Page 52 - City of Bedford FY20 Approved Budget

COMPUTER SYSTEM / DATA SECURITY. The City shall provide security of its computer
system and data files through physical security. The computer system (CPU) shall be in a
location inaccessible to unauthorized personnel. On a frequent and scheduled basis, backup files
of system data will be stored off premises for safekeeping.

In addition, the City will take all prudent steps to ensure that the accessibility and integrity of the
City’s computer and information systems will be protected from viruses, unauthorized access,
and other such threats and hazards.

VII. CAPITAL BUDGET AND PROGRAM

PREPARATION. The City’s capital budget will include all capital project funds and all capital
resources. The budget will be prepared annually. The capital budget will be prepared as directed
by the City Manager with the involvement of all required City departments.

CONTROL. All capital project expenditures must be appropriated in the capital budget. The
Finance Division must certify the availability of resources so any appropriation can be made
before a capital project contract is presented to the Council for approval.

PROGRAM PLANNING. The capital budget will be taken from capital improvement program
plans for future years. The planning time must be at least five years. The replacement and
maintenance for capital items should also be projected for the next five years. Future
maintenance and operational costs will be considered so that these costs can be included in the
operating budget.

FINANCING PROGRAMS. Where applicable, assessments, pro-rata charges, or other fees
should be used to fund capital projects, which have a primary benefit to specific, identifiable
property owners.

Recognizing that long-term debt is usually a more expensive financing method, alternative
financing sources will be explored before debt is issued. When debt is issued, it will be used to
acquire major assets with expected lives that equal or exceed the average life of the debt issue.
The exceptions to this requirement are the traditional costs of marketing and issuing debt,
capitalized labor for design and construction of capital projects, and small component parts
which are attached to major equipment purchases.

INFRASTRUCTURE MAINTENANCE. The City recognizes that deferred maintenance
increases future capital costs. Therefore, a portion of the General Fund and Utility Fund Budgets
will be set aside each year to maintain the quality of the City’s infrastructures.

Replacement schedules should be developed in order to anticipate the inevitable ongoing
obsolescence of infrastructure.

In addition to infrastructure maintenance, the City will plan for the replacement of other assets
such as vehicles and equipment by establishing replacement schedules as needed.

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