City of Williamstown

TITLE III:  ADMINISTRATION
  
CHAPTER 33: FINANCE AND REVENUE

      FINANCIAL ADMINISTRATION
 
§ 33.01  DEFINITIONS.
 
As used in this subchapter, unless the context otherwise requires, the following definitions shall apply:
 
"BUDGET."  A proposed plan for raising and spending money for specified programs, functions, activities, or objectives during a fiscal year.
 
"DEBT SERVICE."  The sum of money required to pay installments of principal and interest on bonds, notes, and other evidences of debt accruing within a fiscal year and to maintain sinking funds.
 
"ENCUMBRANCES."  Obligations in the form of purchase orders or contracts that are chargeable to an appropriation.  An obligation ceases to be an encumbrance when paid or when the actual liability is recorded.
 
"FISCAL YEAR."  The accounting period for the administration of fiscal operations.
 
"GENERALLY ACCEPTED GOVERNMENTAL AUDITING STANDARDS."  Those standards for audit of governmental organizations, programs, activities, and  functions  issued by the Comptroller General of the United States.
(KRS 91A.010(6))    
 
"GENERALLY  ACCEPTED PRINCIPLES OF GOVERNMENTAL ACCOUNTING."  Those standards and procedures promulgated and recognized by the Governmental Accounting Standards Board.
(KRS 91A.010 (7))
 
§ 33.02  ACCOUNTING RECORDS AND FINANCIAL REPORTS.
 
(A)  The city shall keep its accounting records and render financial reports in such a way as to:
 
(1)     Determine compliance with statutory provisions; and
 
(2)     Determine fairly and with full disclosure the financial operations of constituent funds and account groups of the city in conformity with generally accepted governmental accounting principles.
 
(B)     The municipal accounting system shall be organized and operated on a fund basis.
(KRS 91A.020)
 
§ 33.025  ESTABLISHING STANDARDS OF FORM AND DETAIL FOR PREPARATION OF THE ANNUAL PROPOSED BUDGET.
 
The following standards shall apply to the form and detail in which the annual budget proposal of the city is to be prepared.
 
(A)  The annual budget proposal shall detail the raising of revenue from all sources, including grants and transfers, and the spending of money for specified programs, functions, activities, or objectives of the city, including all principal and interest due on debt, for the budget year.  The total of anticipated revenues shall equal or exceed the total of proposed expenditures.
 
(B)  The form of the annual budget proposal shall be consistent in form, to the extent practical, with the accounting system of the city.
 
(C)  The annual budget proposal shall provide a complete program and financial plan for all funds for the budget year.  It shall contain:
 
    (1)  A budget message, as specified in KRS 91A.030(7).
 
    (2)  A budget summary, as specified in section (D), supported by:
 
        (a)     An estimate of fund balance carry‑forward, as specified in section (E).
 
        (b)     An estimate of all anticipated revenues of the city compared to previous years, as specified in section (F).
         (c)    Proposed expenditures compared to previous years, as specified in section (G).
 
        (d)     An estimate of anticipated transfers, as specified in section (H).
 
(D)    Budget summary.  At the head of the annual budget proposal there shall appear a summary of the budget, which need not be itemized further than by principal sources of anticipated revenue, and proposed expenditures by program, function, activity, or objectives of the city, in such manner as to present a simple and clear summary of the detailed estimates of the budget components.
 
(E)     Fund balance carry‑forward.  Each fund balance available for appropriation shall be limited to the amount by which assets are estimated to exceed liabilities at the beginning of the budget year.
 
(F)     Anticipated revenues, comparison  with  other years.  In parallel columns opposite the several items of anticipated revenue there shall be placed:
 
    (1)     The amount of each such item actually received during the next preceding fiscal year; and
 
    (2)     The total of the amount of each item actually received to the time of preparation of the annual budget proposal, plus anticipated receipts for the remainder of the current fiscal year estimated as accurately as possible; and
 
    (3)     The amount of each item anticipated to be received during the budget year, estimated as accurately as possible.
 
(G)    Proposed  expenditures,  comparison  with other years.  In parallel columns, opposite the several items of proposed expenditures, there shall be placed:
 
    (1)     The amount of each such item actually expended during the year next preceding fiscal year; and
 
    (2)     The total of the amount actually expended to the time of preparation of the annual budget proposal plus the expenditures for the remainder of the current fiscal year estimated as accurately as possible; and
 
    (3)     The amount of each item to be appropriated for the budget year.
 
(H)    Anticipated transfer from other funds.  Any anticipated excess revenues, if legally available for general purposes and to the extent such excess is to be used to support other funds, shall be stated as a transfer item in the annual budget proposal. 
 
(I)     Operating Controls.  Upon adoption of the Budget Summary as provided for in Section (D) of this ordinance, the City Council requires a monthly detailed activity report of each line item as provided for in Section (F) and Section (G) of this ordinance.  This report shall list each revenue item and each expenditure item during a particular month for each line item as provided for in Section (F) and Section (G) of this ordinance. 
(Ord. 1994‑14, passed 8‑8‑94; Am. Ord. 1996‑13, passed 9‑9‑96; Am. Ord. 1999‑05, passed 4‑5‑99)
 
§ 33.03  ANNUAL BUDGET ORDINANCE.
 
(A)     The  city  shall  operate  under  an  annual  budget ordinance adopted and administered in accordance with the provisions of this section.  Notwithstanding any other provision of law, after July 15, 1980, the city shall not expend any monies from any governmental or proprietary fund, except in accordance with a budget ordinance adopted pursuant to this section.
 
(B)     Monies held by the city as a trustee or agent for individuals, private organizations, or other governmental units need not be included in the budget ordinance.
 
(C)    If in any fiscal year subsequent to a fiscal year in which the city has adopted a budget ordinance in accordance with this section, no budget ordinance is adopted, the budget ordinance of the previous fiscal year shall have full force and effect as if readopted.
 
(D)    The budget ordinance of the city shall cover one fiscal year. However, if the city is required to adjust its fiscal year to conform to the fiscal year set out in Section 169 of the Kentucky Constitution it may utilize for transition purposes a fiscal year of any length not to exceed 18 months.  Any such adjustment shall be completed not later than two years from July 15, 1980.
 
(E)     Preparation of the budget proposal shall be the responsibility of the Mayor.
 
(F)     The budget proposal shall be prepared in a form and detail as is prescribed by ordinance.
 
(G)    The budget proposal together with a budget message shall be submitted to Council not later than 30 days prior to the beginning of the fiscal year it covers.  The budget message shall contain an explanation of the governmental goals fixed by the budget for the coming fiscal year; explain important features of the activities anticipated in the budget; set forth the reasons for stated changes from the previous year in program goals, programs, and appropriation levels; and explain any major changes in fiscal policy.
 
(H)   
    (1)     Council shall adopt a budget ordinance making appropriations for the fiscal year in such sums as it finds sufficient and proper, whether greater or less than the sums recommended in the budget proposal.  The budget ordinance may be in any form that council finds most efficient in enabling it to make the necessary fiscal policy decisions.
 
    (2)     No budget ordinance shall be adopted which provides for appropriations to exceed revenues in any one fiscal year in violation of Section 157 of the Kentucky Constitution.
 
(I)      The full amount estimated to be required for debt service during the budget year shall be appropriated for all governmental fund types.
 
(J)     Council may amend the budget ordinance at any time after the ordinance's adoption, so long as the amended ordinance continues to satisfy the requirements of this section.
 
(K)     Administration and implementation of an adopted budget ordinance shall be the responsibility of the Mayor.  That responsibility includes the preparation and submission to Council of operating statements, including budgetary comparisons of each governmental fund for which an annual budget has been adopted.  These reports shall be submitted  not  less than once every three months in each fiscal year.
 
(L)     To the extent practical, the system utilized in the administration and implementation of the adopted budget ordinance shall be consistent in form with the accounting system called for in § 33.02.
 
(M)    No city agency, or member, director, officer, or employee of a city agency, may bind the city in any way to any extent beyond the amount of money at that time appropriated for the purpose of the agency.  All contracts, agreements, and obligations, expressed or implied, beyond any existing appropriations are void; nor shall any city officer issue any bond, certificate, or warrant for the payment of money by the city in any way to an extent, beyond the balance of any appropriation made for the purpose.
(KRS 91A.030)
                 
Cross reference:
Annual budget ordinances,
See Tables of Special Ordinances, Table III
 
§ 33.04  ANNUAL AUDIT OF CITY FUNDS.
 
(A)     The city shall, after the close of each fiscal year, cause each fund of the city to be audited by the auditor of public accounts or a certified public accountant.  The audits shall be completed by February 1 immediately following the fiscal year being audited.  Within ten days of the completion of the audit and its presentation to the city legislative body, pursuant to division (B)(5) of this section, the city shall forward three copies of the audit report to the Department for Local Government for information purposes. The Department for Local Government shall forward one copy of the audit report to the Legislative Research Commission to be used for the purposes of KRS 6.955 to 6.975.
 
(B)     The city shall enter into a written contract with the selected auditor.  The contract shall set forth all terms and conditions of the agreement which shall include, but not be limited to, requirements that:
 
    (1)     The auditor be employed to examine the basic financial statements which shall include the government-wide and fund financial statements;
 
    (2)     The auditor shall include in the annual city audit report an examination of local government economic assistance funds granted to the city under KRS 42.450 to 42.495.  The auditor shall include a certification with the annual audit report that the funds were expended for the purpose intended;
 
    (3)     All audit information be prepared in accordance with generally accepted governmental auditing standards which includes tests of the accounting records and auditing procedures as considered necessary in the circumstances.  Where the audit is to cover the use of state or federal funds, appropriate state or federal guidelines shall be utilized;
 
    (4)     The auditor prepare a typewritten or printed report embodying:
 
        (a)     The basic financial statements and accompanying supplemental and required supplemental information;
 
        (b)     The auditor's opinion on the basic financial statements or reasons why an opinion cannot be expressed; and
 
        (c)     Findings required to be reported as a result of the audit.
 
    (5)     The auditor shall include in the annual city audit report an examination of local government economic assistance funds granted to the city under KRS 42.450 to 42.495.  The auditor shall include a certification that the funds were expended for the purposes intended.
 
    (6)     The completed audit and all accompanying documentation shall be presented to Council at a regular or special meeting.
 
    (7)     Any contract with a certified public accountant for an audit shall require the accountant to forward a copy of the audit report and management letters to the Auditor of Public Accounts upon request of the city or the Auditor of Public Accounts, and the Auditor of Public Accounts shall have the right to review the certified public
accountant's work papers upon request.
 
(C)    A copy of the audit report which meets the requirements of this section shall be considered satisfactory and final in meeting any official request to the city for financial data, except for statutory or judicial requirements, or requirements of the Legislative Research Commission necessary to carry out the purposes of KRS 6.955 to KRS 6.975.
 
(D)    Each city shall, within 30 days after the presentation of an audit to the city legislative body, publish an advertisement, in accordance with KRS Chapter 424, containing:
 
    (1)     The auditor's opinion letter;
 
    (2)     The "Budgetary Comparison Schedules‑Major Funds," which shall include the general fund and all major funds;
 
    (3)     A statement that a copy of the complete audit report, including financial statements and supplemental information, is on file at city hall and is available for public inspection during normal business hours. 
 
    (4)     A statement that any citizen may obtain from city hall a copy of the complete audit report, including financial statements and supplemental information, for his personal use. 
 
    (5)     The statement shall notify citizens requesting a personal copy of the city audit report that they will be charged for duplication costs at a rate that shall not exceed twenty‑five cents ($0.25) per page. 
 
    (6)     A statement that copies of the financial statement prepared in accordance with KRS 424.220 are available to the public at no cost at the business address of the officer responsible for preparation of such statement.
 
(E)     The city may utilize the alternative publication methods authorized by KRS 424.190 (2) to comply with the provisions of this section.
 
(F)     Any person who violates any provision of this section shall be guilty of a misdemeanor and fined not less than $50 nor more than $500.  In addition, any officer who fails to comply with any of the provisions of this section shall, for each failure, be subject to a forfeiture of not less than $50 nor more than $500, in the discretion of the court, which may be recovered only once, in a civil action brought by any resident of the city.  The costs of all proceedings, including a reasonable fee for the attorney of the resident bringing the action, shall be assessed against the unsuccessful party. (KRS 91A.040)
                   
Statutory reference:
Governor’s Office for Local Development to provide assistance, see
  KRS 91A.050.
 
§ 33.05  OFFICIAL DEPOSITORIES; DISBURSEMENT OF CITY FUNDS.
 
(A)  The Mayor shall designate as the city's official depositories one or more banks, federally insured savings and loan companies, or trust companies within the Commonwealth.  The amount of funds on deposit in an official depository shall be fully insured by deposit insurance or collateralized in accordance with 12 U.S.C. sec. 1823, to the extent uninsured, by any obligations, including surety bonds permitted by KRS 41.240(4).
 
(B)  All receipts from any source of city money or money for which the city is responsible, which has not been otherwise invested or deposited in a manner authorized by law, shall be deposited in official depositories.  All city funds shall be disbursed by written authorization approved by the Mayor which shall state the name of the person to whom funds are payable, the purpose of the payment and the fund out of which the funds are payable.  Each authorization shall be numbered and recorded.
(KRS 91A.060)
 
             IMPROVEMENTS
 
§ 33.10  DEFINITIONS.
 
As used in this subchapter, unless the context otherwise requires, the following definitions shall apply:
 
"ASSESSED VALUE BASIS."  The apportionment of cost of an improvement according to the ratio the assessed value of individual parcels of property bears to the total assessed value of all such properties.
 
"BENEFITS RECEIVED BASIS."  The apportionment of cost of an improvement according to equitable determination by Council of the special benefit received by property from the improvement, including assessed value basis, front foot basis, and square foot basis, or any combination thereof, and may include consideration of assessed value of land only, graduation for different classes of property based on nature and extent of special benefits received, and other factors affecting benefits received.
 
"COST."  All costs related to an improvement, including planning, design, property or easement acquisition and construction costs, fiscal and legal fees, financing costs, and publication expenses.
 
"FAIR BASIS."  Assessed value basis, front foot basis, square foot basis, or benefits received basis.
 
"FRONT FOOT BASIS."  The apportionment of cost of an improvement according to the ratio the front footage on the improvement of individual parcels of property bears to such front footage of all such properties. 
 
"IMPROVEMENT."  Construction of any facility for public use or services or any addition thereto, which is of special benefit to specific properties in the area served by such facility.
 
"PROPERTY."  Any real property benefited by an improvement.
 
"SPECIAL ASSESSMENT" or "ASSESSMENT."  A special charge fixed on property to finance an improvement in whole or in part.
 
"SQUARE FOOT BASIS."  The apportionment of cost of an improvement according to the ratio the square footage of individual parcels of property bears to the square footage of all such property.
(KRS 9lA.2l0)
 
§ 33.ll  FINANCING OF IMPROVEMENTS.
 
(A)     The city may not finance any improvement through special assessments except pursuant to this subchapter, or other statutory authority.  (KRS 9lA.200)
 
(B)     The city may finance the cost of an improvement in whole or in part by special assessments made as provided in this subchapter.
 
(C)    Cost of an improvement shall be apportioned equitably on a fair basis.
 
(D)    The city may provide for lump sum or installment payment of assessments or for bond or other long‑term financing, and for any improvement may afford property owners the option as to method of payment or financing.  (KRS 9lA.220)
 
§ 33.l2  APPORTIONMENT OF COST.
 
The cost of any improvement shall be apportioned on a benefits received basis with respect to any property owned by the state, a local unit of government, or any educational, religious, or charitable organization.  Council may assess such property in the same manner as for privately owned property or it may pay the costs so apportioned out of general revenues.
(KRS 9lA.230)
 
§ 33.l3  COMPREHENSIVE REPORT REQUIRED.
 
Before undertaking any improvements pursuant to this subchapter, the city shall prepare a comprehensive report setting out:
 
(A)     The nature of the improvement;
 
(B)     The scope and the extent of the improvement, including the boundaries or other description of the area to be assessed;
 
(C)    The preliminary estimated cost of the improvement;
 
(D)    The fair basis of assessment proposed;
 
(E)     If financing of assessments is provided, the proposed method, including the proposed years to maturity of any bonds to be issued in connection with the improvement; and
 
(F)     Such other information as may further explain material aspects of the improvement, assessments, or financing.
(KRS 9lA.240)
 
§ 33.l4  PUBLIC HEARING REQUIRED.
 
After preparation of the report required by § 33.l3, the city shall hold at least one public hearing on the proposed improvement at which all interested persons shall be heard.  Notice of the hearing shall be published pursuant to KRS Chapter 424, and mailed to each affected property owner by certified mail, return receipt requested, and shall include:
 
(A)     The nature of the improvement;
 
(B)     Description of area of the improvement;
 
(C)    Statement that the city proposes to finance the improvement in whole or in part by special assessment of property and the method to be used;
 
(D)    Time and place the report may be examined; and
 
(E)     Time and place of the hearing.
(KRS 9lA.250)
 
§ 33.l5  ADOPTION OF ORDINANCE; NOTICE TO AFFECTED OWNERS.
 
Within 90 days of conclusion of the hearing, the city shall determine whether to proceed with the improvement by special assessments, and if it determines to proceed shall adopt an ordinance so stating and containing all necessary terms, including the items referred to in § 33.l3 and description of all properties.  Promptly upon passage the city shall publish such ordinance pursuant to KRS Chapter 424 and shall mail by certified mail to each affected property owner a notice of determination to proceed with the project, the fair basis of assessment to be utilized, the estimated cost to the property owner, and the ratio the cost to each property owner bears to the total cost of the entire project.
(KRS 9lA.260)
 
§ 33.l6  AFFECTED OWNER MAY CONTEST.
 
(A)     Within 30 days of the mailing of the notice provided for in§  33.l5, any affected property owner may file an action in the circuit court of the county, contesting the undertaking of the project by special assessment, the inclusion of his property in the improvement, or the amount of his assessment.  If the action contests the undertaking of the improvement by the special assessment method of the inclusion of the property of that property owner, no further action on the improvement insofar as it relates to any property owner who is a plaintiff shall be taken until the final judgment has been entered.
 
(B)     The city may proceed with the improvement with respect to any properties whose owners have not filed or joined in an action as provided in this section or who have contested only the amounts of their assessments, and the provisions of the resolution shall be final and binding with respect to such property owners except as to contested amounts of assessments.  After the lapse of time as herein provided, all actions by owners of properties shall be forever barred.
(KRS 91A.270)
 
§ 33.17  WHEN CITY MAY PROCEED; ASSESSMENT CONSTITUTES LIEN.
 
(A)  After the passage of time for the action provided for in § 33.16, or after favorable final judgment in any such action, whichever comes later, the city may proceed with the improvement or part thereof as was stayed by the action, including notice requiring payment of special assessment or installment thereon and bonds or other method proposed to finance the improvement.  The first installment may be apportioned so that other payments will coincide with payment of ad valorem taxes.
 
(B)  The amount of any outstanding assessment or installments thereof on any property, and accrued interest and other charges, shall constitute a lien on the property to secure payment to the bondholders or any other source of financing of the improvement.  The lien shall take precedence over all other liens, whether created prior to or subsequent to the publication of the ordinance, except a lien for state and county taxes, general municipal taxes, and prior improvement taxes, and shall not be defeated or postponed by any private or judicial sale, by any mortgage, or by any error or mistake in the description of the property or in the names of the owners.  No error in the proceedings of the Council shall exempt any benefited property from the lien for the improvement assessment, or from payment thereof, or from the penalties or interest thereon, as herein provided.
(KRS 91A.280)
 
§ 33.18  EFFECT OF ADDITIONAL PROPERTY OR CHANGE IN FINANCING.
 
The city may undertake any further proceedings to carry out the improvement or any extension or refinancing thereof, except that §§ 33.13 through 33.17 shall apply if additional property is included in the improvement or if change is made in the method or period of financing; but additional property may be included in the improvement with the consent of the owner thereof without compliance with other sections if it does not increase the cost apportioned to any other property, or any other change may be made without such compliance if all property owners of the improvement consent.
(KRS 91A.290)
 
PROCUREMENT
 
§ 33.25  KENTUCKY MODEL CODE ADOPTED BY REFERENCE.
 
Pursuant to authority granted under KRS Chapter 45A, the city adopts the provisions of KRS 45A.345 ‑ KRS 45A.460 known as the Kentucky Model Procurement Code. 
(Ord. 1992‑329, passed 3‑2‑92)