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City of Roseville — 2004 Budget The government reports deferred revenue on its combined balance sheet. Deferred revenues arise when a potential revenue does not meet both the "measurable" and "available" criteria for recognition in the current period. Deferred revenues also arise when resources are received by the government before it has a legal claim to them as when grant monies are received prior to the incurrence of qualifying expenditures. In subsequent periods when both revenue recognition criteria are met or when the government has a legal claim to the resources the liability for deferred revenue is removed from the combined balance sheet and revenue is recognized. Expenditures are generally recognized under the modified accrual basis of accounting when the related fund liability is incurred except for principal and interest on general long -term debt which is recognized when due and accumulated unpaid vacation and compensatory time off which are recognized when paid. The accrual basis of accounting is utilized by proprietary fund types. Under this method, revenues are recorded when earned and expenses are recorded at the time liabilities are incurred. Unbilled utility service receivables are recorded at year -end. Basis of Budgeting The City adopts an annual budget for the general and special revenue funds that are prepared on the modified accrual basis of accounting. The adopted budget indicates the amount that can be expended by each fund based on detailed budget estimates for individual expenditure accounts. Management may make budget modifications within the fund level. All budget revisions at the fund level must be authorized by the City Council at the request of the City Manager. The Council, under Minnesota Statutes, Section 412.731, can modify or amend the budget if funds are available. All supplemental appropriations are financed either by transfers from the contingency section of the general fund budget or by revenues received in excess of the budgeted amounts. All budget amounts lapse at the end of the year to the extent they have not been expended. The level which expenditures may not legally exceed appropriations is at the fund level. Long Range Planning (Capital Improvement Program (CIP)) Overview As part of the annual budget and the long range planning process, the city also updates a 5 -year Capital Improvement Program (CIP). The Capital Improvement Program process is on going throughout the year, as the City Council studies and approves various projects. The document preparation is an affirmation of those approvals as well as a projection of potential projects that may be approved within the 5 -year period. The general guideline for CIP inclusion would be equipment of a capital nature, and construction project cost generally in excess of $2,000. Items may appear in the CIP that are under the minimum amount, but they are evaluated on the basis of the substance of the expenditure. Budget Procedures (Specific) A budget calendar is developed in early February of each year with the departmental budget material going out to departments in early April. Prior to departmental distribution, the Council at a work session usually sets overall goals for the City Management team to aid in their budget preparation. Those goals usually consist of ❑ Infrastructure Goals 128