The Edmond City Council Workshop on Budget Management and Year-End Closing convened on August 11, 2025, to address pressing financial management issues as the fiscal year draws to a close. The meeting focused on the challenges faced in managing the city’s budget, particularly regarding encumbrances, purchase orders (POs), and the overall financial process.

The discussion began with concerns about the lack of a clear list of outstanding payments, which has led to confusion among council members and city staff. One council member expressed frustration over the absence of a systematic approach to track expenses, stating that the city should have fewer unexpected charges if budgets were monitored more effectively. The Oklahoma Municipal Budget Act acknowledges that exceptions will occur, but the council emphasized the need for a more streamlined process to handle these situations.

Council members noted that while the city is not facing a financial crisis, there are issues with categorizing funds correctly within the budget. It was highlighted that the city has sufficient resources, but the challenge lies in ensuring that expenses are allocated to the appropriate budget lines. This misalignment has historically led to complications during year-end closing, with staff scrambling to address outstanding invoices and payments.

Assistant City Manager Anne DeCarnas acknowledged the need for continuous improvement in the budgeting process. She emphasized the importance of refining procedures to enhance efficiency and compliance with state laws. The council underscored the necessity of adhering to legal requirements in financial management, with the mayor stating a commitment to ensuring that all practices align with state regulations.

The meeting concluded with a call for a thorough review of the purchasing process, which was identified as a critical area for improvement. The council expressed optimism that by addressing these procedural issues, the city could better serve its citizens and maintain transparency in its financial operations. The next steps involve further discussions on refining the purchasing process to facilitate smoother year-end closing in the future.