III. REVENUES
5
A.
COLLECTIONS
5
B.
ENTERPRISE FUND REVENUES
5
C.
PROPERTY TAX
5
D.
SALES TAX
5
E.
DONATIONS/CONTRIBUTIONS
5
F.
GRANTS
6
G.
INTEREST EARNINGS
6
H.
HOTEL/MOTEL TAX
6
PART IV. EXPENDITURES
6
A.
CURRENT FUNDING BASIS
6
B.
COST RECOVERY
7
C.
PURCHASING
7
PART V. CAPITAL ASSETS
7
A.
CAPITAL IMPROVEMENT PROJECTS
7
B.
CAPITAL REPLACEMENT POLICY
8
C.
FINANCING
8
PART VL BUDGET APPROPRIATION/CONTROL
8
A.
BUDGET CONTROL
8
B.
BUDGET REPORTS/MONITORING
9
PART VII. DEBT POLICY
9
A.
DEBT LIMITS
9
B.
REVENUE BONDS
10
C.
STRUCTURE
10
D.
REFUNDINGS
10
PART VIII.
ECONOMIC DEVELOPMENT
10
A.
PROMOTION OF A POSITIVE BUSINESS ENVIRONMENT
10
B.
EXPANDING THE ECONOMY
10
C.
ECONOMIC INCENTIVES
11
D.
INTERLOCAL COOPERATION
it
PART IX. ACCOUNTING, AUDITING AND FINANCIAL REPORTING
11
A.
BASIS OF ACCOUNTING
11
B.
INTERNAL CONTROL
11
C.
EXTERNAL AUDITING
11
D.
INTERNAL AUDITING
12
E.
EXTERNAL FINANCIAL REPORTING
12
APPENDIX
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7 PART I. STATEMENT OF PURPOSE
A. PURPOSE
The City of Lubbock has an important responsibility to its citizens to carefully account for public funds,
prudently manage municipal finances, and to plan for the adequate funding of services desired by the
public. The purpose of the financial policies is to enable the City to achieve a long-term stable and
positive financial condition by exercising integrity, prudence, responsible stewardship, planning,
accountability, and full and continuous disclosure.
The City of Lubbock accomplishes this purpose by following policies like the ones summarized below:
Reserves are maintained in fund balances/retained earnings, at levels sufficient to protect the City's
creditworthiness and to provide contingency funds in the event of emergency and/or unforeseen cash
outlays. Additionally, reserves are created when the City Council takes action to set funds aside for a
specific purpose or according to legal restrictions on the use of assets. (PART In
The City maintains a balanced and diversified revenue system to protect the City from fluctuations in any
one source due to changes in local economic conditions which may have an adverse impact. A
conservative, objective, and analytical approach is used to prepare revenue estimates along with an
analysis of probable economic changes and their impacts on revenues, historical collection rates, and
trends in revenue shortfalls. (PART III)
The City operates on a current funding basis. Expenditures are budgeted and controlled so as not to
exceed an amount equal to current revenues plus the planned use of fund balance accumulated through
prior year savings. (PART I V)
Within the resources available each fiscal year, the City shall maintain capital assets and infrastructure at
a sufficient level to protect the City's investment to minimize future replacement and maintenance costs,
and to maintain service levels. (PART V)
Fund appropriations of the City Council are annually allocated to programs, offices, departments,
divisions, and projects in the legally adopted annual budget. The level of budgetary control (that is the
level at which expenditures cannot legally exceed the appropriated amount) is established by fund. The
City Charter awards the City Manager the authority to reallocate expenditures within funds as long as
total funds stay within budget. A budget supplement, approved by City Council, is required if actual
expenditures will exceed total budget. (PART VI)
An objective, analytical approach is used to make the determination of whether debt is issued The
process compares generally accepted standards of affordability to the current values for the City. Those
standards may include measures such as debt per capita, debt as a percent of assessed value, debt service
payments as a percent of current revenues and/or current expenditures, and the level of overlapping net
debt of all local taxing jurisdictions. The City strives to achieve the standards at levels below the median
industry measures for cities of comparable size. (PART VH)
The City encourages and participates in economic development efforts to expand Lubbock's economy and
tax base and to increase local employment in order to provide a positive business environment in which
local businesses can grow, flourish and create jobs. (PART VIII)
The financial statements of the City of Lubbock, Lubbock County, Texas (City) conform to generally
accepted accounting principals (GAAP) of the Governmental Accounting Standards Board (GASB) and
program standards adopted by Government Finance Officer's Association (GFOA). (PART DQ
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i PART L STATEMENT OF PURPOSE
B. ANNUAL REVIEW
These policies will be reviewed administratively by the Director of Financial Services and City Manager
and will be presented to the City Council for approval of any significant changes.
PART IL FINANCIAL CONDITIONS, RESERVES AND STABILITY RATIOS
A. FUND BALANCE/RETAINED EARNINGS
When fund resources exceed uses, the result is fund balance accumulations for governmental funds .and
retained earnings for proprietary funds. Reserves are maintained in fund balances/retained earnings, at
levels sufficient to protect the City's creditworthiness and to provide contingency funds in the event of
emergency and/or unforeseen cash outlays. Additionally, reserves are created when the City Council takes
action to set funds aside for a specific purpose or according to legal restrictions on the use of assets.
Designations of fund balancetretained earnings are made when the appropriate level of management
requests an amount, purpose, and timeframe for the designation. Designations are not authoritative and
may be reallocated at any time. Reserves require City Council or other appropriate authoritative action to
reallocate.
General Fund
The City maintains an unreserved/undesignated fund balance at a minimum of two month's budgeted
operating expenditures to meet unanticipated contingencies and fluctuations in revenue. After completion
of the annual audit, if the unreserved/undesignated fund balance exceeds two month's current budgeted
operating expenditures, the excess is reallocated by designating for subsequent capital expenditures or
transferring to the Capital Projects Reserve Fund, designated for infrastructure or any other legal purpose.
(Capital Expenditures are covered under the Capital Expenditures and Improvements Financial Policy.)
A contingency in the amount of one penny on the ad valorem tax rate is reserved in the General fund for
emergencies, unanticipated expenditures or revenue shortfalls. Expenditures may be made from the
contingency reserve upon approval by the City Manager.
Debt Service Funds
The City maintains sufficient reserves in Debt Service funds to meet bond covenant requirements. For
revenue bonds the City maintains either the highest annual debt service payment amount or the amount of
one year's average annual debt service or whatever the bond covenant requires. Coverages are maintained
in accordance with bond covenants.
Capital Project Funds
Unreserved/undesignated capital project fund balances or retained earnings are resources available when
all approved life -to -date budgets are committed Reserves may be created pursuant to City Council
approval. There is a reserve of 2/5% of city sales tax revenues for General Facilities and System
Improvements and Streets Capital Maintenance.
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PART II. FINANCIAL CONDITIONS, RESERVES AND STABILITY RATIOS
Enterprise Funds
Retained earnings equal to three month's operating expense and debt requirements are maintained in the
undesignated retained earnings for unforeseen contingencies. Resources are also maintained in the Rate
Stabilization Fund to meet shortfalls in revenues or fluctuating rate environments and may be allocated if
there are not sufficient resources in unreserved/undesignated retained earnings.
Internal Service Fund
When an internal service accumulates unreserved/undesignated retained earnings, it will be used to offset
any deficits in any other internal services funds. When deficits are recovered, any excesses will be
distributed to user funds on a pro rata basis. Rates are evaluated annually to ensure that expenses charged
to the operating departments cover the cost of performing the internal service.
B. RISK MANAGEMENT
The City of Lubbock is primarily self-insured for liability, worker's compensation, and medical and dental
coverage. Insurance policies are maintained for liability insurance at the airport, fire: and extended
pcoverage, boiler coverage, and miscellaneous floaters for specific purposes as well as stop loss coverage
for catastrophic health claims.
Premiums are based on prior year experience and necessary reserve adjustments are distributed to
appropriate city cost centers. Reserves are reviewed and adjusted annually to the minimum of the
estimated cost of the potential liability for all incurred claims.
The City reduces expenses for risk by actively managing claims and by supporting and encouraging active
loss prevention programs.
C. INVESTMENTS
The City's investment policies are governed by State statute and City ordinances. Permissible investments
include direct obligations of the United States or its agencies and instrumentality's, certificates of deposit,
prime domestic banker's acceptances, commercial paper, repurchase agreements and deposits in a
qualifying investment pool
Investment policies and results are monitored by the Investment Review Committee. Results are reported
to management quarterly and the policy has been adopted by the City Council.
D. RETIREMENT PLANS
Each qualified employee is included in one of two retirement plans in which the City of Lubbock
participates. These are the Texas Municipal Retirement System (TMRS) and the Lubbock Firemen's
Relief and Retirement Fund (LFR,g . TP
c P��y 4= not 1q##1t4;p accounting records, hold the
investments or administer either fund. Funds are`ttppropnated annually to meet the actuarially
determined funding levels of the plan. T IRS is a state-wide agent multiple -employee retirement system
that provides pension benefits through a nontraditional joint contributory, defined contribution plan.
LFRRF is a single -employer defined benefits pension plan maintained by members of the City of
Lubbock's Fire Department under provisions of applicable law of the State of Texas. The City also
provides opportunities for investment by it's employees of several tax-exempt long-term savings plans.
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PART III. REVENUES
The City maintains a balanced and diversified revenue system to protect the City from fluctuations in any
one source due to changes in local economic conditions which may have an adverse impact. In order to
maintain a stable level of services, the City shall use a conservative, objective, and analytical approach
when preparing revenue estimates. The process includes an analysis of probable economic changes and
their impacts on revenues, historical collection rates, and trends in revenue shortfalls.
A. COLLECTIONS
High collection rates are maintained by active collection efforts. The City monitors and minimizes
administrative costs necessary to generate revenues. Delinquent accounts and insufficient checks are
turned over to an outside collections agency for collection. As collections are made, the collection agency
remits the collections (net of fees). If insufficient checks are not collected, they are returned to the City
and turned over to the District Attorney's office for collection. Collection efforts for other overdue
payments are pursued to the fullest extent of the law.
B. ENTERPRISE FUND REVENUES
Enterprise functions are fully self-supporting from their own source rates, fees, and charges. Cost
recovery includes direct operating and maintenance expense, indirect cost recovery, in -lieu of transfers to
the General Fund for property and franchise tax payments, capital expenditures and debt service
payments, where appropriate.
Rates are approved by City Council during the annual budget process.
C. PROPERTY TAX
All taxable property within the City is subject to the assessment, levy, and collection by the City of a
continuing, direct annual ad valorem tax sufficient to provide payment of principal and interest on all ad
valorem tax debt and for operations and maintenance costs as allowed by Article XI, Section 5, of the
Texas Constitution as applicable to the City.
D. SALES TAX
The City has adopted the Municipal Sales and Use Tax Act, VATCS, Tax Code, Chapter 321, which
grants the City the power to impose and levy a 1% Local Sales and Use tax within the City. The proceeds
are credited to the General Fund and are not pledged to the payment of obligations. In addition, in
January 1995, the voters of the City approved the imposition of an additional sales and use tax of one-
eighth cent as authorized by VATCS, Tax Code, Chapter 323, as amended. Collection of the additional
tax commenced in October 1995 with the proceeds designated for the use and benefit of the City to replace
property tax revenues lost as a result of the adoption of the tax and is not pledged to the payment of
obligations.
E. DONATIONS/CONTRIBUTIONS
Contributions from individuals and/or groups will be evaluated to determine whether they best meet the
criteria of donated capital or a grant. Grants are managed in accordance with Grant Policy. Donated
Capital may be credited to the receiving fund or in an agency fund until the activity for which it is
received occurs.
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PART M. REVENUES
F. GRANTS
The City applies for grants that are consistent with the objectives and high priority needs identified by the
City Council. The potential for incurring ongoing costs, including the assumption of support for grunt -
funded positions from local revenues, will be considered prior to applying for a grant. The City recovers
indirect cost wherever possible.
All grant applications are reviewed for their cash match requirements, their potential impact on the
operating budget, and the extent to which they meet City policies. Funding sources for local matches will
be identified prior to the application process.
The City terminates grant -funded programs and associated positions when grant funds expire unless an
alternate funding sources is identified. Additional guidance is available in the City of Lubbock Grant
Application and Administration Policy.
G. INTEREST EARNINGS
Interest earnings from the investment of temporarily idle funds is distributed in a ratio of each fund's
equity in pooled cash, except, bond interest is dedicated to any cost overruns or funding similar projects
and Internal Services interest is transferred to the General Fund.
H. HOTEL/MOTEL TAX
Of the 7 cents of the total 13 cents of occupancy rates for hotels and motels in the City, the City Council
has allocated the distribution as follows:
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PART IV. EXPENDITURES
A. CURRENT FUNDING BASIS
The City operates on a current funding basis. Expenditures are budgeted and controlled so as not to
exceed an amount equal to current revenues plus the planned use of fund balance accumulated through
prior year savings.. (The use of fund balance is guided by the Fund Balance/Retained Earnings Policy in
Part II).
City staff and City management review expenditures on a monthly basis to ensure that expenditures track
budget projections. If at any time an operating deficit exists or is projected, corrective action will be
recommended Corrective action my include, but is not limited to, a hiring freeze, expenditure reductions,
fee increases, or use of fund balance. Expenditure deferrals to the following fiscal year, short-term loans
or use of one-time revenue sources will be avoided as attempts to balance the budget.
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Civic Center Renovation and Marketing
2.0
cents
Convention and Tourism Bureau
3.0
cents
d
Lubbock Arts Alliance
.4
cents
Municipal Arts Administration
.4
cents
Visitor Information Center Administration
Inbound Tourist Travel Airport Marketing
.075
.075
cents
cents
Visiting Participatory & Spectator Sports Marketing
.80
cents
Tourism Reserve Fund
.25
cents
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PART IV. EXPENDITURES
A. CURRENT FUNDING BASIS
The City operates on a current funding basis. Expenditures are budgeted and controlled so as not to
exceed an amount equal to current revenues plus the planned use of fund balance accumulated through
prior year savings.. (The use of fund balance is guided by the Fund Balance/Retained Earnings Policy in
Part II).
City staff and City management review expenditures on a monthly basis to ensure that expenditures track
budget projections. If at any time an operating deficit exists or is projected, corrective action will be
recommended Corrective action my include, but is not limited to, a hiring freeze, expenditure reductions,
fee increases, or use of fund balance. Expenditure deferrals to the following fiscal year, short-term loans
or use of one-time revenue sources will be avoided as attempts to balance the budget.
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PART IV. EXPENDITURES
B. COST RECOVERY
Privatization and contracting with other governmental agencies will be evaluated as alternative
approaches to service delivery. Programs which are determined to be inefficient and/or ineffective will be
reduced in scope or eliminated. Cost recovery continues to be a focus of management.
C. PURCHASING
Routine Purchases
Departments can purchase items for which there is an approved budget (and the item is not already on
contract such as print shop items, warehouse items, garage parts, office supplies, copiers, computers, etc.)
For a complete listing of all purchasing policies, please refer to the Purchasing Policies and Procedures
Manual.
Pegg Cash
Pursuant to Purchasing Policy 3511-540, departments may be reimbursed for petty cash purchases up to
S 100 per purchase.
Under $500 purchase orders
Departments have the authority to issue purchase orders for amounts up to $500. Purchasing policy 3511-
600 lists details of those policies.
Requisitions
Requisitions may be entered by the department for any amount. For purchases less than $5,000,
requisitions must be electronically approved by the department head. For purchases greater than $5,000,
requisitions must be electronically approved by the Director.
Emergency Purchases
Emergency Purchasing procedures are outlined in the Purchasing Policies and Procedures Manual,
Section 3511-480. An emergency is defined as a disruption which may vitally affect the public health,
welfare or safety (i.e. flood, bombing, tornado, etc.). Department heads or their designees, can purchase
goods or services and then follow up later with a requisition describing the emergency along with an
invoice indicating the receipt of goods and services.
PART V. CAPITAL ASSETS
A. CAPITAL 11"ROVEMENT PROJECTS
Within the resources available each fiscal year, the City shall maintain capital assets and infrastructure at
a sufficient level to protect the City's investment to minimize future replacement and maintenance costs,
and to maintain service levels. The City annually reviews the need for capital improvements and
equipment, the current status of the City's infrastructure, replacement and renovation needs, and potential
new projects. All projects, ongoing and proposed, will be prioritized based on an analysis of current needs
and resource availability. For every capital project, all operation and maintenance costs will be included
in the proposal.
Capital project funds are used to accumulate resources to construct, install, or implement new assets.
F
r PART V. CAPITAL ASSETS
Facilitiand Svstem Improvements Funds accumulate resources to enhance existing assets or improve
existing facilities.
Permanent Street Maintenance Fund accumulates resources dedicated solely to the maintenance of public
streets, thoroughfares and public right-of-ways within the City of Lubbock
Costs to construct an asset or system improvement that exceed $25,000 and do not need to be replaced for
at least 5 years, will be accounted for as construction -in -progress. When the project is complete, the
project costs are capitalized and added to the City's Fixed Assets. If a project does not meet the criteria
for capitalization, the costs will be treated as operating expenses and expensed as incurred.
B. CAPITAL REPLACEMENT POLICY
The City shall annually prepare a schedule for the replacement of its noninfrastructure capital assets and
replace those assets within the resources available each fiscal year.
Costs in excess of $1,000 for assets that will not need to be replaced any earlier than 3 years after
acquisition, are capitalized as fixed assets. Fixed assets are inventoried annually by department managers.
Transfers and deletions are initiated and authorized by department managers. Items that are not used may
be contributed to Surplus Property, maintained by the Purchasing Manager, either for use by another
department or to be auctioned off at the next City auction.
C. FINANCING
There are three basic methods of financing capital requirements:
Funds may be budgeted from current revenues
Purchases may be financed through surplus unreserved/undesignated fund balancelretained earnings
balances, subject to policy
Debt may be issued in accordance with policy (PART VII DEBT POLICY)
PART VL BUDGET APPROPRIATION/CONTROL
Budget controls are designed to ensure compliance with legal provisions embodied in the annual
appropriated budget approved by the City Council. Activities of the general fund are included in the
annual appropriated budget. Project -length financial plans are adopted for the capital project funds. The
level of budgetary control (that is the level at which expenditures cannot legally exceed the appropriated
amount) is established by fund. The City Charter awards the City Manager the authority to reallocate
expenditures within funds as long as total funds stay within budget. A budget supplement, approved by
City Council, is required if actual expenditures will exceed total budget.
Fund appropriations of the City Council are allocated to programs, offices,
departments, divisions,
projects and character and object of expenditures by the City Manager or as delegated to the Budget and
t Research Manager to provide managerial control and reporting of budgetary operations.
A. BUDGET CONTROL
Control of expenditures is accomplished administratively through City Council reviews.
Overexpenditures must be appropriated through a budget supplement.
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PART VI. BUDGET APPROPRIATION/CONTROL
Cost center supervisors prepare periodic revised expenditure estimates that are reviewed by Budget and
Research, Directors, and the City Management prior to submission to the City Council for approval.
Departmental budgets are reviewed monthly by the Budget and Research department and reviewed with
management monthly. The Budget and Research staff prepares status reports to advise the City Manager
and City Council.
B. BUDGET REPORTS/MONITORING
FI Departments retrieve cost center budget reports from the financial system that provide detail by line item
of the status of expenditures as compared to budget. A summary report on contracts awarded, capital
projects completed, and the status of the City's various capital programs is prepared as a quarterly report
and presented to the City Manager and the City Council.
Various tools are used to assist management in examining critical issues and economic conditions which
1 could include, but are not limited to, rate models, rolling 5 -year forecasts, revenue projections, cash flow
analyses, and other tools that may be useful in planning for the future.
Annually the Budget and Research Department prepares and distributes a Revenue Manual. The Revenue
Manual includes primary revenue sources along with support for projections. The Manual is a useful tool
in monitoring collections.
b.
PART VII DEBT POLICY
Debt financing may include, but is not limited to, general obligation bonds, revenue bonds, certificates of
obligation, lease/purchase agreements, certificates of participation or commercial paper. The underlying
asset that is being financed should have a longer useful life than the maturity schedule of the debt issued
for the financing of the asset. Since issuing debt costs more to the entity than purchasing assets outright,
the use of financing will be carefully evaluated to ensure that benefits, tangible and/or intangible derived
from financing exceed the related financing costs.
A. DEBT LIMITS
While there is no direct debt limitation in the City Charter or under State Law, the City operates under a
Home Rule Charter that limits the maximum tax rate, for all City Purposes, to $2.50 per $100 assessed
valuation. Administratively, the Attorney General of the State of Texas will permit allocation of $1.50 of
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the $2.50 maximum tax rate for general obligation debt service.
The City evaluates new debt issuance as it relates to the current debt level. The amount of debt retired
each year is compared to the amount of debt to be issued any given year and an analysis performed to
determine the community's ability to assume and support additional debt service payments. When
appropriate, the issuance of self-supporting revenue bonds and self-supporting general obligation bonds
are also considered.
An objective, analytical approach is used to make the determination of whether debt is issued. The
process compares generally accepted standards of affordability to the current values for the City. Those
« !
standards may include measures such as debt per capita, debt as a percent of assessed value, debt service
payments as a percent of current revenues and/or current expenditures, and the level of overlapping net
debt of all local taxing jurisdictions. The City strives to achieve the standards at levels below the median
industry measures for cities of comparable size.
PART VII DEBT POLICY
B. REVENUE BONDS
When revenue bonds are issued or are outstanding, coverage requirements consistent with the bond
covenant will be maintained, usually at a level no less than 150%.
C. STRUCTURE
Bonds are issued with an average life of 10.5 years or less for general obligation bonds or 12.0 years for
revenue bonds. Interest is paid in the first fiscal year after a bond sale and principal is paid no later than
the second fiscal year after the debt is issued. Call provisions for bond issues shall be made a short as
possible consistent with the lowest interest cost to the City. The targeted maximum length to call is 10
years.
A competitive bidding process is used in offering debt unless the issue warrants a negotiated bid. The city
attempts to award bonds based on a true interest cost (TIC) basis, however upon the recommendation by
l I the Director of Financial Services, a net interest cost (NIC) approach may be used.
City staff is committed to providing full and continuous disclosure to rating agencies. Credit ratings are
sought from the top three rating agencies as recommended by the Director of Financial Services. City
Staff uses a variety of resources to prepare information that may be useful to rating agencies during a bond
rating. The Comprehensive Annual Financial Report (CAFR) contains an annual update of required
continuing disclosure under Securities and Exchange Commission Rule 15c2-12 concerning primary and
secondary market disclosure. The CAFR and material events are reported to Nationally Recognized
Municipal Securities Information Repositories (NRMSIR's) according to timeframes required within the
SEC ruling.
D. REFUNDINGS
City staff and the city's financial advisor, monitor the municipal bond market for opportunities to obtain
interest savings by refunding outstanding debt. As a general rule, the present value savings of a particular
refunding should exceed 5% of the refunded maturities.
PART VIII ECONOMIC DEVELOPMENT
f ! A. PROMOTION OF A POSITIVE BUSINESS ENVIRONMENT
The City, through its regulatory and administrative functions strives to provide a positive business
environment in which local businesses can grow, flourish and create jobs. The City Council and Staff are
sensitive to the needs, concerns, and issues facing local businesses.
B. EXPANDING THE ECONOMY
r
The City encourages and participates in economic development efforts to expand Lubbock's economy and
tax base and to increase local employment. These efforts not only focus on newly developing areas but on
i inner city areas, the Central Business District, and other economic benefits. The City's economic
development program also seeks to expand the non-residential share of tax base to decrease the tax burden
on residential homeowners.
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t PART VIII ECONOMIC DEVELOPMENT
r C. ECONOMIC INCENTIVES
The City uses economic incentives such as enterprise zones, tax abatement and others, as allowed by law
to encourage business expansion. The City also coordinates with state and federal agencies on offering
any incentives to programs they may provide for potential economic expansion. Tax abatements are used
to encourage growth and development in Lubbock The City uses due caution in the analysis of tax
incentives used to encourage development and periodically reviews tax abatement contracts to ensure that
the community is receiving promised benefits.
D. INTERLOCAL COOPERATION
The City's economic development program encourages close cooperating with other local jurisdictions,
chambers of commerce, and groups interested in promoting the economic well-being of the area.
PART IX ACCOUNTING, AUDITING AND FINANCIAL REPORTING
A. BASIS OF ACCOUNTING
The financial statements of the City of Lubbock, Lubbock County, Texas (City) conform to generally
accepted accounting principals (GAAP) of the Governmental Accounting Standards Board (GASB) and
program standards adopted by Government Finance Officer's Association (GFOA). Lubbock's financial
statements have been awarded the Certificate of Achievement for Excellence in Financial Reporting for
each of the fiscal years ended September 30, 1984 through September 30, 1995.
B. INTERNAL CONTROL
The City is responsible for establishing and maintaining an internal control structure designed to provide
reasonable, but not absolute, assurance that the assets of the City are protected from loss, theft, or misuse.
The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the
benefits likely to be derived and (2) the valuation of costs and benefits requires estimates and judgments
by management.
C. EXTERNAL AUDITING
The City is audited annually by outside independent auditors. The auditors must be a CPA firm that has
won a competitive request for proposal that ensures that they have breadth and depth of staff to conduct
the City's audit in accordance with generally accepted auditing standards and contractual requirements.
The auditors report on the City's financial statements must be completed in sufficient time such that the
Comprehensive Annual Financial Report (CAFR) may be presented to the City Council at the first
Council meeting in January following the fiscal year end.
The auditors are accountable to the City Council and will have access to direct communication with the
City Council if staff is unresponsive to auditor recommendations or if the auditors consider such
communication necessary to fulfill their legal and professional responsibilities.
The City will distribute requests for proposals for audit services at least every three years.
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1 PART VIIII ACCOUNTING, AUDITING, AND FINANCIAL REPORTING
D. INTERNAL AUDITING
The Internal Auditor annually prepares an audit plan to audit such programs, accounts, areas, andlor
processes as have been defined as priority areas by management. Reports are distributed to responsible
department heads, directors, Assistant City Managers and City Manager. Responses are required, if
recommended, to be returned within a reasonable length of time. The Internal Auditor is responsible for
maintaining the levels of petty cash and change funds. The Internal Audit staff assists during the annual
audit by the external auditors.
E. EXTERNAL FINANCIAL REPORTING
Accounting Department prepares and publishes a comprehensive annual financial report (CAFR). The
CAFR is the official annual report for the City and contains appropriate statements, schedules and other
information for the major operations of the City and its component units. Also included is an official
audit opinion, transmittal letter from management, and information that provides continuing disclosure as
required by SEC Rule 15c2-12. The CAFR is prepared in accordance with generally accepted accounting
principals and is submitted annually to the Government Finance Officer's Association for evaluation for
the Certificate of Achievement of Excellence in Financial Reporting. The CAFR is published and
!7 presented to the City Council no later than the first City Council meeting in January following the fiscal
year end. CAFRs are distributed to appropriate federal/state agencies, and other users, including but not
limited to, students, other cities, bondholders, city staff, financial institutions, required information
depositories, and others.
r
7
The Single Audit report is prepared and presented to grantors no later than six months following the fiscal
year end The Single Audit report lists the status and current operations of all federal/state and local
funding awarded and received
Monthly reports are distributed by the Accounting Department that include schedules/statements that
present interim results of operations along with an executive style summary.
The Accounting Department prepares such other reports as are sufficient for management to plan,
monitor, and control the City's financial affairs. If delays will occur, the Director of Financial Services
will notify City Management and City Council of the delay and the underlying reasons.
12
r
APPENDIX
Some graphic illustrations of the theory behind some selected financial policies is presented. These
include:
CASH FLOWS
Property tax receipts vs. General Fund outlays
The pattern of property tax collections in the fiscal year 1995 is compared to the pattern of cash outlays in
the general fund. The timing of receipts occurs in a spike over a three month period while cash outlays
occur evenly over the year. Fund balance reserves offer funding when cash outlays and cash receipts
occur at different times. The fund balance reserve discussion is contained in PART H FINANCIAL
CONDITIONS, RESERVES AND STABILITY RATIOS.
CITY—WIDE REVENUES
As of September 30, 1995
This pie chart shows city revenues from all funds to illustrate a diversified revenue system. The revenue
system is described in PART III. REVENUES.
REVENUES VS. EXPENDITURES
For the fiscal year ending September 30, 1995
Each year, the balanced budget is presented to City Council for approval. When the budget is approved,
various procedures and tools are in place to monitor and control expenditures to meet the approved
budget. This graph illustrates the resulting "actual" revenues and expenditures for the major funds for the
fiscal year ending September 30, 1995. Expenditure control is discussed in PART IV.
EXPENDITURES.
NET FIXED ASSETS
For the past 5 fiscal years
Infrastructure must be maintained on a timely and consistent basis. Deferring those costs can increase
future capital costs by 5-10 fold. Recognizing that, the City of Lubbock has policies that propose setting
aside funds annually specifically to address infrastructure maintenance which are covered in PART V
CAPITAL ASSETS.
TAX -SUPPORTED DEBT PER CAPITA
$49.9 M tax -supported debt per 191,000 citizens
Moody's conducts a survey of cities, schools, and countys of all sizes and publishes some median
measures to which cities may compare their debt ratios. In this graph the City of Lubbock's debt per
capita ratio is compared to the median measure for cities of the same size published by Moody's.
TAX -SUPPORTED DEBT AS % OF ASSESSED VALUE
$49.9 M tax -supported debt per $5 billion assessed value
Another measure of debt is a comparison of tax -supported debt to the total assessed value. Moody's
publishes a median ratio for cities the size of the City of Lubbock. This graph compares the City of
Lubbock's experience to Moody's median measure.
' The Debt policy is discussed in PART VIL DEBT POLICY.
13
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