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HomeMy WebLinkAbout122-R-26 Adopting Policy for Review of Unbudgeted Expenses and Cost Overruns (2) (2) (1) 07/13/2026 122-R-26 A RESOLUTION Adopting A Policy for Review of Unbudgeted Expenses and Cost Overruns WHEREAS, the City of Evanston seeks to maintain strong fiscal stewardship, transparency, and accountability in the management of public funds, including unbudgeted expenses and cost overruns that arise during the fiscal year; and WHEREAS, unbudgeted operating and capital expenses may occur due to factors such as higher-than-anticipated bids, construction change orders, emergency repairs, or new initiatives introduced after adoption of the annual budget; and WHEREAS, while many such expenses can be accommodated through internal reallocations, unbudgeted revenues, or available reserves, certain items may be of a magnitude that they materially affect the City’s overall financial position; and WHEREAS, the Finance and Budget Committee is charged with reviewing unbudgeted expenses, understanding their direct and indirect impacts, and making recommendations to the City Council regarding necessary budget adjustments; and WHEREAS, the Committee’s review is intended to evaluate the fiscal and budgetary consequences of an item, not to reconsider the underlying policy or operational decision; and WHEREAS, such review is not intended to transfer jurisdiction over the underlying matter from the body otherwise responsible for its review; and Page 1 of 4 Daniel Biss, Mayor Attest: Approved as to form: Stephanie Mendoza, City Clerk Adopted: , 2026 Alexandra B. Ruggie, Corporation Counsel 122-R-26 WHEREAS, the proposed policy sets a threshold of $500,000 for additional review by the Finance and Budget Committee, ensuring that large or impactful items receive appropriate fiscal oversight; and WHEREAS, adopting this policy will enhance the City’s ability to proactively manage financial risks, maintain budgetary discipline, and support long-term fiscal sustainability; NOW BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: The foregoing recitals are hereby found as fact and incorporated herein by reference. SECTION 2: The City hereby adopts the Policy for Review of Unbudgeted Expenses and Cost Overruns, attached hereto and incorporated therein as Exhibit A. SECTION 3: That this Resolution 122-R-26 shall be in full force and effect from and after its passage and approval in the manner provided by law. July 13 Page 2 of 4 EXHIBIT A Policy for Review of Unbudgeted Expenses and Cost Overruns July 13, 2026 Background Information The role of the Finance and Budget Committee is to: • Review unbudgeted expenses, cost overruns, and proposed funding sources • Understand the direct and indirect impacts of unbudgeted operating and capital expenses • Make recommendations to the City Council on budget adjustments needed to fund unbudgeted expenses and cost overruns. • Make the City Council aware of any expected long-term impacts based on proposed budget adjustments Unbudgeted operating and capital expenses do occur. The following are examples of unbudgeted expenses and cost overruns: Capital: • Project bid and proposal costs higher than budgeted at the time of contract award • State and federally funded projects • Change orders during construction • Emergency capital repair projects • Non-emergency unbudgeted capital projects Operating: • Projects or purchases exceeding budget at the time of contract award • Emergency expenses • Purchases, projects or programs that are recommended by the City Council or staff after adoption of the annual budget. Most cost overruns are reasonable enough to be absorbed by reallocating funds budgeted for another project, identifying additional unbudgeted revenues, or utilizing reserves or excess reserves (if available). Occasionally, there are cost overruns or items that are not budgeted that are of a magnitude that they impact the overall city budget. For these items, additional review may be desirable. In order to better manage and fund unexpected large expenses, this policy provides guidance on fiscal management review by the Finance and Budget Committee related to these expenses. Types of Expenses for Additional Review Unbudgeted expenses and cost overruns in excess of a target threshold of $500,000 that are unbudgeted or overrun the budget by at least that target would be put under additional review and recommendation. Review Process for Non-Emergency These expenses will be brought to the Finance and Budget Committee for review and recommendation to Council. When considering unbudgeted expenses in excess of the target threshold listed above, staff will identify alternate funding source recommendations. The staff will make a reasonable effort to identify an appropriate savings within the same fund as the expense in order to avoid impacting the overall City budget when feasible. Page 3 of 4 Review Process for Emergency Because of time sensitivity, it may not be practical for public review of emergency expenses prior to moving forward with the work. The Chair of the Finance and Budget Committee will be made aware of these emergency unbudgeted expenses over the threshold amount and make a determination with a Council Member as to whether a special meeting should be called to discuss the expense prior to City Council consideration. This policy recognizes that the timing of some of the expenses may result in the expenses being approved at the City Counci l level prior to going to the Finance and Budget Committee for review. Additionally, the City Council has the ability to refer any item to the Finance and Budget Committee for their feedback and recommendation if desired. Quarterly Report for Unbudgeted Expenses of $100,000 or More In addition, staff will provide a quarterly report for all expenses in all City funds that are unbudgeted or overrun the budget by between $1000,000 and $500,000. Page 4 of 4