(a) Departmental Estimates. When requested by the Village President and/or Village Administrator-Clerk-Treasurer, each officer, department and committee shall annually file with the Village Administrator-Clerk-Treasurer an itemized statement of disbursements made to carry out the powers and duties of such officer, department or committee during the preceding fiscal year, and a detailed statement of the receipts and disbursements on account of any special fund under the supervision of such officer, department or committee during such year, and of the conditions and management of such fund; also detailed estimates of the same matters for the current fiscal year and for the ensuing fiscal year. Such statements shall be presented in the form prescribed by the Village Administrator- Clerk-Treasurer and shall be designated as "Departmental Estimates," and shall be as nearly uniform as possible for the main division of all departments.
(b) Consideration of Estimates. The Village Board shall consider such departmental estimates in consultation with the department head and develop a budget amount for such department or activity.
(c) Form of Proposed Budget.
(1) The actual expenditures of each department and activity for the expired portion of the current year, and last preceding fiscal year, and the estimated expense of conducting each department and activity of the Village of Edgar for the remainder of the current year and ensuing fiscal year, with reasons for any proposed increase or decrease as compared with actual and estimated expenditures for the current year.
(2) An itemization of all anticipated income of the Village of Edgar from sources other than general property taxes and bonds issued, with a comparative statement of the amounts received by the Village from each of the same or similar sources for the last preceding and current fiscal year.
(3) An estimate of the amount of money to be raised from general property taxes which, with income from other sources, will be necessary to meet the proposed expenditures.
(4) All existing indebtedness of the Village of Edgar, including the amount of interest payable and principal to be redeemed on any outstanding general obligation bonds of the Village and any estimated deficiency in the sinking fund of any such bonds during the ensuing fiscal year.
(5) Such other information as may be required by the Village Board and by State law.
(d) Copies of Budget. The Village Administrator-Clerk-Treasurer shall provide a reasonable number of copies of the budget summary thus prepared for distribution to citizens. The entire fiscal budget shall be available for public inspection in the Office of the Village Administrator-Clerk-Treasurer during regular office hours.
(e) Report and Hearing.
(1) The Village President and Administrator-Clerk-Treasurer shall make a report no later than .the Village Board's first November meeting. The report shall include the estimated cost of improvements as well as the estimated cost of operating the various departments and all other costs, including interest charges, for which money will have to be raised by taxation during the following year.
(2) A summary of such budget and notice of the time and place where such budget and detail is available for public inspection and notice of the time and place for holding the public hearing thereon, shall be published in a newspaper of general circulation in the Village of Edgar or legally posted at least nineteen (19) days prior to the time of such public hearing.
(3) Not less than nineteen (19) days after the publication of the proposed budget and the notice of hearing thereon, the public hearing shall be held at the time and place stipulated, at which time any resident or taxpayer of the Village shall have an opportunity to be heard on the proposed budget. The budget hearing may be adjourned from time to time. Following the public hearing, the proposed appropria- tion ordinance may be changed or amended and shall take the same course in the Village Board as other ordinances.
(f) Amendment. The Village of Edgar budget may be amended by the Village Board under Sec. 65.90(5), Wis. Stats.
(g) Requests for Financial Donations from Outside Organizations. Community, civic, youth, sports, etc. organizations intending to make requests to the Village of Edgar for donations and other forms of financial support shall follow the procedures prescribed in this Section:
(1) Notification for the donation request submittal deadline for consideration under the annual budget preparation process shall be published by the Village in the summer or fall of the year, either by newspaper publication, posting, Village website notification or a combination of any of these methods. Such notice shall provide information on the requirements that must be satisfied to request Village funding to help support programs benefitting Village of Edgar residents, youth and children.
(2) Generally, such requirements are, but are not limited to:
a. Submittal of annual operational costs of the program.
b. The number of Village of Edgar participants in the program.
c. A list of supplies and/or services furnished to participants by the program.
d. A list of supplies required to be provided by the participant.
e. A description of how donation monies from the Village of Edgar would be used and disbursed.
f. A list of all other sources of revenue or in-kind donations for the program, including any user fees required.
(3) A funding request received after the filing deadline prescribed in the annual notice shall not be considered for that budget cycle.
(4) It is solely the responsibility of the outside organization/program and its officers and administrators to furnish and submit to the Village its annual funding request on a timely basis.
(h) Budget Monitoring; Grants; Unexpected or Unbudgeted Expenditures.
(1) The Village Administrator-Clerk-Treasurer, and subordinate department heads, is responsible for monitoring expenditures, particularly in his/her area of supervision, to ensure that adopted budget authorizations are not exceeded.
(2) When a department head or supervisor anticipates that unbudgeted expenses (unexpected or unplanned at the time of budget approval) will be incurred which will likely exceed the department's or program's budget, the department head shall:
a. Notify the Village Administrator-Clerk-Treasurer as soon as possible.
b. Obtain Village Board approval and a budget amendment before such expenditure is authorized or incurred.
(3) As part of their responsibilities, the Village Administrator-Clerk-Treasurer and department heads shall research and pursue grant opportunities. Because some grant applications require expenditure obligations by the Village in the form of matching funding or future financial obligations, the Village Administrator-Clerk-Treasurer, and/or department head involved, before submitting grant applications, shall:
a. Through the Village Administrator-Clerk-Treasurer, inform the Village Board of the intended application.
b. Through the Village Administrator-Clerk-Treasurer, provide information to the Village Board regarding all possible fiscal impacts to the Village inherent in receiving or making application for such grant.