Planning next year's IT budget for a Utah city: dates and line items

The dates that matter

For cities and towns on a July 1 fiscal year, the State Auditor's checklist sets these steps:

• The council adopts a tentative budget on or before its last meeting in May
• The proposed budget is public at least 10 days before the hearing, with notice posted at least 7 days before
• The council adopts the final budget before June 30
• The adopted budget goes to the State Auditor within 30 days

Work backward from May. IT quotes and replacement lists should be in hand by early spring.

Line items to include

• Computer and server replacement, on a set cycle
• Microsoft 365 and other software licenses, with renewal dates
• Backup and recovery, including off-site copies
• Security tools and 24/7 monitoring
• Network and Wi-Fi equipment reaching end of life
• Police department systems that fall under CJIS rules
• Outside IT support and any planned projects

Budget for the five-day rule

Utah law requires a governmental entity to notify the Utah Cyber Center and the Attorney General within five days of discovering a breach affecting 500 or more people. Budget for a written response plan and tested backups so the city can meet that deadline.

Check for Windows Server 2016

Microsoft ends security updates for Windows Server 2016 on January 12, 2027, in the middle of this fiscal year. If the city runs 2016 servers, budget for the upgrade or migration now.

Dates summarize the Utah State Auditor's budget checklist. Confirm your city's calendar with your recorder or finance director.

Sources: Utah State Auditor: Adopting an Annual Budget (Cities, Towns); Utah Code 63A-19-405