A City Clerk’s Survival Guide for Budgeting Season

  • By: Brennan Ward
  • October 2, 2024

Budgeting season is upon us, and city clerks have an essential role to play in it. Compiling and presenting a city’s budget–something many city clerks are tasked with doing each year–is a critical task that requires meticulous attention to detail, communication, and long-term planning. It’s no surprise that budgeting season can feel like a whirlwind for many clerks. But fear not! Following some best practices can transform this challenging time into an opportunity to influence positive change and ensure fiscal responsibility.

Here are some practical steps to help you navigate budgeting season with confidence and clarity.

Start Early and Build a Timeline

The first rule of survival for budgeting season is to start early—ideally, months before the fiscal year begins. This proactive approach allows you to avoid the last-minute rush that often leads to errors, oversights, and missed deadlines, giving you a sense of control over the process.

Create a clear timeline that outlines key milestones such as initial budget meetings, departmental budget submissions, public hearings, and final approval deadlines. Make sure to communicate this timeline early to all stakeholders, including department heads and elected officials. A well-organized timeline helps manage expectations and allows for ample review and revisions.

Engage Departments Early and Often

One of the biggest challenges clerks face during budgeting season is consolidating the needs and requests of various departments. To streamline this process, engage with department heads early in the budget cycle. This collaborative approach helps you understand their needs, goals, and any anticipated changes from the previous year, fostering a sense of connection and shared responsibility.

Encourage departments to provide clear, data-driven justifications for their budget requests. This helps build a solid case when presenting the budget to the city council or mayor, making it easier to defend certain expenses and identify where cuts may need to be made. It also just helps with keeping track of what money is supposed to be spent where!

Leverage Historical Data

While every budgeting cycle presents new challenges, past budgets offer valuable insights. Build time into your planning timeline to analyze historical data, comparing previous budgets to actual expenditures. This will help identify patterns of overspending or underutilized funds, enabling more accurate forecasting for the upcoming fiscal year.

It’s also important to look at trends in revenue collection. Are property tax revenues increasing or stagnating? Are there new sources of funding that the city can explore? Understanding these financial trends can help you and your colleagues compile a budget that reflects reality rather than relying solely on assumptions or wishful thinking.

Anticipate Challenges and Build in Flexibility

Budgeting in local government is never a straight line, and unforeseen circumstances often arise—whether it’s an economic downturn, emergency infrastructure repairs, or unexpected grant opportunities. By building flexibility into your budget, you can better respond to these changes without derailing the entire process.

One way to do this is to create contingency funds or allocate a portion of the budget for discretionary spending. This can provide a cushion when unexpected costs arise. Additionally, ensure that your budget includes room for necessary adjustments after public feedback or council deliberations.

Foster Transparency and Public Engagement

As the public’s main point of contact in local government, city clerks have a unique role in ensuring transparency throughout the budgeting process. Many residents have a vested interest in how their tax dollars are spent, and it’s essential to make sure the process is open and accessible to whatever extent is appropriate.

Provide clear, concise summaries of the budget and offer opportunities for public input early on. You might find success by creating user-friendly budget documents that break down complex financial information into digestible pieces for the average citizen. Leveraging digital platforms to post budget summaries, meeting agendas, and public hearing dates can also increase engagement and foster trust with the community. Don’t be afraid to seek feedback from the public and other stakeholders to improve the budgeting process and build trust with the community.

Get Comfortable with Communication

The budgeting process is highly collaborative, requiring strong communication between various stakeholders, including city council members, department heads, and the public. As a city clerk, you’re the linchpin that keeps these groups connected.

Communicate proactively, providing updates on the budgeting process as it progresses. Make sure that all parties understand their roles and responsibilities and have access to the information they need to make informed decisions. When presenting the budget, clarity is key—avoid jargon and focus on the “why” behind each major allocation. This helps to frame the budget as a tool for achieving the city’s broader goals.

Prepare for Politics

City clerks must often walk a fine line between the political realities of budgeting and the practical needs of running the city. Understanding the political landscape is critical. Be aware of council members’ priorities, the mayor’s agenda, and any political pressure points that may influence budgetary decisions. Also, staying updated on changes in local and state laws that may impact the budgeting process is crucial for ensuring compliance and avoiding legal issues.

When conflicts arise, stay grounded in the data and focus on the city’s long-term goals. Keeping the conversation focused on facts rather than emotions helps to deescalate tensions and keep the budgeting process moving forward.

Don’t Forget Self-Care!

Finally (and perhaps most importantly!), budgeting season can be stressful, so it’s crucial not to forget to take care of yourself. Time management is key—make sure to set aside breaks, delegate when possible, and avoid burning out. Remember: a calm, collected city clerk is essential to a successful budget season, and your well-being is important.