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HomeMy WebLinkAboutAgenda - 06-15-2021; 4-b - Distinguished Budget Presentation Award 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 15, 2021 Action Agenda Item No. 4-b SUBJECT: Distinguished Budget Presentation Award DEPARTMENT: Finance and Administrative Services ATTACHMENT(S): INFORMATION CONTACT: Attachment 1. GFOA Announcement Letter to Orange County, Gary Donaldson, (919) 245-2453 GFOA Press Release, Paul Laughton, (919) 245-2152 and GFOA Award Criteria PURPOSE: To recognize the budget staff of the Orange County Finance and Administrative Services Department for earning the Government Finance Officers' Association (GFOA) Distinguished Budget Presentation Award for the 2020-21 fiscal year budget document. BACKGROUND: GFOA is an internationally recognized organization that offers guidance and support to local and state government budget and finance professionals throughout the United States and Canada. The GFOA's Distinguished Budget Presentation Award is the highest form of recognition in governmental budgeting and represents a significant achievement by the organization. Its attainment represents a major achievement by a governmental entity and its budget team. In order to receive this award, the County's budget and capital planning documents must meet stringent program criteria such as policy documents, operations guides, financial plans, and communications devices. This year marks the twenty-ninth year that Orange County has received the GFOA Distinguished Budget Presentation Award. Eligibility standards and expectations for the award become more stringent and rigorous each year. The County commends the budget staff for their ability to consistently achieve the high standards required to receive this esteemed award. FINANCIAL IMPACT: There is no financial impact related to the recognition of this award. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated with this item. ENVIRONMENTAL IMPACT: There are no Orange County Environmental Responsibility Goal impacts associated with this item. RECOMMENDATION(S): The Manager recommends that the Board recognize the budget staff of the Finance and Administrative Services Department for the receipt of the GFOA Distinguished Budget Award. 2 March 01,2021 Gary Donaldson Chief Financial Officer Orange County 405 Meadowlands Drive Hillsborough,NC 27278 Dear Mr. Donaldson: A panel of independent reviewers has completed its examination of your budget document. We are pleased to inform you that the panel has voted to award your budget document the Distinguished Budget Presentation Award from Government Finance Officers Association (GFOA) for the current fiscal period on a qualified basis. As you know, certain criteria of the Budget Awards Program are mandatory. Normally,failure to satisfy one of the mandatory criteria as determined by two or all three reviewers would preclude an organization from obtaining the award. Our review indicated that your budget document failed to satisfy the following criteria: Financial#8 Because of your organization's past participation in the Budget Awards Program, this deficiency will not disqualify your budget document from receiving the award this year. However, failure to correct the deficiency in your next submittal will almost certainly exclude your organization from receiving the award. The Distinguished Budget Presentation Award is valid for one year. To continue your participation in the program, it will be necessary to submit your next annual budget document to GFOA within 90 days of the proposed budget's submission to the legislature or within 90 days of the budget's final adoption.Information about how to submit an application for the Distinguished Budget Program application is posted on GFOA's website. Each program participant is provided with confidential comments and suggestions for possible improvements to the budget document. Your comments are enclosed. We urge you to carefully consider the suggestions offered by our reviewers as you prepare your next budget. When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of Recognition for Budget Presentation is also presented to the individual(s) or department designated as being primarily responsible for its having achieved the award. Enclosed is a Certificate of Recognition for Budget Preparation for: Finance Department Continuing participants will receive a brass medallion that will be mailed separately. First-time recipients will receive an award plaque within eight to ten weeks. Also enclosed is a camera-ready reproduction of the award for inclusion in your next budget. If you reproduce the camera-ready image in your next budget, it should be accompanied by a statement indicating continued compliance with program criteria. The following standardized text should be used: Government Finance Officers Association of the United States and Canada (GFOA)presented a Distinguished Budget Presentation Award to Orange County, North Carolina, for its Annual Budget for the fiscal year beginning July 01,2020. In order to receive this award, a governmental 3 unit must publish a budget document that meets program criteria as a policy document, as a financial plan, as an operations guide, and as a communications device. This award is valid for a period of one year only. We believe our current budget continues to conform to program requirements,and we are submitting it to GFOA to determine its eligibility for another award. A press release is enclosed. Upon request, GFOA can provide a video from its Executive Director congratulating your specific entity for winning the Budget Award. We appreciate your participation in this program, and we sincerely hope that your example will encourage others in their efforts to achieve and maintain excellence in governmental budgeting. The most current list of award recipients can be found on GFOA's website at www.gfoa.org. If we can be of further assistance, please contact the Technical Services Center at(312)977-9700. Sincerely, Michele Mark Levine Director, Technical Services Center Enclosure 4 FOR IMMEDIATE RELEASE March 01,2021 For more information, contact: Technical Services Center Phone: (312)977-9700 Fax: (312) 977-4806 E-mail: bud2etawards(�2foa.or2 (Chicago,Illinois)--Government Finance Officers Association is pleased to announce that Orange County, North Carolina,has received GFOA's Distinguished Budget Presentation Award for its budget. The award represents a significant achievement by the entity. It reflects the commitment of the governing body and staff to meeting the highest principles of governmental budgeting. In order to receive the budget award, the entity had to satisfy nationally recognized guidelines for effective budget presentation. These guidelines are designed to assess how well an entity's budget serves as: ■ a policy document ■ a financial plan ■ an operations guide ■ a communications device Budget documents must be rated "proficient" in all four categories, and in the fourteen mandatory criteria within those categories,to receive the award. When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of Recognition for Budget Presentation is also presented to the individual(s) or department designated as being primarily responsible for having achieved the award. This has been presented to Finance Department. There are over 1,600 participants in the Budget Awards Program.The most recent Budget Award recipients, along with their corresponding budget documents, are posted quarterly on GFOA's website. Award recipients have pioneered efforts to improve the quality of budgeting and provide an excellent example for other governments throughout North America. Government Finance Officers Association (GFOA) advances excellence in government finance by providing best practices,professional development, resources and practical research for more than 20,500 members and the communities they serve. 5 GOVERNMENT FINANCE OFFICERS ASSOCIATION Distinguished Budget Presentation Award PRESENTED TO Orange County North Carolina For the Fiscal Year Beginning July 01, 2020 OJV4-��e- P ;""`moi Executive Director 6 The Government Finance Officers Association of the United States and Canada presents this CERTIFICATE OF RECOGNITION FOR BUDGET PREPARATION to Finance Department Orange County, North Carolina The Certificate of Recognition for Budget Preparation is presented by the Government Finance Officers Association to those individuals who have been instrumental in their government unit achieving a Distinguished Budget Presentation Award. The a�yG� OFFi�, Distinguished Budget Presentation Award,which is the highest award in governmental OF THE budgeting, is presented to those government units whose budgets are judged to adhere UNI TEAOSOTATES N 3S to program standards CANAOA o 6 CORPORATION ! CHICAGO Executive Director Date: March 01, 2021 7 BUDGET REVIEW COMPOSITE RATING FORM GFOA Distinguished Budget Presentation Awards Program Agency: Orange County, NC Fiscal Year beginning: July 2020 Document number: 89943171 T At least 2 of the three reviewers must rate the document "proficient" or "outstanding on all four overall categories and all mandatory criteria in order for the document to receive the award Information Not Present Does Not Satisfy Proficient Outstanding (1) (2) (3) (4) R1 R2 R3 R1 R2 R3 R1 R2 R3 R1 R2 R3 Introduction and Overview * C1 Table of contents (mandatory) P1 Strategic goals & strategies P2 Short-term organization-wide factors influencing decisions * P3 Priorities and issues (mandatory) * C2 Budget overview (mandatory) Financial Structure, Policy, and Process * 01 Organizational chart (mandatory) F1 Fund descriptions and fund structure 02 Department/fund relationship F2 Basis of budgeting * P4 Financial policies (mandatory) * P5 Budget process (mandatory) Financial Summaries * F3 Consolidated financial schedule (mandatory) * F4 Three (four) year consolidated & fund financial schedules (mandatory) * F5 Fund balance (mandatory) * F6 Revenues (mandatory) F7 Long-range financial plans Capital & Debt * F8 Capital expenditures (mandatory) F9 Impact of capital investments on operating budget * F10 Debt (mandatory) Departmental Information * 03 Position summary schedule (mandatory) * 04 Department descriptions (mandatory) 05 Unit goals and objectives 06 Performance measures Document-wide Criteria C3 Statistical/supplemental section C4 Glossary C5 Charts and graphs C6 Understandability and usability Overall Overall as a policy document Overall as a financial plan Overall as a operations guide Overall as a communications device Special Capital recognition (three "outstanding ratings on F8 N and F9) N Special Performance Measure recognition (three "outstanding" ratings on 06) 8 Name of Entity: Orange County State/Province: NC Reviewer ID R28 Document Number: B9943171 Fiscal Year: FYE 2021 Record Number: 156522003 Introduction and Overview C 1. Mandatory: The document shall include a table of contents that makes it easier to locate information in the document. Proficient. P 1. The document should include a coherent statement of organization-wide, strategic goals and strategies that address long-term concerns and issues. Proficient. In future budgets, please identify specific strategic goals. These guidelines should then be linked to departments or departmental objectives to allow the reader to better understand the BOCC's long range plan and how departmental activities address these goals. If you have a Strategic Plan, please include a summary that includes long range goals. This area needs work. P2. The document should describe the economic conditions and intergovernmental considerations that influence the decisions made in the development for the budget cycle. Outstanding. The transmittal letter addresses the impact of the pandemic on the budget and the steps taken to bring the budget into balance with the caveat that some of these resources will not be available in the future should the pandemic continue. Clear descriptions of transfers, fund balance appropriations and use of selected reserves. Well done. P3. Mandatory: The document shall include a budget message that articulates priorities and issues for the budget cycle. The message should describe significant changes in priorities. The message may take one of several forms (e.g., transmittal letter, budget summary section).Outstanding. The Manager's message discusses the impact of the pandemic on all areas of the budget and the steps taken to adjust resulting in this budget. Functional areas and departments are discussed with adjustments made and how they are supported. The fact that the reevaluation process is being delayed due to distancing concerns illustrates the long reach of the impacts. The Manager is clear in stating that mandated services and those related to public health and safety will not be impacted. Long term austerity measures are mentioned due to the uncertainty of the length of the pandemic. Written in realistic terms with solutions provided. Well done. C2. Mandatory: The document should provide an overview of significant budgetary items and trends. An overview should be presented within the budget document either in a separate section (e.g., executive summary) or integrated within the transmittal letter or as a separate budget-in-brief document. Proficient. Budgetary issues are discussed, and summary financials are presented. Nice job. Financial Structure, Policy, and Process 01. Mandatory: The document shall include an organization chart(s) for the entire entity Proficient. Criteria met. F1. The document should include and describe all funds that are subject to appropriation. Proficient. Funds are clearly defined. Orange County,NC Page 1 9 02. The document should provide narrative, tables, schedules, or matrices to show the relationship between functional units, major funds, and non-major funds in the aggregate. Proficient. Criteria met. F2. The document shall explain the basis of budgeting for all funds, whether cash, modified accrual, or some other statutory basis. Proficient. Criteria met. P4. Mandatory: The document should include a coherent statement of entity-wide long-term financial policies. Proficient. Policies are included. Do you have a practice in place for regular review of all policies for on going relevance and adherence to mandates? If so, please mention. P5. Mandatory: The document shall describe the process for preparing, reviewing, and adopting the budget for the coming fiscal year. It also should describe the procedures for amending the budget after adoption. Proficient. Thanks for emphasizing the importance of BOCC goals in the budget process. Nice job. Financial Summaries F3. Mandatory: The document shall present a summary of major revenues and expenditures, as well as other financing sources and uses, to provide an overview of the total resources budgeted by the organization. Proficient. Effective presentation. F4. Mandatory: The document must include summaries of revenues and other financing sources and of expenditures and other financing uses for the prior year actual, the current year budget and/or estimated current year actual, and the proposed budget year. Proficient. Criteria met. F5. Mandatory: The document shall include projected changes in fund balances for appropriated governmental funds. Proficient. Criteria met. F6. Mandatory: The document shall describe major revenue sources, explain the underlying assumptions for the revenue estimates, and discuss significant revenue trends. Proficient. Effective presentation of revenue sources/assumptions/trends. Please consider adding an historical graphic for sales tax receipts. F7. The document should explain long-range financial plans and its affect upon the budget and the budget process. Information not present. Unable to locate any long-term financial plans or narratives of long-term initiatives. Capital & Debt F8. Mandatory: The document should include budgeted capital expenditures, whether authorized in the operating budget or in a separate capital budget. Proficient. Projects to be funded in 2020/2021 are listed. If you have a long-term CIP, please consider presenting summary financials for the life of the plan. F9. The document should describe if and to what extent significant nonrecurring capital expenditures will affect the entity's current and future operating budget and the services that the entity provides. Information not present. While only year one of the CIP is approved, there could be impacts for these projects. Please include. Needs work. 1710. Mandatory: The document shall include financial data on current debt obligations, describe the relationship between current debt levels and legal debt limits, and explain the effects of existing debt levels on current operations. Proficient. Debt management is discussed, bond ratings included, and outstanding issues are listed. Please consider adding the purpose of each issue in future budgets. Orange County,NC Page 2 10 Departmental Information 03. Mandatory: A schedule or summary table of personnel or position counts for prior, current and budgeted years shall be provided. Proficient. Criteria met. 04. Mandatory: The document shall describe activities, services or functions carried out by organizational units. Proficient. Departments are clearly defined and include financials, major services, outcomes for the current year, and budget year objectives and performance data. Thanks for including details for the education budget. Nice job. 05. The document should include clearly stated goals and objectives of organizational units (e.g., departments, divisions, offices or programs). Proficient. Departmental objectives are presented but there is no visible linkage to long term BOCC goals. See comment in P 1. Linking a department to an overall broad goal is far easier that linking each objective. Please see sample at the end of the review for a linked presentation. Please note the sample is not from a Board department. 06. The document should provide objective measures of progress toward accomplishing the government's mission as well as goals and objectives for specific units and programs. Proficient. Measures are presented. Continue to work on measures that clearly link to departmental objectives (that should link to overall goals.) Document-wide Criteria C3. The document should include statistical and supplemental data that describe the organization. Proficient. The location and content of the early profile are effective. At the conclusion of this piece, please direct the reader to page 470 for additional demographics. C4. A glossary should be included for any terminology (including abbreviations and acronyms) that is not readily understandable to a reasonably informed lay reader. Proficient. C5. Charts and graphs should be used, where appropriate, to highlight financial and statistical information. Narrative interpretation should be provided when the messages conveyed by the graphs are not self-evident. Proficient. Graphics are relevant and well-placed. C6. The document should be produced and formatted in such a way as to enhance its understanding by the average reader. It should be attractive, consistent, and oriented to the reader's needs. Proficient. The budget as a policy document: Overall proficient The budget as a financial plan: Overall proficient The budget as an operations guide: Overall proficient The budget as a communication device: Overall proficient General comments: You have produced and informative document. Despite the unfavorable conditions during development, the budget is effective. Suggested priorities for improving the budget presentation: Included in review. Noteworthy pages or unique item/presentation: Detailed presentation of non-departmentals; Process for agencies to be funded Orange County,NC Page 3 11 O 5 O 6 The 2020/2021 budget for Pitt County,NC provides a simple method to link overall goals, objectives and measures within each department. CIO PUBLIC 1 y 1 00 IF � cn� COUNTYWIDE GOAL(S) SUPPORTED • To promote quality education • To enrich the quality of life for Pitt County citizens through opportunities for improved health and welfare • To promote the provision of and access to recreational activities for County citizens GOALS, OBJECTIVES, &PERFORMANCE INDICATORS Goal: To provide timely;relevant County government information to the citizens of Pitt County. Objective Actual Actual Target Performance Indicators FY 2018-19 FY 2019-20 FY 2020-21 Increase exposure to Pitt County Government services,programs and information Increase public awareness by producing 'I'Io 132 1 Qo new video content for PittTv and online • Produce Stay Connected Newspaper Ad 20 21 2-r Goal: Build and Maintain a Strong Media Presence. Objective Actual Actual Target Performance Indicators FY 2018-19 FY 2019-20 FY 2020-21 Distribute News,Information and Services to the Press Produce News Releases 5 :=0 Establish a new social media policy and June 3.i: omplete June 30 schedule initial trainings for administration Orange County,NC Page 4 12 REC156522003 DOCB9943171 Distinguished Budget Presentation Awards Program Reviewer: R953 Name of Entity: Orange County, NC INTRODUCTION AND OVERVIEW: #C1. Mandatory:The document shall include a table of contents that makes it easier to locate information in the document. A variety of formats may be used. Details indices preceding individual sections can be helpful, but they are not a substitute for a single comprehensive table of contents. Table of contents is included and provides the required information. #P1: Strategic goals and strategies: the document should include a coherent statement of organization-wide, strategic goals and strategies that address long-term concerns and issues: this criterion relates to the long-term, entity-wide, strategic goals that provide the context for decisions within the annual budget. Consider including action plans or strategies on how the goals will be achieved. Outstanding. #P2: The document should describe the entity's short-term factors that influence the decisions made in the development of the budget for the upcoming year.This criterion requires a discussion of the key factors that guide the development of the upcoming year's budget. Factors that might be included relates to: salary, and benefit guidelines,fees, capital improvements, program enhancements, or reductions,tax levels, use of reserves, service-level assumptions, unfunded mandates, economic development strategies, inflation assumptions, and demographic assumptions. #P3 Priorities and issues (mandatory)-The document shall include a budget message that articulates priorities and issues for the upcoming year.The message should describe significant changes in priorities from the current year and explain the factors that led to those changes.The message may take one of several forms print this,The (transmittal letter, budget summary section). This criterion requires a summary explanation of key issues and decisions made during the budget process.The budget message also should address the ramifications of these decisions. It is recommended that the total amount of the budget be included in the budget message. The budget message provided good information to the stakeholders. #C2. The document should provide an overview of significant budgetary items and trends. An overview should be presented within the budget document either in a separate section or integrated within the transmittal letter or as a separate budget in brief document.The intent of this criterion is to encourage presentations that allow the reader to quickly grasp the major budgetary issues,trends, and choices addressed in the budget.This criterion encourages creative and innovative efforts in communicating the significant information in the budget to the reader.This is often referred to as the "popular budget" and, in many organizations, is also published in a separate document. However,this criterion encourages inclusion of summary information in the budget document, so that it is a consolidated and comprehensive document which is also easy to read. 13 REC156522003 DOCB9943171 FINANCIAL STRUCTURE, POLICY, and PROCESS #01. Organization charts (mandatory). The document shall include an organization chart for the entire entity.This criterion requires that an organizational chart be presented only for the overall entity. Organizational charts for individual units are not required. When organizational charts are provided for individual units within the entity,those chart should be presented in such a way as to the link between individual units and the overall entity. Proficient. #F1 Fund description and fund structure-the document should include and describe all funds that are subject to appropriation. Showing and entities budgetary fund structure is essential for understanding is financial configuration. An overview of the budgeted funds should be included in the document.The overview should include each major fund's name and either an indication whether the fund is a governmental, proprietary, or fiduciary funds; OR an indication of the fund type of each fund. Any fund whose revenues are expenditures excluding other financing sources and uses, constitute more than 10%of the revenues are expenditures of the appropriated budget should be considered a major fund for this purpose. This section is proficient. #02. Departments/fund relationship.The document should provide narrative,tables, schedules, or matrices to show the relationship between functional units, major funds, and non-major funds in the aggregate.The matrix is one way to show this relationship that is very effective. Fund relationship is included. #F2. Basis of budgeting.The document shall explain the basis of budgeting for all funds, whether cash, modified accrual, or some other statutory basis.The document should clearly identify the basis of budgeting employed by the entity for each category funds represent of(governmental, proprietary, and fiduciary). If the basis of budgeting is identical to the basis of accounting used in the audited fund financial statements in the basic financial statements for summer all categories of funds,that fact should be clearly stated. Differences between basis of budgeting and the basis of accounting should be identified. The information is not specifically included. I suggest a highlight or title section and specific information on the budgetary basis. #134. Financial policies (Mandatory)-The document should include a coherent statement of entity-wide long-term financial policies.This criterion requires a discussion of the long-term financial policies. Financial policies it should be included(but not limited to(and formally adopted relate to#1 financial planning policies,#2 revenue policies, and#3 expenditure policies.The entity should adopt a policy that defines a balanced budget, and indicate whether the budget presented is balanced.The entity should adopt a policy that supports the financial planning process that assesses the long-term financial implications of current and proposed operating and capital budgets, budget policies, and cash management and investment policies. Proficient. #P5. Budget process (Mandatory)-the document shall describe the process for preparing, reviewing, and adopting the budget for the coming fiscal year. It also should describe the procedures for amending the budget after adoption.This criterion requires a concise narrative description of the budget process, including an explanation of relevant legal or policy requirements.This description should include the 14 REC156522003 DOCB9943171 internal process to prepare the budget, the opportunities for public input, and for the actual adoption of the budget. A budget calendar should be included noting both key operating capital dates. Although amending the budget after adoption should be covered.The description of the amendment process should identify the level at which the governing body must approve the changes. Proficient. FINANCIAL SUMMARIES #F3. Consolidated financials schedule(Mandatory)-The document shall present a summary of major revenues and expenditures, as well as other financing sources and uses, to provide an overview of the total resources budgeted by the organization.This criterion requires a summary of the revenues and other financing sources and expenditures and other financing uses of all appropriated funds in one place in the budget document. Other funds may be included in the schedule but appropriated funds must be included. Proficient. #F4. Three (Four)Year Consolidated and Fund Financial Schedules (Mandatory). Document must include summaries of revenues and other financing sources and of expenditures and other financing uses for the prior year actual,the current year budget and/or estimated current year actual, and the proposed budget year. The criterion requires a schedule that includes both revenues and other financing sources and expenditures and other financing uses for at least three budget years:Prior year, current year and budget year. The data for the prior year should be actual revenues and expenditures. However, the entity may choose whether to use current budget year and/or estimated figures. Proficient. F5-Mandatory-The document shall include projected changes in fund balances as defined by the entity in the document, for appropriated governmental funds included in the budget presentation (fund equity if not governmental funds are included in the document). Fund balance change is included on the pages that you have indicated. Remember that this criterion requires that beginning and ending fund balances, as defined by the entity in the budget document, be shown for the budget year, as well as revenues, expenditures and other financing sources/uses. Proficient. F6-Revenues-The document shall describe major revenue sources, explain the underlying assumptions for the revenue estimates, and discuss significant revenue trends. The revenues are included. Make sure that all sources are identified and described. F7. Long-range financial plans-Planning is an essential part of any budget process. The backbone of this document should be the projected financial planning for your entity for the coming year. Legislators and administrators are constantly aware of any changes in public perception. The document shall explain long-range financial plans and its effect upon the budget and the budget process. The criterion requires the identification of long-range financial plans that extend beyond the budget year. The impacts of the long-range financial plan upon the current budget and future years should be noted. This section does not satisfy the criterion. 15 REC156522003 DOCB9943171 F8. Capital expenditures (Mandatory) The capital projects fund should provide program functions, revenue trends, and assumptions. This information is specific to your entity. However, each project should be evaluated for associated costs. Does not satisfy criterion. F9. Impact of Capital investments on operating budget. The impact on the capital investments should clearly be stated. When the budget is developed or a new capital infrastructure built, the information should include any operational or residual capital costs associated with it. Impact of Capital Investments on Operating Budget-the document should describe if and to what extent significant nonrecurring capital expenditures will affect the entity's current and future operating budget and the services that the entity provides. Does not satisfy criterion. F10. Debt-the document provides a clear statement of debt policies and debt ratios.Schedules should be in place to show the amount of debt for this entity. Proficient. 03 Position Summary-The number of full-time equivalent positions is included.Job titles and other information are also associated with this document. Proficient. 04. Department descriptions-Each Department includes a description of the services and functions performed therein. A description of services provided will provide legislators with information on the value of the services provided. 05 Unit goals and objectives the strategies/actions provide information on goals and objectives. The information is not provided. The document should include clearly stated goals and objectives of organizational units. Proficient. 06 Performance Measures-These measures are included in the budget document. Make sure that these performance measurements are viable and that they are accurately measuring this information that stakeholders and legislators will require understanding the operations of this city. The document provides objective measures of progress toward accomplishing the government's mission as well as goals and objectives for specific units and programs. Proficient. C3 Statistical Information-this statistical information is informative and interesting to the citizen stakeholder, legislator, and administration of your entity. This information is included within this budget document. I suggest that it could be expanded. C4. Glossary-The glossary is included in this document. Make sure that it is updated annually in order to give the stakeholders the proper information on your budget. C5. Charts and Graphs-The charts and graphs are included and well done. The revenue section is effective as you have many charts to support the verbiage included in your summation. C6. Understandability and usability.-The document is formatted in a way that makes it very easy to navigate. The pages are numbered correctly, the page orientation is followed. 16 REC156522003 DOCB9943171 You have submitted a good document for the Distinguished Budget Presentation Award. I would like to congratulate your staff on the obvious work that has been done. I suggest that you work to include the items that are missing or do not satisfy the criterion. Congratulations. 17 Name of Entity: ORANGE COUNTY State/Province: NC Reviewer ID V691 Document Number B9943171 Fiscal Year: 2020-2021 Record Number 156522003 Introduction and Overview Cl. Mandatory.- The document shall include a table of contents that makes it easier to locate information in the document.Proficient P1. The document should include a coherent statement of organization-wide, strategic goals and strategies that address long-term concerns and issues.Proficient, P2. The document should describe the entity's short-term factors that influence the decisions made in the development of the budget for the upcoming year.Proficient P3. Mandatory: The document shall include a budget message that articulates priorities and issues for the upcoming year. The message should describe significant changes in priorities from the current year and explain the factors that led to those changes. The message may take one of several forms (e.g., transmittal letter, budget summary .rection). Proficient, document includes sources and changes in revenue. C2. Mandatory: The document should provide an overview of significant budgetary items and trends. An overview should be presented within the budget document either in a separate section (e.g., executive summary)or integrated within the transmittal letter or as a separate budget-in-brief document.Proficient Financial Structure, Policy, and Process 01. Mandatory.- The document shall include an organization chart(s) for the entire entity. Proficient F1. The document should include and describe all funds that are subject to appropriation. Proficient 02. The document should provide narrative, tables, schedules, or matrices to show the relationship between functional units,major funds,and nonmajor funds in the aggregate. Proficient F2. The document shall explain the basis of budgeting for all funds, whether cash, modified accrual, or some other statutory basis. Proficient P4. Mandatory,.- The document should include a coherent statement of entity-wide long-term financial policies. Proficient P5. Mandatory.- The document shall describe the process for preparing, reviewing, and adopting the budget for the coming fiscal year.It also should describe the procedures for amending the budget after adoption. Proficient Financial Summaries F3. Mandatory: The document shall present a summary of major revenues and expenditures, as well as other financing sources and uses,to provide an overview of the total resources budgeted by the organization. Proficient, the use of charts provided an overview for the user of the document on expenditures and revenue. F4. Mandatory.- The document must include summaries of revenues and other financing sources, and of expenditures and other financing uses for the prior year actual,the current year budget and/or estimated current year actual,and the proposed budget year. Proficient, F5. Mandatory: The document shall include projected changes in fund balances, as defined by the entity in the document, for appropriated governmental funds included in the budget presentation (fund equity if no governmental funds are included in the document). Proficient F6. Mandatory.- The document shall describe major revenue sources,explain the underlying assumptions for the revenue estimates,and discuss significant revenue trends. Proficient 1 18 F7. The document should explain long-range financial plans and its affect upon the budget and the budget process. Does not meet requirement,refer to Financial Forecasting in the BudgetPreparation Process ( foa.or Capital& Debt F8. Mandatory,:The document should include budgeted capital expenditures,whether authorized in the operating budget or in a separate capital budget. Does not meet requirement,refer to Capital Budget Presentation foa.org) F9. The document should describe if and to what extent significant nonrecurring capital expenditures will affect the entity's current and future operating budget and the services that the entity provides. Does not meet requirement, refer to Capital Budget Presentation foa.org) F10. Mandatory: The document shall include financial data on current debt obligations,describe the relationship between current debt levels and legal debt limits, and explain the effects of existing debt levels on current operations. Proficient Departmental Information 03. Mandatory,:A schedule or summary table of personnel or position counts for prior, current and budgeted years shall be provided. Proficient 04. Mandatory: The document shall describe activities, services or functions carried out by organizational units. Proficient 05. The document should include clearly stated goals and objectives of organizational units (e.g., departments, divisions, offices orprograms). Proficient 06. The document should provide objective measures of progress toward accomplishing the government's mission as well as goals and objectives for specific units and programs. Proficient. Document-wide Criteria C3. The document should include statistical and supplemental data that describe the organization, its community, and population. It should also furnish other pertinent background information related to the services provided. Proficient,met requirements C4. A glossary should be included for any terminology (including abbreviations and acronyms) that is not readily understandable to a reasonably informed lay reader. Proficient C5. Charts and graphs should be used, where appropriate, to highlight financial and statistical information. Narrative interpretation should be provided when the messages conveyed by the graphs are not self-evident. Proficient,use of charts enhanced the budget document. C6. The document should be produced and formatted in such a way as to enhance its understanding by the average reader. It should be attractive,consistent,and oriented to the reader's needs. Proficient 2