Building Effective Board Memos for City Transactions

Guidance on building a board memo for the Board of Estimates, a public board overseeing city transactions. Learn about the reviewing agencies involved, such as the Law Department, Dept. of Finance/BBMR, MWBOO, and Pre-Audits, and their roles in the approval process. Follow their guidelines to ensure compliance and transparency in financial transactions.

• Board memos
• City transactions
• Reviewing agencies
• Compliance
• Financial oversight

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1. How to Build a Board Memo GUIDANCE FOR THE BOARD OF ESTIMATES

2. Background The Board of Estimates (BOE) is a public board review and approval process giving city taxpayers, residents and businesses a window into how tax dollars are being spent by their government. The five-member board, including the City s top three elected officials, are supported in this process by multiple reviewing departments and cross-agency committees each analyzing different aspects of a proposed transaction for accuracy, legal sufficiency, compliance, etc. 9/17/2024 HOW TO BUILD A BOARD MEMO

3. Reviewing Agencies Law Department All contracts (called agreement or any other name) that legally bind the City MUST be reviewed by the Law Department Law also decides what signatures are required for the full and final execution of your document Law indicates their completed review by signing the document itself. 9/17/2024 HOW TO BUILD A BOARD MEMO

4. Reviewing Agencies Department of Finance/BBMR All transactions that are expending funds or moving money into or out of a city account MUST be reviewed by the Dept of Finance - this is most often BBMR. BBMR indicates their completed review by stamping the Board Memo. 9/17/2024 HOW TO BUILD A BOARD MEMO

5. Reviewing Agencies MWBOO All contract transactions over $50,000 must be reviewed by MWBOO to determine compliance with the City s Minority and Women's Business Participation Goals. MWBOO indicates their completed review by stamping the Board Memo. 9/17/2024 HOW TO BUILD A BOARD MEMO

6. Reviewing Agencies Pre-Audits All contracts/agreements awarded noncompetitively AND ALL transactions that are changing the terms of a contracts/agreements previously approved by the BOE. For a Pre-Audits review ALWAYS include a budget, previous related contracts/transactions AND other relevant financial information with your submission to that office. Pre-Audits indicates their completed review by stamping the Board Memo. 9/17/2024 HOW TO BUILD A BOARD MEMO

7. Reviewing Agencies Pre-Audits (continued) Pre-Audits is generally the last reviewing department to stamp the Board Memo because they verify that the final document submitted to BOE. Submissions is consistent with any changes or clarifications that have resulted from their review. They may sometimes ask for clarifications to Board Memo language as well. Pre-Audits will send the submitter an email directing that the transaction can proceed to BOE.submissions@baltimorecity.gov when ready. 9/17/2024 HOW TO BUILD A BOARD MEMO

8. Submission Board Memo Document of Record Background Documents Single .pdf of stamped board memo COMBINED with documents for approval Any background documentation YOU believe will be helpful to the Board Microsoft Word Document of JUST the Board Memo This will become the public document of record once the Agenda is published. These should be in a separate .pdf than the Document of Record The same document will receive all final stamps and signatures. Labeled Background documents for [DOCUMENT OF RECORD FILE NAME] HOW TO BUILD A BOARD MEMO 9/17/2024

9. Board Memo Use City memo header Only use essential formatting Save the document under a clear, unique name Submit to BOE.Submissions@Baltimorecity.gov, with a cc to with cc to james.knighton@baltimorecity.gov. Use a Footer to identify the name of the document on each page - INCLUDING the signature page 9/17/2024 HOW TO BUILD A BOARD MEMO

10. After Board Approval* Board of Estimates Clerk 2-4 business days Treasury *Signature requirements depend of the item submitted. Not all signatures are applicable. 3-6 business days BOE obtains this documents before returning to agency Mayor 3-6 business days State of Maryland 7-10 business days Agency obtains signature + returns a final fully executed copy to BOE 9/17/2024 HOW TO BUILD A BOARD MEMO

11. Contacts Department E-mail address Board of Estimates Director, Comptroller Audrey.Quarles@baltimorecity.gov Clerk to the Board of Estimates, Comptroller Celeste.Amato@baltimorecity.gov Director of Policy, Comptroller James.Knighton@baltimorecity.gov Board of Estimates Submissions BOE.Submissions@baltimorecity.gov Department of Law Michael.Shrock@baltimorecity.gov Department of Finance Robert.Cenname@baltimorecity.gov MWBOO Christopher.Lundy@baltimorecity.gov Pre-Audits Gloria.Harper@baltimorecity.gov 9/17/2024 HOW TO BUILD A BOARD MEMO

12. Calendar Submission Date Meeting Date 2/8/2022 2/22/2022 3/8/2022 3/29/2022 4/12/2022 4/26/2022 5/10/2022 5/31/2022 2/16/2022 3/2/2022 3/16/2022 4/6/2022 4/20/2022 5/4/2022 5/18/2022 6/1/2022 Submissions are due by 12pm. Full calendar available on comptroller.baltimorecity.gov. 9/17/2024 HOW TO BUILD A BOARD MEMO

13. Changes ahead December 2021 Administrative Changes Electronic Filing & Signatures Document Library Database Creation Record Digitization E-mail Document Submission Webform Creation Workflow Programming February 2022 9/17/2024 HOW TO BUILD A BOARD MEMO

14. Frequently Asked Questions 9/17/2024 HOW TO BUILD A BOARD MEMO

15. FAQs Q: Does the Department of Audits accept electronic submissions? A: YES! Please submit here. All agencies can submit documents for review via electronic submission. If your transaction is particularly complex and/or involves multiple large documents please reach out to Gloria Harper (Manager of the Pre-Audits Team) to discuss your submission. Questions can also be directed to City Auditor Josh Pasch. 9/17/2024 HOW TO BUILD A BOARD MEMO

16. FAQs Q: I m submitting 47 items to the BOE this week. Can I submit them all in one email? A: Yes, but please be kind and compassionate by organizing your documents so our inbox and heads don t explode when we open your email. If you are submitting multiple documents please organize each board memo/transaction in its own folder and label things as clearly as possible so it s easy for us to understand what you are trying to do and so that we don t miss anything. Sorting and matching up documents makes us cranky and can negatively affect the superior customer service experience we are trying to deliver to each of you. 9/17/2024 HOW TO BUILD A BOARD MEMO

17. FAQs Q: The BOE process confuses the heck out of me. How can I gain a better understanding? A: Comptroller Henry s BOE Team LOVES sharing BOE process and answering questions and would be very happy to meet with you. Please reach out to Director of Policy James Knighton to set up a time. 9/17/2024 HOW TO BUILD A BOARD MEMO

18. FAQs Q: What if I missed the submission deadline for a matter of such urgency that it could change the course of human existence -- or at least cause some major contract headaches if it doesn t make the next agenda? A: Don t panic yet. First, contact Celeste, Audrey or Jim (or all three of us if you like a lot of attention) and tell us what s going on. We understand there will be urgent matters from time to time as we all adjust to this new schedule and we will be working closely with the CAO and the Members of the BOE to navigate those situations. 9/17/2024 HOW TO BUILD A BOARD MEMO