ProgramActivityCore LevelCommitment
AccountingMaintain Capital Asset DatabaseMandatoryAll assets as defined in Financial Management Policy Statements (FMPS) & interdepartmental policy AC102 - Capital and Controlled Assets policy must be added, removed, transferred  to/from the City's Fixed Asset module throughout the year. Before closing the fiscal year, the city must calculate and record depreciation expenses to be in compliance with Governmental Accounting Standards Board (GASB) 34.
AccountingMonitor Capital Improvement Program (CIP) ProjectsMandatoryThroughout the year, work with the Engineering Office to close the Capital Improvement Program (CIP) projects and add assets acquired from completed projects before closing the fiscal year. The staff meets with the City Engineer on a quarterly basis to review assets contributed by developers and to discuss the projects that are substantially completed. This is required to be in compliance with Governmental Accounting Standards Board (GASB) 34.
AccountingGeneral LedgerMandatoryGenerally Accepted Accounting Principles (GAAP) defines a "financial event"; all of which must be recorded in the applicable month and fiscal year before each is closed. The City departments uses various software/modules (the Recreation Management System used by the Parks and Recreation Department and Court's Case Management System used by Municipal Court) to account for financial transactions. These transactions are transferred to the City's general ledger in the Financial software system on a daily basis. These transactions are reviewed for reasonableness and posted daily. The general ledger is the foundation for generating/preparing the Comprehensive Annual Financial Report (CAFR) as required by State law and the monthly internal financial report as required by the City Charter.
AccountingPrepare for Annual Financial Audit Performed by Independent Audit FirmMandatoryPrepare audit schedules, review schedules prepared by other departments, pull the data/samples requested by the auditors, stock counts, Fiscal Year End (FYE) annual journal entries to convert the general ledger from cash basis to full accrual, reconcile all sub-ledgers to general ledger. The Chief Accountant leads the City’s financial audit. The audit has two phases. Interim audit is performed around mid‐July or beginning of August, and the final audit is performed in the beginning of December. All the audit schedules are reviewed by the Chief Accountant for accuracy prior to submission to the auditors.
AccountingPrepare and Distribute the Comprehensive Annual Finance Report (CAFR)MandatoryCompile the information for the Comprehensive Annual Financial Report (CAFR) including Management Discussion & Analysis, financial disclosures, notes on various section (capital asset, long term debt, cash & investment) & statistical section; review the entire CAFR for accuracy before taking it to City Council on the second meeting in February. Meet with the Finance Audit Committee a week before taking the audit to City Council and meet with the City Manager two weeks prior to taking it to City Council to discuss the audit results. The results of the audit and CAFR needs to be taken to the City Council no later than the second meeting in February to be in compliance with the City's Financial Management policy and needs to be filed with the City Secretary's Office within 180 days from the date of fiscal year end, to be in compliance with the State law.
AccountingMonth End CloseEssentialPrepare/post various journal entries (cash, investment, transfers, corrections, payroll etc.); reconcile all sub-ledgers to the general ledger, reconcile bank accounts, review trial balance prior to month end close no later than the 15th business day of the month.
AccountingPrepare Income Statements MonthlyMandatoryBy the end of 18th business day of each month, income statements to be presented to the Budget Office to allow for analysis and completion of Financial Reports to be reviewed with the City Manager and delivered to the City Council by the end of the following month per City Charter.
AccountingInvestment ManagementMandatoryMonitor, review and approve the investment activities in collaboration with the Budget Office on a daily basis to ensure compliance with the Public Fund Investment Act and the City's investment policy No. 5000-18.
AccountingBi-weekly PayrollMandatoryProcess Payroll Status Change forms for new hires, terminations, merit increases, promotions, lateral transfers, W-4 changes, 457 plan changes, health insurance related changes, child support orders, IRS levy orders, student loan related deductions. Process and verify banking change requests from employees. Review time entry done by departments for the reasonableness, reconcile hours, all deductions (health insurance related, union dues, child support, 457 plan related deductions, student loan, IRS levy etc.) reconcile additional pays, reconcile taxes and run the final register. Direct deposit file is submitted to the bank by 12:00 P.M. on Thursday, the week of payroll to be in compliance with labor law that requires employers to make paychecks available based on the defined pay schedule; payroll taxes are submitted to IRS within one business day from the pay date in compliance with IRS (federal law).
AccountingW-2 IssuanceMandatoryEmployees' W-2 are prepared/distributed before January 31st each year to be in compliance with the IRS federal law.
AccountingState/Federal FilingMandatoryPrepare and file Texas Municipal Retirement System (TMRS) report by 10th of each month for the prior month. Prepare and file IRS form 941 & Texas Workforce Commission reports quarterly to be in compliance with federal and state law; both reports are due on or before the last day of the month following the end of the quarter.
AccountingOther Payroll Related DisbursementsMandatoryPrepare and forward the payroll deductions (457 plan contribution, flexible spending, H.S.A., child support, IRS levy, student loan etc.) to appropriate entities within one business day from the pay date.
AccountingAccounts PayableMandatoryReview/sort invoices paid on procurement cards, check if Purchase Orders (P.O.) or blanket P.O. exist. Work with departments to ensure they approve the payment by receipting the items in the purchasing system. Process invoices within terms or prompt payment act (30 days). Weekly, process refund requests for customers including the Utility Division, Parks and Recreation Department and Municipal Court. Process travel/training related employee reimbursement requests.
Accounting1099 IssuanceMandatoryPrepare/mail and file IRS form 1099 by January 31st of each year.
AccountingArbitrage ComplianceMandatoryWork with the consultant to ensure all required reports are filed with IRS and rebates, if any are paid to IRS; documents are archived in the City's electronic document management system within 60 days, depends on date of bond; update Post Debt Issuance Compliance policy so it remains in compliance with changes to law. An issuer must make its allocations no later than 18 months after the later of the date when the expenditure is paid or the project is placed in service, and in any event no later than the date the first rebate payment would be due (that is, the earlier of (i) 60 days after the fifth anniversary of the date the bonds were issued or (ii) 60 days after the date the issue is retired (to be in compliance with IRS). Arbitrage Consultant contract is evergreen per FMPS. In order to ensure that the City is still receiving services for fair market value, staff will conduct a survey every five years of arbitrage calculation fees and present a comparison and analysis to the City Manager and Finance/Audit Committee.
AccountingContract ManagementMandatoryMaintain contracts and remain within 1% of approved budget for banking, merchant bank, bond arbitrage and Governmental Accounting Standards Board (GASB) 75 calculation. Receipt invoices within 1 business day, according to Interdepartmental Accounts Payable Policy AC 101.
AccountingSpecial ProjectsTraditionalConduct special projects such as external surveys and internal requests for information.
AccountingAccounts Payable/Payroll TrainingEssentialTrain new accounts payable/payroll liaisons upon request;  provide annual training to all liaisons.
AccountingCompliance with Governmental Accounting Standards Board (GASB) StatementsMandatoryLearn and implement new Governmental Accounting Standards Board (GASB) pronouncements as applicable. The Government Accounting Standards Board started issuing accounting standard referred to as 'GASB' in the early 1980s. The City has always been in compliance with these standards. A couple of examples of recently implemented standards are: GASB 68 for pension accounting and GASB 75 for post employment benefits other than pension.
AccountingTraining of StaffEssentialAccounting staff needs to get trained on various areas to be current with updated laws for payroll processing, arbitrage reporting requirements, accounting standards (Governmental Accounting Standards Board); Grants related reporting requirements; 25 hours of CPE is required annually to keep the certification for Certified Government Finance Officer, certified payroll professional, certified investment officer requires 10 hours every 2 years and some trainings are required per City policies and/or state laws. Finance Director to maintain a list of employees with certifications and required trainings.
AccountingVendor MaintenanceMandatoryMaintain banking information for City vendors & employees; verifying changes to banking information by making calls to a pre-designated representative with the vendor.
AccountingInternal ControlEssentialMaintain City's Chart of Accounts to facilitate the financial reporting required by generally accepted accounting principle and government accounting standard board; process user access requests within one business day, surprise visits to count petty cash/change fund drawers at the Parks and Recreation Department, Municipal Court, Airport, Animal Shelter, Police Department, Accounting, Treasury and Visitors Center-typically quarterly. Perform all cash handling procedures in compliance with the City's Interdepartmental Cash Handling and Cash Drawer Policy and Procedure (BR 101).
AdministrationGrant ManagementMandatoryPrepare/review financial reports & reimbursement requests. Prepare schedule for year end Single Audit and serves as facilitator in Federal/State grants. The single audit report is due to Federal Clearing House 30 days after receipt of the auditor's report(s), or nine months after the end of the fiscal year. Meet with the department that requests and receives a specific grant to clarify the role and responsibilities of each staff member. Review all grant applications prior to submittal to ensure information meets the requirements of funding source. Track progress, ensure all reports are submitted and all requirements of the grant are met. Monthly, staff assists operating departments with financial reporting and reimbursement requests. 
AdministrationPersonnel ManagementEssentialManagement of all personnel related functions such as non-required staff training, employee relations, new employee recruitment, timely processing of timesheets, and personnel actions. This includes emergency conditions situations that require employees to fulfill their individual responsibilities to maintain and restore essential City services. ​
AdministrationBudget ManagementEssentialMonitor expenditure activity to ensure year-end expenditures are within 3% of the planned budget and that all expenditures are made within the Interdepartmental Purchasing and Contracting Authority Policy (PU 101) and state law.
AdministrationTax Assessor/Collector contract- Property Tax and Delinquent Tax CollectionsMandatoryThe City contracts with the Fort Bend County Tax Assessor/Collector for billing and collection of property taxes levied by the City. The City pays a per-parcel fee for this service when the invoice is received. The County Tax Office sends out property tax bills to property owners in November after all taxing entities have set their tax rates.  Payments are collected by the tax office and deposited into the City's depository account with Treasury. Through the interlocal agreement with Fort Bend County Tax Office, the City's delinquent property taxes are collected by the delinquent tax collection firm utilized by the County. The Director is the liaison between the City and Tax Office, and is responsible for receiving and sending information between the City and Tax Office during the year.
AdministrationMunicipal Utility Districts (MUD) Rebates and Tax Increment Redevelopment Zones (TIRZ) ParticipationMandatoryFinance Administration is responsible for managing the financial aspects of the three Tax Increment Reinvestment Zones (TIRZ) and ensuring TIRZ participants are billed appropriate amounts for their incremental revenues for participation in the zones. Administration also manages the City's tax rebate agreements with in-city Municipal Utility Districts and gathering information from the tax office quarterly so rebate payments can be calculated accurately and made in accordance with the utility agreements with each district.
AdministrationManage the Enclave at River Park Public Improvement District (PID) Assessment/ CollectionMandatoryThe City contracts with the Fort Bend County Tax Assessor/Collector for billing and collection of assessments for the Enclave at River Park Public Improvement District (PID) levied by the City. The City pays a per-parcel fee for this service when the invoice is received. The County Tax Office sends out assessments on the property tax bills to property owners in November after all taxing entities have set their tax rates. Payments are collected by the tax office and deposited into the City's depository account when property taxes are collected. The City must provide public notice to all property owners in the Enclave at River Park PID, notifying them of the proposed PID assessment based on recommendation by the Budget Office and public hearing prior to adoption of each year's PID assessment that is aligned with the tax adoption process. Finance manages all aspects of the PID, which is a pass through payment to support the debt issued to reimburse the developer.
AdministrationFort Bend Central Appraisal DistrictMandatoryTexas law establishes the process followed by local officials in determining the value for property, ensuring that values are equal and uniform, setting tax rates and collecting taxes. Each county has its own appraisal district, which is separate and independent from the taxing entities. The Fort Bend Central Appraisal District (FBCAD) is charged with assessing a value of each property within the County. The properties are then levied a property tax by the City which is used to support the operations & maintenance and debt obligations of the City. The operating budget of the FBCAD is allocated among the various taxing entities that it serves based on the valuation of the property in each taxing jurisdiction. The City is billed quarterly for its share of the FBCAD budget. The Director is the liaison between the City and the FBCAD and is responsible for receiving tax roll reports and information from the FBCAD to facilitate the City's management of the tax rate setting and truth in taxation process along with preparation of budget estimates. Every two years, the City Council nominates candidates and allocates votes for the FBCAD Board of Directors; process is managed by Finance Administration.
AdministrationEmergency Medical Services (EMS) Billing OversightEssentialThe City Council has a policy on Emergency Medical Services (EMS) Billing adopted by Resolution No. 14-43. The policy defines the City's intent to bill for emergency medical services and transport provided by the City's Fire-EMS Department.  The policy recognizes the City's need to bill for these services to aid in the provision of EMS.  All patients and their financially responsible parties will be billed for EMS services provided by the City according to the fee schedule adopted by Ordinance of the City Council. The policy establishes a hardship policy and billing and collection procedures to be followed by the City's third party billing agency. Finance Admin is responsible for evaluating and recommending revisions to the City Council billing policy on an as-needed basis as well as managing the contract with the EMS billing and collections firm.   Finance is responsible for recommending changes to the EMS transport rates based on the cost of service along with comparisons to other cities and counties. Rates are reviewed as part of the overall user fee periodic updates. The City pays a set percentage of amounts collected for these services in accordance with the contract. Finance Admin verifies invoices and receipts the appropriate amount for payment to the EMS billing firm based on payments received during the month and the contracted percentage.
AdministrationDelinquent Emergency Medical Services (EMS) CollectionsTraditionalAfter 90 days or three collection attempts, the City's third party Emergency Medical Services (EMS) billing company transfers the outstanding delinquent invoices to a third party collection firm for further attempts at collection. The delinquent collection firm continues to pursue collections on the outstanding balances. Finance Admin reviews and approves payments to the collection firm based on payments received on accounts sent to the firm for collection.
AdministrationDelinquent Miscellaneous Accounts/Receivable CollectionsTraditionalThe City contracts with a third party firm for collection of delinquent receivables such as alarm fees, mowing liens and other miscellaneous receivables. The delinquent collection firm continues to pursue collections on the outstanding balances.  Finance Administration reviews and approves payments to the collection firm based on payments received on accounts sent to the firm for collection every summer.
AdministrationProperty Tax: Truth in Taxation Process and ComplianceMandatoryChapter 26.05 of the Tax Code dictates the steps that must be followed to propose and adopt a property tax rate in the state of Texas. Under this code there is a process frequently referred to as "Truth in Taxation" which specifies the calculations and steps that must be followed to adopt a tax rate. The Director of Finance oversees calculation of the City's No New Revenue tax rate and communicates the required information to the Fort Bend County Tax Assessor/Collector as part of the contract with the FBC Tax Office for the official calculation of the No New Revenue and Rollback Tax Rates.  Once the No New Revenue and Rollback Rax Rates are calculated, the City publishes the required notices and holds public hearings as required by Chapter 26; and adopts a property tax rate after the annual budget is adopted. Notice of the proposed tax rate must be posted by August 7th, or as soon as practicable, on the city's website. One public hearing must be held on the proposed tax rate. A public hearing cannot be held until the 5th day after the "Notice of Proposed Tax Rate" is published.  It must be held inside the city in a publicly owned building where the public has access. The vote on the tax rate must be held no later than the 7th day after the public hearing.The vote to adopt the tax rate must be separate from the vote to adopt the budget and must occur after the budget is adopted. The vote must occur no later than 60 days after receipt of the certified tax roll, or September 30, whichever is later. The vote on the ordinance to set the tax rate must be a record vote. The motion to adopt the ordinance setting a tax rate must be made using specific language in the tax code. The truth in taxation calculations must be included as an appendix to the budget beginning in with the FY22 budget.
AdministrationFinancial Management Policy StatementsEssentialThe Financial Management Policy Statements (FMPS) Policy No. 5000-19 are reviewed every two years and adopted by City Council Resolution. Finance Admin is responsible for maintaining and revising the FMPS. The FMPS are to be updated as needed (at least once every two years) and reviewed with City Council, to ensure that the policies reflect the direction given by the City Council. In situations/ discussions where the FMPS apply, they are referenced and any exceptions to the direction are to be noted in discussion with City Council.
AdministrationPublic Funds InvestmentMandatoryThe City’s investments are governed by the Public Funds Investments Act (PFIA) under Chapter 2256 of the Local Government Code. The act requires the City to review and adopt each year an investment policy and strategy for the funds or group of funds under its control. The City must designate one or more investment officers (historically the City has designated three investment officers) who receive at least 10 hours of training every two years, and prepare investment reports at least quarterly that are presented to the City Council as part of the interim financial reports. The Director of Finance is the Investment Program Manager as designated by City Council.
AdministrationContinuing DisclosureMandatoryContinuing disclosures consist of important information about a municipal security that arises after the initial issuance of the bond. This information generally reflects the financial or operating condition of the government or agency issuing the bond over time, as well as specific events occurring after issuance that may have an impact on the ability of the issuer to repay the bond, the value of the bond if it is bought or sold prior to its maturity, the timing of repayment of principal, and any number of other key features of the bond. This information is prepared by the state or local government or other agency issuing the bond. Each bond has its own unique set of continuing disclosures, and not all types of continuing disclosures apply to every bond. Staff provides information for continuing disclosure to the City's Municipal Advisor to facilitate filing via the Electronic Municipal Market Access (EMMA) website by March 30th of each year and is posted on the City's website by March 30th. A 2019 amendment to 15(c)2-12 requires disclosure of any financial obligation within 10 days of being incurred, similar to material events disclosure.
AdministrationFinancial Strategic PlanningEssentialWork with executive team and City Council to develop a long term strategic financial plan to ensure the City's financial sustainability into the future. Work with departments throughout the year (as needed) to identify issues that may impact the City's long term financial health and develop a plan to discuss with City management to maintain the City's fiscal sustainability.
AdministrationEmployee BenefitsEssentialThe City maintains a partially self-funded employee benefits fund which helps reduce the cost of providing benefits coverage to its employees. Finance Administration is responsible for the overall management of the employee benefits fund to ensure the fund is operating as expected, as well as notifying executive team management of any unexpected variances. The management of this fund also includes monitoring of the fund's performance, as well as evaluating the fund based on the work performed by the Budget Office, the Human Resources Department, and the benefits consultant, which put together the annual budget and assumptions. Reports are shared with City management several times per year along with a recommendation for funding levels and premiums for employees and dependents to keep the fund financially sound and sustainable. As best and final offers for Aggregate Stop Loss coverage are available, monitor the reserve in the fund to determine what unfunded liability exists with a potential funding plan if needed. The reserve goal is to have funding set aside equal to 20% of the aggregate stop loss liability, and that self funding of the benefits plans are more cost effective than a fully insured plan.
AdministrationDebt issuanceEssentialAs part of the five year Capital Improvement Program (CIP), certain projects are identified to be funded from the issuance of long term debt, either property tax backed (Certificates of Obligation or General Obligation Bonds) or revenue bonds (water/sewer or 4A/4B sales tax). For each project, determine the best type of debt to be issued as part of the CIP development and work with the City's Municipal Advisor to prepare each bond issue for offering in the municipal bond market. This includes, but is not limited to: providing financial and statistical information to be included in the official statement; review and revision of the preliminary official statement; structuring of the principal for repayment; coordination with rating agencies for their review of each bond issue, presentation to City Council for approval, review of the final official statement for accuracy and coordination of delivery of funds at closing. In order to ensure that the City is still receiving services for fair market value, staff will conduct a survey every five years of bond counsel and financial advisor fees and present a comparison and analysis to the City Manager and Finance/Audit Committee.
AdministrationEmergency OperationsEssentialThe Director serves as Finance Section Chief with Grants Officer as an alternate during activation of the Emergency Operations Center. Calculate daily burn rate based on estimates from labor unit and cost unit (using information from logistics) and submit daily during emergency activation to Texas Department of Emergency Management. Oversee documentation of expenditures and reimbursement from Federal Emergency Management Agency (FEMA) in accordance with FEMA disaster accounting policy.
AdministrationBond RatingsEssentialProvide information for rating agencies to evaluate the City’s bond ratings annually and as new bond issues are proposed. Approximately every 3 years the rating agencies come to Sugar Land for a site visit and in-person presentations. Coordinate ratings visits and presentations to ensure an optimal experience by ratings analysts. Manage the operating funds and attempt to issue and structure debt  to maintain or increase the current bond ratings, as this provides for a lower cost of borrowing.
AdministrationCity Council Finance/Audit CommitteeQuality of LifeThe City Council has a standing sub-committee for Finance and Audit related items.  This committee meets in a regular meeting once per month and is charged with the oversight of the annual external audit. Staff frequently reviews items with the Finance/Audit Committee that may need more detailed review and discussion than can be accomplished effectively during a City Council meeting. 
AdministrationAccountability & Strategic PlanningTraditionalCompletion of Performance Measures, Service Delivery Plan and Strategic Projects on time. Quarterly reporting submissions. Participation in organizational assessments when scheduled. 
BudgetAnnual Fee ProcessTraditionalAnnually review and update all fees prior to the end of the fiscal year through two readings of an Ordinance. Every five years, the Budget Office is responsible for conducting a comprehensive fee update. The annual fee process evaluates existing fees that may need to be adjusted by the Consumer Price Index (CPI), where the comprehensive fee update is a full review and update of all new fees. The goal is to have a review with the Finance/Audit Committee followed by a workshop with City Council and then a final review and approval with City Council for adoption of the Ordinance.
BudgetBudget & Capital Improvement Program (CIP) AdoptionMandatoryPer requirements of the City Charter and Financial Management Policy Statements Policy No. 5000-19, prepare and submit an annual operating budget for the City no later than 60 days prior to the end of the fiscal year. Adoption of the budget occurs by one reading of an ordinance no later than September 25. The City Charter is more restrictive than state law which requires the adoption of the budget prior to September 30th.
BudgetBudget AmendmentsMandatoryUpon request, prepare and submit all items required for the amendment in accordance with the interdepartmental policy City Council Agenda Process policy requirement AD 121. Budget Amendments are required to change the total appropriation by fund and must be approved by the City Council. The Budget can only be amended via ordinance. There are typically two times per year when the Budget Office presents budget amendments to the City Council for consideration. The first is mid-fiscal year when the carry overs from the prior fiscal year are presented. The second is towards the end of the fiscal year when projects for year-end are proposed to be funded via projections. All amendments are managed to ensure that appropriations at the fund level are never exceeded. 
BudgetBudget DevelopmentEssentialThe City's budget development for the next fiscal year begins with development of the annual budget calendar in December. This calendar is given to the city manager by January 31st of each year, and all budget development is completed in accordance with the plan. Revenue estimation begins in January, including sales and property taxes, updating the cost allocation model, and identifying changes to fees. The Budget Office is responsible for budgeting all expenditures including personnel and review requests for increases to the operating budget. All activities accomplished in accordance with state law and City Charter deadlines. The typical budget process includes review of how the current year budget is performing and expectations for the next fiscal year with the City Council during the spring retreat. The City Manager reviews the preliminary budget work ahead of the budget filing in May and June.​
BudgetCapital Improvement Program (CIP) DevelopmentMandatoryThrough the annual budget process, the Budget Office works with the Engineering Office to prepare the annual Capital Improvement Plan (CIP). This process includes adjusting project timing within available resources and preparing the Five‐Year CIP Document. The Five Year CIP document is presented to City Council no later than 60 days prior to fiscal year end as part of the budget filing. The City Manager reviews the preliminary CIP in April and May.
BudgetBudget ManagementEssentialAnnually, the Budget Office prepares year end revenue and expenditure projections for review with the City Manager by the end of March. Preliminary expenditure projections are prepared by the Budget Office in early March and are reviewed by departments no later than the end of April. ​
BudgetBudget Adjustments & TransfersMandatoryThe Budget Office is responsible for reviewing all transfers  to ensure they are completed in accordance with available funding levels, and in accordance with the interdepartmental policy Operational Authority Limits Policy AD 113, which outlines authority limits for each type of requested transfer. Department approved transfers are processed by the Budget Office within three business days.
BudgetDebt AdministrationEssentialIssue debt, or seek approval form City Council for an intent to reimburse debt within 60 days of the first expenditure of capital funds. The Budget Office is responsible for identifying funding sources, and developing a financing plan for capital infrastructure through the budget process. Part of that plan is the management of the debt, which includes working with the City's Municipal Advisor to issue Certificates of Obligation, General Obligation, and Revenue Bonds.
BudgetMonthly Financial ReportingMandatoryPrior to the end of each month, provide an interim financial report for the prior month to City Management and City Council according to the City Charter. Include the quarterly reporting as part of the overall strategic planning reporting to the City Council.
BudgetAgenda Item Review and ApprovalTraditionalEnsure City Council agenda items contain correct budget and financial information.
BudgetFinancial AnalysisTraditionalAcknowledge requests for financial analysis within one business day.
BudgetTax Rate AdoptionMandatoryAdopt tax rate no later than Sept 30th. If the City exceeds 3.5% increase over the no-new-revenue maintenance & operations rate, the tax rate must be adopted by August 15th to allow for approval by voters in November.
BudgetMunicipal Utility District (MUD) BondsMandatoryEnsure all MUD bonds are reviewed in advance of issuance. The sale of bonds must satisfy certain criteria in accordance with the Code of Ordinances. The City Council agenda request preparation is dependent on when the MUDs decide to issue bonds.
Municipal CourtCollection Improvement ProgramMandatoryComply with the Office of Court Administration's Collection Improvement Program which is designed to improve the collection of court costs, fees and fines that have been imposed, while helping defendant's satisfy their obligations. The program has eleven components, four relate to the way a program should be implemented, staffed, and operated and seven that relate to the way program staff communicate with defendants and document those communications as outlined in Subchapter A. General Collection Improvement Program Provisions, Chapter 175. Collection Improvement Program, of the Texas Judicial Council.
Municipal CourtArraignmentsMandatoryWalk-in Arraignments (defendant's initial appearance) are conducted Tuesday through Friday beginning at 9 A.M. in the main court room as required by Chapter 26 Article 26.01 in the Code of Criminal Procedure states that "In all felony cases, after indictment, and all misdemeanor cases punishable by imprisonment, there shall be an arraignment."  Arraignment is the process in which the court identifies the defendant and asks for a plea.
Municipal CourtPre-TrialsEssentialPre-Trials are conducted every Tuesday of the month at 1:30 P.M. (attorney) and 3:30 P.M. (pro se defendants) in the main court room as allowed by Article 28.01, Section 1 in the Code of Criminal Procedure. Pre-trial hearings provide an effective means of case-flow management. Per the National Center for State Courts, all courts should aspire to clear (i.e. dispose of) at least as many cases as have been filed/reopened/ reactivated in a period by having a clearance rate of 100% or higher.
Municipal CourtCode DocketQuality of LifeCode Dockets are conducted the first Thursday of every month at 1:30 P.M. in the main court room. Code dockets are provided to timely offer access to defendants and their attorneys, or pro se defendants, who are facing charges for code violation or animal violations. This docket allows the defendants the same process as other violations without slowing down the arraignments and pre-trial dockets due to the complexity of the cases.
Municipal CourtDefault HearingMandatoryDefault hearings are conducted every Monday at 1:30 P.M. in the main court room as required by Article 45.041(a) (Judgment) in the Code of Criminal Procedure of the Texas Criminal and Traffic Law Manual. This hearing meets the requirements in legislation that require the judge to inquire whether the defendant has sufficient resources or income to pay all or part of the fine and costs and if not, the alternatives to payment. Per the National Center for State Courts, all courts should aspire to clear (i.e. dispose of) at least as many cases as have been filed/reopened/ reactivated in a period by having a clearance rate of 100% or higher.
Municipal CourtMagistrateMandatoryThe Presiding Judge or Associate Judge must arraign prisoners within 24 hours of arrest as required by Article 15.17 of the Code of Criminal Procedure. Municipal court judges are also magistrates. As a magistrate, the judge has additional duties to perform such as: issue emergency protection orders for an offense involving family violence; conduct peace bond hearings; accept complaints and issue arrest warrants and summonses for Class A and B misdemeanors and felony offenses; give magistrate warnings after an arrest; take a plea and set and collect a fine when a defendant is arrested on an out-of-county warrant for fine-only offense; order a defendant to submit an examination in a mental health facility determined by a local mental health authority’s request; set and accept bail, including personal bonds; issue search warrants; and conduct license suspension hearings. The court maintains an on-call calendar for the presiding judge and the four associate judges to cover seeing prisoners in the Sugar Land Police Department jail. The on-call calendar is based on a rotation schedule.
Municipal CourtJury TrialsMandatoryJury Trials are conducted Wednesdays and Thursdays at 1 P.M. (as needed) in the main court room as guaranteed by the 6th and 7th Amendments of the U.S. Constitution. The Texas Constitution states in Article I, Section 10 that in all criminal prosecution in Texas the accused has a right to a jury trial. The right to a jury trial is absolute, and if a defendant does not want a jury trial, he/she must waive that right. Since municipal courts were established by the legislature to have criminal jurisdiction, defendants have a right to a jury trial. The Texas Constitution in Article I, Section 10, guarantees that any accused shall have the right to a speedy trial. Article 1.05 of the Code of Criminal Procedure codifies this right. The court's goal is to have 90% of its cases that are set for trial to be disposed of by trial no later than the second scheduled trial date. Per the National Center for State Courts, the model time standards for criminal misdemeanor, traffic, and local ordinance state trial courts is as follows: 75% within 60 days, 90% within 90 days, 98% within 180 days.
Municipal CourtBench TrialsMandatoryBench trials, also known as trial by judge, are conducted on the second Thursday of every month at 1:30 P.M. (as needed) in the main court room. A defendant has to request a trial by judge (a bench trial) if he or she wants one by waiving his or her right to a jury trial. The Texas Constitution in Article I, Section 10, guarantees that any accused shall have the right to a speedy trial. Article 1.05 of the Code of Criminal Procedure codifies this right. The court's goal is to have 90% of its cases that are set for trial to be disposed of by trial no later than the second scheduled trial date. Per the National Center for State Courts, the model time standards for criminal misdemeanor, traffic, and local ordinance state trial courts is as follows: 75% within 60 days, 90% within 90 days, 98% within 180 days.
Municipal CourtAppealsMandatoryDefendants who are found guilty of any offense have the right to appeal their case as required by Article 44.02 in the Code of Criminal Procedures. The municipal court case is appealed to the county court.
Municipal CourtArrest WarrantsEssentialThe Warrant Division issues failure to appear/violation of promise to appear charges 11 calendar days after the defendant misses their initial court appearance date. Defendant is summoned to appear at new court date and time within 30 days of initial failure to appear. Cases are sent to the judge via the Court's case management system to be signed immediately following the defendant's failure to appear at alternative date as allowed by Article 45.014(e)-(f) of the Code of Criminal Procedure.
Municipal CourtCapias Pro FineEssentialThe Warrant Division sends a default notice with a new hearing date and time to each defendant who fails to comply with their court ordered payment arraignment, community service, deferred disposition, or driving safety course. The case is sent to the judge via the Court's case management system, on the next business day after the failure to appear at the default hearing  as allowed by Article 45.045 of the Code of Criminal Procedure.
Municipal CourtJuvenile Night CourtQuality of LifeJuvenile Night Court is offered to juveniles ages 10-17 accompanied by a parent or legal guardian on the third Monday of each month at 5 P.M. to accommodate both the schedules for the parents as well as students. If a holiday falls on the third Monday of the month, juvenile court is scheduled for the following Monday. Juveniles can also attend court Tuesday through Friday, during arraignments.
Municipal CourtOpen Records RequestsMandatoryProvide letter of disposition, copy of documents in case file or access to inspect case file via email, mail or in person within 10 business days of written request. The Common Law Right of Inspection and Access, Nixon v. Warner Communications, Inc., 435 U.S. 589 (1978) states there is a common law right of access to court documents, the right of access is a qualified right, every Court has supervisory power over its own records and files, Courts use their discretion to deny access when justice so requires, and discretion is exercised in light of relevant facts/circumstances in the particular case.
Municipal CourtOption BrochuresQuality of LifeProvide option brochures titled “Taking Care of Your Ticket” to the Police Department which should be distributed by a police officer to violators on a traffic stop. The brochure is also available on the City’s website and in the court lobby. The brochure offers the defendant a convenient method in taking care of their tickets by completing an option form and mailing it to the court without making a court appearance. Court will respond to defendants who send the brochure to the court within one business day of receipt by mail or email.
Municipal CourtCourt Payment OptionsTraditionalProvide the following payment options: in person during business hours at the Court, online using Municipal Payments, by phone using the court's interactive voice recognition system, by mail or drop box which are all available 24/7. The court will process payments in the Court's case management system, for payments made after hours by phone and online system within one business day of receipt of payment and immediately upon receipt in the mail and drop box.
Municipal CourtCommunity ServiceTraditionalProvide a wide range of resources (approximately 14 approved non-profit agencies) for defendants to perform community service work for case resolution. The list of pre-approved non-profit agencies is located on the City’s website under the Municipal Court tab. Community service must be performed at one of the organizations on the list.  Any other organization or program must be approved by the judge before performing the service as allowed by Article 45.049 of the Code of Criminal Procedure. Written requests may be faxed to the court. Proof of community service must be on the organization’s letterhead stating number of hours performed. This may be provided in person, mail, email or fax upon completion. The court will respond to community service requests within one business day of receipt by mail or email.
Municipal CourtInternal ControlEssentialPerform all cash handling procedures in compliance with the City's Interdepartmental Cash Handling and Cash Drawer Policy and Procedure (BR 101).
Municipal CourtCitation Entry/ImportEssentialEnter handwritten citations into the Court's case management system within three days of receipt from Police Department. Import electronic citations from the handheld devices used by the Police Department twice daily during business hours.
Municipal CourtProcess payments or requests at the windowTraditionalThe customer service clerks serve walk-in customers according to the judges standing orders Monday through Friday 8 A.M. to 5 P.M. This includes checking defendants into the court room to see the judge or prosecutor for initial appearance or compliance hearings, case resets, processing payments/community service hours, requests for an extension of time to pay/submit community service hours, payment plan, driving safety course, deferred disposition, motion to dismiss, and answer general inquiries from the public regarding citations or court processes.
Municipal CourtAnswering PhonesTraditionalAnswer phone calls during business hours by the third ring. Provide defendants with options without giving legal advice and handling general inquiries.
Municipal CourtMaintaining Customer ServiceTraditionalCustomer complaints should be at a minimum, no more than three complaints per employee communicated to supervisor or Court Administrator per year. This is part of the performance expectations for each clerk and tracked by the supervisor for each division.
Municipal CourtWarrant ClearingMandatoryClear warrants from the Southeast Texas Crime Information Center (SETCIC) immediately upon satisfaction of the fines, fees, and court costs. SETCIC is an inter-local agreement which allows agencies in the Southeast Texas region to share information and apprehend people with outstanding criminal warrants. The clearing of a warrant from SETCIC shall take place as required once it has been determined that one of the following instances has occurred: the person identified on the face of the warrant has been arrested and/or is in custody by Sugar Land Police Department which may occur 24/7; the outstanding balance of the warrant has been paid in full during business hours for walk-in customers, payments made over the phone, and 24 hours for payments made online; the person identified on the face of the warrant has been arrested previously or currently by another agency and the Judge has ordered time served which may occur 24/7; the balance of the warrant has been paid via posted cash bond during business hours; the person identified on the face of the warrant has seen the Judge and the Judge has ordered the warrant lifted from SETCIC while the case is being reset during business hours; the person identified on the face of the warrant was determined to be deceased and the Judge has ordered the case closed during business hours; surety bonds (a.k.a. Attorney bonds) are received and approved by the Judge during business hours; bail bonds are received for full amount of bond(s) for warrant(s) during business hours; the Judge has approved Personal Bonds for the warrants and all associated paperwork is completed during business hours; or in the event a clerical error has resulted in the warrant issuance and court administration has approved the removal/reversal as outlined in the Municipal Court Policy WRTDIV 05 - Clearing Warrants during business hours.
Municipal CourtDelinquent CollectionsTraditionalThe City has contracted collection services with a third party collection firm. The collection firm works closely with the court in ensuring full payment of delinquent court fines and fees are collected from defendants in warrant status. Cases are submitted once they are at least 60 days past due. Once the cases have been received by the firm they begin notifying defendants with delinquent cases by phone and by mail. Defendants are directed to contact the court directly to resolve their cases. The court will send all capias pro fine warrants to a third party collections agency as allowed by Article 103.0031 of the Code of Criminal Procedure. 
Municipal CourtCourt SecurityEssentialEnsure security measures are taken that allow court proceedings to occur without disruption or the threat of violence in accordance with the Municipal Court Security Plan.
PurchasingCompetitive Purchasing OversightMandatoryAssist all departments with required evaluation procedures, processes, scoring and meetings when required by the RFP or RFQ and as required by City Interdepartmental Policies: Purchases and Contracts for Over $50,000 (PU 105), Procurement of Professional Services and Consulting (PU 109), Procurement of Facilities and Vertical Construction ( PU 110), Procurement of Civil Engineering Construction Projects (PU 111). The Purchasing Office will coordinate with the City Secretary's Office all advertisements, public notices and meetings as required by Texas Local Government Code 252 and the City Secretary's Office 1 week prior to the official advertisement date or as allowed by the City Secretary's Office.  Once all legal requirements have been satisfied, the purchasing office will post all bid tabs to the City website within 2 business days after the bid opening. House Bill (HB) 89 Compliance- Texas Government Code Chapter 2270 requires the purchasing office to obtain a completed HB89 form from the vendor with every purchase or contract made. The HB89 form requires the vendor that they do not currently boycott Israel and will not boycott Israel during the term of the contract for goods or services. Form 1295 compliance- The Form 1295 is the Certificate of Interested Parties form in which Texas Government Code requires every contract or purchase of goods that  must be approved by the governing body of the entity have a completed form from the vendor. In addition to the vendor completing the form, the purchasing office must acknowledge the form on the Texas Ethics Commission website and maintain a file of all acknowledged forms.  Purchasing Manager or Contracts Manager will act as mediator in regards to any surety bond related issues.​​​
PurchasingAdminister Auctions of Surplus PropertyEssentialAuctions are posted to the City website for bidding within 2 business days once all proper information has been received from the department. The Purchasing Specialist  will coordinate with the department any required disposal of equipment per Texas Government Code (TGC) 2175. The Purchasing Office will provide on-site assistance, as needed, for departments wishing to dispose of equipment and seeking assistance in the process. The items are posted for 14 days. If the item does not sell within the initial 14 day period the price will be lowered and the item re-posted for an additional 14 day period.  If the item still does not sell, the Purchasing Office will communicate with the department on how to best dispose of the item. Payments are processed through Public Surplus. The Purchasing Office and the department do not have any role in the payment process but staff is required to verify that a paid receipt is produced by the seller at the time of pick-up.​
PurchasingContract OversightEssentialAll standard contracts will be processed and approved within two business day of receipt of all required documentation. All departments will receive notices of contract expiration or request for renewal under $50,000 60 calendar days prior to end date of contract. Notices for contracts in excess of $50,000 will be received 120 days in advance of termination. For contracts approved by City Council, the purchase order should be entered and approved promptly within two business days upon receiving all required documents. Change Orders-All contract related change orders will be processed within two business days once all required documentation have been received.
PurchasingInsurance VerificationEssential All necessary Certificates of Insurance and endorsements will be obtained and reviewed within 30 calendar days of receipt of contract documents (30 days primarily at the beginning of the FY) When certain required endorsements aren't already held by the vendor, it can take 14-30 days for the carrier to produce those endorsements.
PurchasingRequisition Purchase Order (PO) ProcessingEssentialAll requisitions/purchase orders will be processed within one business day after receipt of all required documentation.  Requests for new users and authority limits will be completed within one business day of receiving completed and approved forms from Accounting.  Blanket P.O. issuing Process - All Fiscal Year Blanket Purchase Orders will be completed and issued within 30 days of the new fiscal year (due to delay in processing from year end closing). Change Orders; all standard purchase order change orders will be processed within one business day of receipt of all required documentation.
PurchasingPurchase Card (P-Card) AdministrationEssentialAdminister the Citywide Procurement (p-card) Program. Currently there are over 165 P-cards in which the activity is monitored daily. All requests for changes in limits or Merchant Category Code (MCC) codes will be processed within one business day assuming proper approvals have been received by user. All statements reconciled and approved in the AS400 and, if noted, all account changes are done by the payment due date. Most statements are thoroughly reviewed within 60 days, some less often. All statements will be reviewed and processed within 60 calendar days of receipt. Cardholders that have consistently demonstrated 100% compliance on their statements may be reviewed quarterly at the discretion of the Program Administrator.  Users will receive email notification of additional information required within 30 calendar days of statement submittal to Purchasing. Upon receipt of all statements by the due date, Purchasing sends the bill for payment to Accounting five business days before the due date monthly. New card requests will be processed within two business days of receipt of approval document.
PurchasingQuality AssuranceEssentialAll requests for new or revised user access, procurement card (p-card) access and/or authority limits will be processed within one business day of receiving all required documentation. P-Card documentation includes City interdepartmental Procurement Card Policy PU-119 and the P-Card New User Request Form. Authority limits documentation includes City Operational Authority Limits Policy AD-113 and the Authority Limits Form.
PurchasingOffice Administrative FunctionsTraditionalAgenda Item Review and Approval - all Purchasing related agenda items will be reviewed and approved within 1 business day of receipt of all required documentation. Coffee and supplies will be distributed to all City Hall coffee stations weekly.
PurchasingOpen Records RequestsMandatoryOpen Record Requests - All open records requests received will be completed within the timelines set forth by the City Secretary's Office.
PurchasingEmergency ManagementEssentialServe as Logistics Section Chief during emergency operations and update of Emergency Operations-Annex M (Resource Management) annually.
PurchasingCity Business CardsQuality of LifeAll requests for new business cards will be reviewed by the Purchasing Specialist and forwarded to the Communications Office for final review within two business days.  The cards will be ordered from our third party vendor within one day of all internal approvals. 
PurchasingFiscal Year End ProcessEssentialComplete all inventory entries and adjustments within time set by Accounting.
PurchasingTraining of StaffTraditionalCoordinate and train any new users on purchase-cards prior to receipt of purchase-card. Train all new or promoted staff that will be using the system monthly.
PurchasingTax Identification Number VerificationMandatoryTax Identification Numbers (TIN's) will be verified and W-9's processed as they are submitted by vendors and staff in accordance with internal procedures and IRS guidelines.
TreasuryProperty Tax CollectionEssentialGenerate journal entries for funds received for property taxes from Fort Bend County Tax Office within one business day of receipt.  Treasury staff monitors the deposits made to the City's bank account daily and generates journal entries for funds received.
TreasuryBilling & Collections - Accounts Zero to 90 DaysEssentialReconcile third party contractor reports for payment due to third party collection agency for delinquent collections by the 25th day or the following business day of the following month.
TreasuryEmergency Medical Services (EMS) Payment Reconciliation and Processing of RefundsEssentialReconcile third party contractor reports for payments received for Emergency Medical Services (EMS) billing by the 25th day or the following business day of the following month. Treasury staff monitors the deposits made to the City's bank account daily and generates journal entries for funds received.
TreasuryMeter ReadingEssentialWater meters will be read by the third party contractor on schedule monthly.
TreasuryException List ReviewTraditionalException lists will be reviewed within 1 business day of the meter reading. Exception lists generate water accounts with high, low, negative, or zero consumption based on parameters set in the financial billing system. Treasury staff analyzes the accounts on the list and will generate  work orders to reread  meters as needed prior to bill issuance. Contact with a resident occurs if consumption is three times higher than past consumption.
TreasuryPre-Billing Register ReviewTraditionalFirst bills to new customer accounts and total dollar amount billed for each Cycle will be reviewed prior to submitting billing.
TreasuryUtility BillsEssentialUtility bills will be issued within three business days of the meter reading date.
TreasuryWholesale Potable and Reclaimed Water BillingTraditionalProcess water billing for Municipal Utility District (MUD) 128 (Riverstone) and MUD 192 (Greatwood Lakes) by the 15th or the following business day of the month. Statistical consumption reports used for billing are provided monthly for both MUDs by our water services vendor.
TreasuryDelinquent NoticesEssentialDelinquent notices will be printed and mailed on approximately the 23rd calendar day of the cycle becoming delinquent. If residents continue to be delinquent within the next bill issuance, the account will either be final for non-payment if there is no consumption. If there are signs of consumption, additional work orders will be issued to collect balance and initiate the cutoff process.
TreasuryCutoff ProcessingEssentialCutoff tags and work orders will be prepared and ready for the Public Works Department staff to pickup by 10 a.m. on cutoff date.
TreasuryAccount AdjustmentsTraditionalProcess account adjustments as needed to both utility and miscellaneous accounts weekly.
TreasuryService Initiations and CancellationsQuality of LifeUtility service initiations and cancellations that are requested by customers will be processed on schedule.
TreasuryMaintaining Customer ServiceQuality of LifeProvide customer service to both internal and external customers. Treasury Supervisor should receive no more then three complaints per employee per fiscal year.
TreasuryMonth-End Utility ReportingEssentialProvide month-end utility statistical reports to the Budget Office and Public Works by the 15th or the following business day of the following month. The Budget Office utilizes the information on the reports in order to prepare the financials and Public Works utilizes the information on the reports to monitor water loss.
TreasuryAlarm Response BillingTraditionalProcess alarm response billing by the 10th or the following business day of the month based on report provided by Police Department in compliance with an ordinance of the City of Sugar Land, Texas, amending chapter 3 relating to alarm systems; assessing fees for responding to more than five alarms in one year; and providing for a penalty in the maximum amount of $500.00 for violations thereof. (Section 3-3. Fees for City Response to Alarm Signal - Ordinance No 993)
TreasuryFood Permit Renewal BillingEssentialProcess food inspection permit billing by the 10th or the following business day of the month based on report provided by Environmental and Neighborhood Services Department in compliance with an ordinance of the City of Sugar Land, Texas, extending the expiration dates for renewals of food establishment permits and retail frozen dessert manufacturing establishment permits expiring on May 31, 2001. (Section 3-78, Fees - Ordinance number 1284).
TreasuryAirport Lease BillingTraditionalProcess airport lease billing by the 15th or the following business day of the month based on lease contracts with the Airport.
TreasuryInsurance BillingTraditionalProcess insurance billing by the 15th or the following business day of the month based on report provided by Human Resources.
TreasuryFire Protection Fee BillingTraditionalProcess Fire Protection Fee billing by the 10th or the following business day of each month to the districts that are provided with the City's fire protection services.
TreasuryGroundwater Reduction Plan Participation BillingTraditionalProcess Groundwater Reduction Plan Participation billing by the 10th or the following business day of each month. The well readings used to bill each participant each month are provided by a combination of three providers: third party meter reading contractor, Public Works Water Utilities staff, and the Municipal Utility District (MUDs). The billing is provided to the Public Works Water Conservation Manager prior to billing for accuracy confirmation.
TreasuryNon-Monthly Miscellaneous Receivable BillingTraditionalProcess requests from other departments to bill for non-routine miscellaneous billings within one week of form submittal. Once billing is processed, a copy of the invoice is provided to the department as confirmation of billing being complete.
TreasuryTreasury Payment ProcessingTraditionalProcess, balance, and post utility payments daily.
TreasuryPayment OptionsTraditionalPayments include in person, mail in payments, drop box payments, online banking payments, phone payments, and direct online payments.
TreasuryCentralized Cash ReconciliationTraditionalThe Treasury Office serves as the centralized collections and deposit for the City except for Municipal Court. Treasury reconciles daily transactions for Treasury, Airport, Police Department, and Animal Services. Once all transactions have been reconciled, Treasury prepares bank deposits to be picked up daily by the third party armored car service. Treasury prepares an accounting packet with various reports needed by the Accounting Office and emails it to the department each business day for the previous day's reconciliation.
TreasuryResidential Winter AverageTraditionalProcess the recalculation of the wastewater cap on residential accounts annually prior to the 1st April bill issuance. The residential water accounts have a cap on the wastewater portion of the bill which is determined by taking the average of the February and March billed consumption on the individual customer accounts. The cap remains for 12 months and the recalculation is done annually. Treasury reviews exception lists that generate prior to the calculation for customers who had negative consumption during those months and customers who have provided leak repair documentation resulting in higher then normal usage during those months.
TreasuryAnswering PhonesTraditionalAnswer phone calls during business hours. Provide customers with payment options, amounts due for various billings, explanations of bill charges, and handle general inquiries.
TreasuryProcess Payments or Requests at the WindowTraditionalService walk-in customers Monday through Friday 8 A.M. to 5 P.M. Customer Service Representatives take payments for utility bills, food permit bills, airport bills, rental license renewals, fire prevention fees, fire safety fees, employee reimbursements, utility connection fees, zoning and conditional fees, and land disturbance permit fees. Customer Service Representatives take applications for utility service initiations or cancellations, electronic bill sign up/cancellation, automatic payment plan sign up/cancellation, and miscellaneous account changes.
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