Garland Parks and Recreation
Financial management is the process of planning for, acquiring, and using funds to achieve predetermined organizational goals and objectives. The increasing demand for more and better services, continuing upward spiral of costs, increasing emphasis on fiscal responsibility and accountability, and emphasis in keeping taxes low, are all forcing park and recreation organizations to become more effective and efficient in all aspects of their financial operations. Parks and recreation managers must possess the ability to secure, organize, and control the financial resources of the organization to ensure the success and survival of their organizations. Formal fiscal control and monitoring procedures enable an agency to establish accountability, to comply with funding authorizations and restrictions, to ensure that disbursements are for designated and approved purposes and to alert agency management to possible problems.
There shall be a designated position (person) or team responsible for the agency's Financial Management, Responsibility and Accountability. This person/team shall provide strategies and technical expertise in relation to financial management, accountability, and planning for and using funds to achieve predetermined agency goals and objectives.
Required Evidence of Compliance
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There shall be a narrative description of the overall financial management strategy utilized by the agency.
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Provide the job description and relevant education/experience for the position(s) involved in financial management on behalf of the agency (municipal/agency staff and/or consultants)
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Describe how the agency incorporates fairness and accessibility management principles into these fiscal strategies, unless prohibited by state law or local ordinance.
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The agency shall have a defined legal authority for fiscal matters and fiscal policies approved by the body having legal authority. Both are distributed and followed by the approving authority and staff.
Required Evidence of Compliance
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Provide a narrative describing how legal fiscal authority is derived.
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Provide a summary of fiscal policies, such as those pertaining to segregation of funds, fund balance and reserve requirements, philosophical use of taxpayer funds, etc.
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Describe how policies are shared with new members of the approving authority and staff.
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Provide evidence that fiscal policies and procedures have been established and are being followed. These items may reside in the Annual Comprehensive Financial Report.
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There shall be an established fee policy, periodically updated, regarding fees and charges for programs, services, and admissions. The strategies and methodologies for fees/charges-setting and cost recovery shall be transparent and consistent with the agency’s mission and core values. The policy shall be approved by the agency's approving authority and shall include provisions for staff and community input, and fiscal accountability.
Required Evidence of Compliance
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Provide the policy and/or directing documents on fees and charges, the current fee schedules or cost- recovery procedures, and the most recent review or update.
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Provide evidence that the policy is administered, ensuring compliance with the approving authority’s cost-recovery direction.
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Resource allocation strategy procedures shall also be included.
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Scholarship policies should be included if applicable.
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The agency may be able to leverage taxpayer dollars for the benefit of the community by seeking grants and alternative funding sources for projects and services. Policies and procedures should be established to guide the agency. Grants and alternative funding sought should be aligned with agency priorities and managed diligently.
Required Evidence of Compliance
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Provide the policy and procedure for managing grants and alternative funding sources as well as evidence of compliance with grant management and reporting requirements.
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Provide the policy for solicitation and management of private, corporate and non-profit support.
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Provide evidence of the review and consideration of grant and alternative funding-source opportunities that result in received support which furthers the mission, vision, and strategic priorities of the agency.
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Agencies shall analyze financial statements throughout the fiscal year to inform decisions made that ensure the sustainable operation of the agency.
Required Evidence of Compliance
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Provide a narrative describing how financial statements (could be monthly, quarterly, or annually) are available and used to manage the budget at all levels of the agency, systematically informing agency decision making throughout the fiscal year.
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The agency establishes and implements strategic levels of purchasing authority and procurement processes, inclusive of emergency purchasing, to ensure the highest and best use of taxpayer funds.
Required Evidence of Compliance
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Provide the policy and/or procedures.
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Provide a narrative outlining opportunities for staff to learn and train for best-practice procurement policies and procedures, e.g., reducing workload, increasing customer satisfaction, etc.
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There shall be an independent audit of the agency's fiscal activities conducted annually or at a time stipulated by applicable statute or regulation. The audit may be performed by the government's internal audit staff, e.g., city, county, state, as well as be external to the agency being audited, or by an outside-certified public accounting firm. An independent audit assures taxpayers that agency funds are properly managed and tracked.Required Evidence of Compliance
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Provide the most recent independent audit and management letter, or most recent Annual Comprehensive Financial Report and provide the response to the audit recommendations.
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Provide narrative evidence of adjustments made to accounting controls in response to audit recommendations, if applicable.
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A budget is a plan used to propose and approve use of funding to achieve the mission, vision, and key service delivery objectives of the agency. Staff and community input and/or review opportunities shall be provided.Required Evidence of Compliance
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Provide evidence that the annual or biennial budget is built in alignment with the mission, vision, and strategic priorities. This could be an artifact (collectible item) such as the budget message or transmittal letter that describes the connection between agency priorities and budgetary investment.
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Provide evidence of the opportunity for the staff and community to participate in the budget preparation process.
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When unforeseen events impact well-planned and executed budgets, supplemental or emergency appropriations may be required. The agency shall plan for these occurrences by developing and implementing policies to guide approval processes for changes to the approved budget.Required Evidence of Compliance
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Provide evidence describing a recent example of supplemental and/or emergency appropriations, which may have required budget amendment, followed by the approved process.
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If there has not been a need for such a budget adjustment, provide documentation of the approved process or policy to follow when necessary.
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Agencies shall maintain capital asset depreciation and replacement schedules covering facilities, playgrounds, pavilions, fleet, etc., assisting the agency in efficiently maintaining continuity of operations and ensuring customer service standards are met.
Required Evidence of Compliance
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Provide the capital asset depreciation and replacement schedule.
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Provide evidence that the replacement schedule has forecasted future expenditures to sufficiently fund future replacements.
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