What is the Budget Monitoring Process (BMP)?
The City Budget Office is charged with maintaining a system of financial monitoring and control of the City's budget during the fiscal year that:
- Provides the Council with information on revenues, expenditures, and performance at the bureau and fund level;
- At the discretion of the CBO analyst or as requested by Council, provides the Council with information on revenues, expenditures, and performance at the program level; and
- Includes provisions for amending the budget during the year in order to comply with State of Oregon budgetary statutes and to address urgent and unforeseen needs or emergencies.
The Budget Monitoring Process, often referred to as the BMP, takes place three times during the fiscal year. The BMP includes budget monitoring activities as well as the ability to make changes to current year appropriations through supplemental budgeting.
- The Fall BMP serves two major purposes: to give City Council and the public a summary of prior year activity (budget monitoring) including prior year performance, and to adjust the current fiscal year budget (supplemental budgeting).
- The Spring BMP focuses on projecting spending for the remainder of the fiscal year (budget monitoring) and to make necessary adjustments to bureau budgets (supplemental budgeting). At this point in the fiscal year, bureaus and CBO should be able to project spending and revenues with a reasonable degree of accuracy.
- The Over-Expenditure Ordinance is narrowly focused on addressing fund-, bureau- and major object level over-expenditures and interfund loans to ensure that funds do not end the fiscal year with negative cash or fund balances. No other budget adjustments should be requested.
What kind of budget changes happen during the BMP?
The BMP is primarily technical in nature. Most requests are related to truing up budgets between fiscal years and making adjustments to align budget based on changes to projected spending.
Per City Financial Policy and state budget law, there is the ability to allocate or request new resources to address urgent and unforeseen needs that come up during the fiscal year that cannot be funded through existing resources. These changes are usually one-time in nature. In general, changes that have an ongoing impact are considered through the annual budget process and approval of rate changes.
How are decisions made during the Fall BMP?
As with the budget development process, the first step is for bureaus to submit their requested budget changes to the City Budget Office (CBO). These changes should be reviewed with and supported by that bureau’s Commissioner-in-Charge in advance. CBO then conducts analysis and provides recommendations for these decisions to City Council. Council discuses the requested changes and Mayor’s Proposed Supplemental Budget at a Council Work Session, which is scheduled for October 20th and will be available to watch online. The last step is for Council to vote on the Supplemental Budget, which is currently scheduled for October 28th. Per Local Budget Law, there is a Supplemental Budget hearing with an opportunity to provide public testimony before Council takes their vote.
FY 2019-20 General Budget Monitoring Documents
Below you can find both general resources and documents that are submitted and published as part of each Budget Monitoring Process.