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Financial Policies: Rules of the Game
for Local Governments
By Shayne Kavanagh, GFOA
Topics
 What are policies?
 The reasons for policies
 Common policy areas
 Making financial policies relevant
What Are Financial Policies?
 Rules of the game set by the people in the
organization
 Baseline standards for financial
stewardship that everyone agrees to
Why are policies important?
 Institutionalize good financial management
 Define boundaries
 Promote long-term & strategic thinking
 Manage risks to financial condition
Example: Reserves Policy
 We will maintain reserves equal to 20% of our regular
operating revenue
 We will not use reserves to fund recurring expenditures,
except in emergencies
 When we use reserves, we will seek to replenish them
as quickly as practicable.
Key Concept
Accountability vs. Flexibility
 Accountability: The requirements of responsibility to
the public and to follow regulations
 Flexibility: The ability of managers to take action in
pursuit of public goals
Policies can provide varying levels of discretion to
public officials.
Accountability vs. Flexibility
Investment
Capital Budgeting
Operational Budgeting
Reserves
Revenue & Expenditure
Debt
Accountability
Flexibility
Policy Areas We Will Examine
 Reserves
 Revenues
 Budgeting and Financial Planning
 Capital Planning
 Debt
 Investment
Reserves
S9
How much is enough?
Current
services?
Preparing
for Risk?
Reserves are a Hedge Against Risk
Consider Your Risks
 More is not necessarily better. Too much reserves can
erode public confidence.
 Helps you find the “just right” amount
 Helps elected officials better appreciate why you have
reserves
 Risk analysis process produces other ideas for mitigating
risks
11
Extreme Events
S12
Recessions
S13
Triple-A Approach Uncertainty
 Accept
• Uncertainty is inevitable
 Assess
• Find potential impact, using reference cases
 Augment
• Uncertainty will usually be underestimated!
14
S15
Assess Sales Taxes
S16
Assess Monthly Revenues
S17
For more
information see
GFOA report on
Colorado Springs
(Google “GFOA
Colorado Springs”)
When Can Reserves Be Used?
 Generally, limit to one-time uses
 Avoid using for on-going commitments
 Exception could be where there is a plan in place
S18
Who Can Authorize Use?
 City Manager, Council?
• Right answer depends on your structure, but have an answer
 Creative approaches…
• Staff have authority up to a point, but council approval required
if reserves get to low
• Supermajority required to use
reserves past certain point
S19
S20
What are the biggest risks your
government faces? How confident are you
that your reserves are sufficient to address
them?
1 minute to think about it
2 minutes to talk with a neighbor
Optional 4 – minutes to talk with three others
Revenue
S21
What is the Proper Use of One-Time
Revenues?
 One-time revenue should be used for one-time uses
• Buy a capital asset
• Build reserves
• Pay down debt
 Think about volatile revenues…
• Should usually large yields be
considered one-time revenues?
S22
How Do We Set User Fees?
 Set cost recovery goals. Higher recovery goals
may be appropriate when…
• Service benefits individual, not general public
• People can be excluded from the service
• Service is elective
 Periodic review of fees
• Regular review and update
• Review how services are provided
S23
How Can We Make Sustainable Use of
Grants?
 Grants should align with your community’s goals
• Don’t be enticed into things you wouldn’t otherwise do
 Address what happens to grant-funded programs after
the money runs out
• Grant funded programs shouldn’t automatically be rolled into
the regular budget
S24
Budgeting and Financial
Planning
S25
What is a “Balanced” Budget?
 Is it “sources equal uses”?
• Would using this to pay staff salaries be sustainable?
 Better definition
• Ongoing revenues = on-going expenditure
• One-time revenues = on-time expenditures
S26
What is our Time Horizon?
 Commit to Preparing a long-term plan
• How far in the future the plan will look
• Funds to be considered
 Find Imbalances
• Where and when do imbalances occur?
 Find Solutions
• Develop a balanced long-term plan
S27
Capital Improvement
Planning
What will the Scope Be?
 Go for a long-term time horizon
• 5 year minimum
 Define what counts as a “capital asset”
• Minimum dollar threshold – different from accounting
standard for a capital asset
• Consider maintenance projects that extend the useful
life of the asset
S29
What are the Operating Impacts?
The cost to operate and maintain an asset
often exceeds the original acquisition price
S30
The capital plan
must take this
into account
Are we Going to Maintain our Assets?
S31
Debt Policies
What are Acceptable Conditions for Debt?
 Fundamental: Debt should be used for capital
assets and not operations
 Compare debt to desire for cash financing
• Wake County: “80/20 rule”
 Permissible instruments
• Avoid or limit risky instruments
oWake county limits VRD to 20% or less
What Maturity is Acceptable?
 Maximums on life of debt
 Address back-loaded payment schedules
Wake County Policy:
Repay 70% or more of principle within 10 years
S34
How Much Debt Can We Afford?
Wake County Policies
 General & debt service fund balance at least 30% of revenues
 Debt at less than 2.5% of County AV
 Debt service at 20% or less of total expenditures
 Repay 70% or more of principle within 10 years
 80/20 rule
 20% or less VRD
S35
Investment
S36
The Foundation: Scope
 Which funds are subject to the policy?
• Usually all but could be some exceptions…
oComponent units?
oFunds held in trust?
oBond proceeds?
 Objectives
• Safety
• Liquidity
• Yield
S37
Standard of Care
 Authority to Invest
• Who is responsible for investment?
• Charged with creating detailed procedures
 Conflicts of interest
• Prohibit them!
• Disclosure of financial interests
 Prudence
• Prudent person or prudent expert rule
S38
Portfolio
 Authorized Investments & Diversity
• State law is a starting point, but address extent to
which instruments could be used
oPromotes safety, liquidity, yield
 Prohibited Investments
• Some may be allowed by state law
but still may not be a good idea…
oDerivatives?
oVariable rate debt?
S39
Keeping Policies Relevant
S40
S41
S42
Making Policies Relevant
 Pay attention to compliance with policies
• Consider a compliance review checklist
 Use policies to guide important decisions
 Show how policies solve problems
 Regular review and revision
 Orient new elected officials
Example of Policy Self-Assessment
Policy Statement Status Comment
Utility Rates & Fees. The City will set fees and user charges for each utility fund at a
level that fully supports the total direct and indirect cost of the activity. Indirect costs
include the cost of annual depreciation and overhead charges.

An annual review of
the utility rates was
completed.
Accounting. Maintain a liquidity ratio of at least 1:1 
Reserves. The City will establish a Golf Course Improvement Reserve for costs
associated with capital improvements budgeted in the Golf Course Fund. The reserve
will be maintained at a level at least equal to the projected five-year costs.
--
Reserve =
($510,000) for FY
2005-06
Using Policies to Guide Decisions
Dashboard from Wake County’s Debt & and Capital
Financial Model
Helps decision-makers visualize current &
expected position relative to policies.
Includes scenario analysis.
S45
Policy Solving a Problem
Tempe’s Golden Cone of Prosperity
S46
S47
What steps could you take, within your
existing power and resources, to make
policies more relevant in your
government?
1 minute to think about it
2 minutes to talk with a neighbor
Optional 4 – minutes to talk with three others
The End
If you liked the presentation, get the book
Financial Policies

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Financial Policies Rules of the Game for Local Governments financial-policies-2019-02-18-1.ppt

  • 1. Financial Policies: Rules of the Game for Local Governments By Shayne Kavanagh, GFOA
  • 2. Topics  What are policies?  The reasons for policies  Common policy areas  Making financial policies relevant
  • 3. What Are Financial Policies?  Rules of the game set by the people in the organization  Baseline standards for financial stewardship that everyone agrees to
  • 4. Why are policies important?  Institutionalize good financial management  Define boundaries  Promote long-term & strategic thinking  Manage risks to financial condition
  • 5. Example: Reserves Policy  We will maintain reserves equal to 20% of our regular operating revenue  We will not use reserves to fund recurring expenditures, except in emergencies  When we use reserves, we will seek to replenish them as quickly as practicable.
  • 6. Key Concept Accountability vs. Flexibility  Accountability: The requirements of responsibility to the public and to follow regulations  Flexibility: The ability of managers to take action in pursuit of public goals Policies can provide varying levels of discretion to public officials.
  • 7. Accountability vs. Flexibility Investment Capital Budgeting Operational Budgeting Reserves Revenue & Expenditure Debt Accountability Flexibility
  • 8. Policy Areas We Will Examine  Reserves  Revenues  Budgeting and Financial Planning  Capital Planning  Debt  Investment
  • 10. How much is enough? Current services? Preparing for Risk? Reserves are a Hedge Against Risk
  • 11. Consider Your Risks  More is not necessarily better. Too much reserves can erode public confidence.  Helps you find the “just right” amount  Helps elected officials better appreciate why you have reserves  Risk analysis process produces other ideas for mitigating risks 11
  • 14. Triple-A Approach Uncertainty  Accept • Uncertainty is inevitable  Assess • Find potential impact, using reference cases  Augment • Uncertainty will usually be underestimated! 14
  • 17. S17 For more information see GFOA report on Colorado Springs (Google “GFOA Colorado Springs”)
  • 18. When Can Reserves Be Used?  Generally, limit to one-time uses  Avoid using for on-going commitments  Exception could be where there is a plan in place S18
  • 19. Who Can Authorize Use?  City Manager, Council? • Right answer depends on your structure, but have an answer  Creative approaches… • Staff have authority up to a point, but council approval required if reserves get to low • Supermajority required to use reserves past certain point S19
  • 20. S20 What are the biggest risks your government faces? How confident are you that your reserves are sufficient to address them? 1 minute to think about it 2 minutes to talk with a neighbor Optional 4 – minutes to talk with three others
  • 22. What is the Proper Use of One-Time Revenues?  One-time revenue should be used for one-time uses • Buy a capital asset • Build reserves • Pay down debt  Think about volatile revenues… • Should usually large yields be considered one-time revenues? S22
  • 23. How Do We Set User Fees?  Set cost recovery goals. Higher recovery goals may be appropriate when… • Service benefits individual, not general public • People can be excluded from the service • Service is elective  Periodic review of fees • Regular review and update • Review how services are provided S23
  • 24. How Can We Make Sustainable Use of Grants?  Grants should align with your community’s goals • Don’t be enticed into things you wouldn’t otherwise do  Address what happens to grant-funded programs after the money runs out • Grant funded programs shouldn’t automatically be rolled into the regular budget S24
  • 26. What is a “Balanced” Budget?  Is it “sources equal uses”? • Would using this to pay staff salaries be sustainable?  Better definition • Ongoing revenues = on-going expenditure • One-time revenues = on-time expenditures S26
  • 27. What is our Time Horizon?  Commit to Preparing a long-term plan • How far in the future the plan will look • Funds to be considered  Find Imbalances • Where and when do imbalances occur?  Find Solutions • Develop a balanced long-term plan S27
  • 29. What will the Scope Be?  Go for a long-term time horizon • 5 year minimum  Define what counts as a “capital asset” • Minimum dollar threshold – different from accounting standard for a capital asset • Consider maintenance projects that extend the useful life of the asset S29
  • 30. What are the Operating Impacts? The cost to operate and maintain an asset often exceeds the original acquisition price S30 The capital plan must take this into account
  • 31. Are we Going to Maintain our Assets? S31
  • 33. What are Acceptable Conditions for Debt?  Fundamental: Debt should be used for capital assets and not operations  Compare debt to desire for cash financing • Wake County: “80/20 rule”  Permissible instruments • Avoid or limit risky instruments oWake county limits VRD to 20% or less
  • 34. What Maturity is Acceptable?  Maximums on life of debt  Address back-loaded payment schedules Wake County Policy: Repay 70% or more of principle within 10 years S34
  • 35. How Much Debt Can We Afford? Wake County Policies  General & debt service fund balance at least 30% of revenues  Debt at less than 2.5% of County AV  Debt service at 20% or less of total expenditures  Repay 70% or more of principle within 10 years  80/20 rule  20% or less VRD S35
  • 37. The Foundation: Scope  Which funds are subject to the policy? • Usually all but could be some exceptions… oComponent units? oFunds held in trust? oBond proceeds?  Objectives • Safety • Liquidity • Yield S37
  • 38. Standard of Care  Authority to Invest • Who is responsible for investment? • Charged with creating detailed procedures  Conflicts of interest • Prohibit them! • Disclosure of financial interests  Prudence • Prudent person or prudent expert rule S38
  • 39. Portfolio  Authorized Investments & Diversity • State law is a starting point, but address extent to which instruments could be used oPromotes safety, liquidity, yield  Prohibited Investments • Some may be allowed by state law but still may not be a good idea… oDerivatives? oVariable rate debt? S39
  • 41. S41
  • 42. S42
  • 43. Making Policies Relevant  Pay attention to compliance with policies • Consider a compliance review checklist  Use policies to guide important decisions  Show how policies solve problems  Regular review and revision  Orient new elected officials
  • 44. Example of Policy Self-Assessment Policy Statement Status Comment Utility Rates & Fees. The City will set fees and user charges for each utility fund at a level that fully supports the total direct and indirect cost of the activity. Indirect costs include the cost of annual depreciation and overhead charges.  An annual review of the utility rates was completed. Accounting. Maintain a liquidity ratio of at least 1:1  Reserves. The City will establish a Golf Course Improvement Reserve for costs associated with capital improvements budgeted in the Golf Course Fund. The reserve will be maintained at a level at least equal to the projected five-year costs. -- Reserve = ($510,000) for FY 2005-06
  • 45. Using Policies to Guide Decisions Dashboard from Wake County’s Debt & and Capital Financial Model Helps decision-makers visualize current & expected position relative to policies. Includes scenario analysis. S45
  • 46. Policy Solving a Problem Tempe’s Golden Cone of Prosperity S46
  • 47. S47 What steps could you take, within your existing power and resources, to make policies more relevant in your government? 1 minute to think about it 2 minutes to talk with a neighbor Optional 4 – minutes to talk with three others
  • 48. The End If you liked the presentation, get the book Financial Policies