Subject:
Title
Proposed changes to Board Policy BCC-43, Commission District Office Annual Budget
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Fiscal Impact:
N/A
Dept/Office:
District 1
Requested Action:
Recommendation
It is recommended that the Board of County Commissioners adopt the following redline changes to Policy BCC-43, Commission District Office Annual Budget.
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Summary Explanation and Background:
In recent years, public expectations for transparency and accountability in local government spending have grown significantly. The Board of County Commissioners (BCC) recognizes that clear, accessible, and timely financial information is essential for building public trust and ensuring responsible stewardship of taxpayer dollars. As part of ongoing efforts to strengthen these principles, the BCC-43 policy governing Commission District Office annual budgets has been reviewed and updated to address both operational clarity and transparency.
Historically, Commission District Offices have operated within set budgetary caps, but the mechanisms for monitoring, reporting, and approving expenditures have not always provided the level of detail or oversight needed for optimal transparency. Recent discussions among commissioners and feedback from the public have highlighted the importance of not only maintaining fiscal discipline but also making financial activity more visible and understandable to all stakeholders.
• Quarterly Budget Reporting:
The proposed policy revision requires that the Budget Office provide each District Office with a quarterly Budget vs. Actual report, showing year-to-date commitments, expenses, and the remaining available balance. This change will ensure that financial activity is regularly and systematically disclosed to each District Office, supporting ongoing oversight and public transparency.
• Clarification of Facilities Funding and Approval:
The proposed policy revision clarifies that building costs-including rentals, utilities, and maintenance-are funded by the Facilities Management budget, not by the District Offices. Additionally, Facilities will provide a written estimate of anticipated expenses and obtain written approval from the requesting commissioner for any office-specific capital improvement or renovation project prior to proceeding with the work. This process creates a clear, documented trail for facilities-related expenditures and ensures accountability for capital improvements.
These changes are recommended to enhance transparency by providing structured, periodic financial reporting and by establishing clear, auditable procedures for facilities-related spending, thereby increasing public trust and internal accountability.
Clerk to the Board Instructions: