Municipal IT Budget Checklist: Because “We’ll Figure It Out Later” Isn’t a Strategy

Amy Shaw
Jun 6
2 min read

Updated: Jun 13

Municipal IT Budget Checklist

Quick read: This guide turns that giant pile of tech needs into a clear, defend-able budget request...minus the jargon headache.

1. Keep the Lights On (Hardware & Devices)

Age check: How old are your servers, laptops, tablets? Yes, even those body-worn cameras? Anything hitting five years is on borrowed time.
End-of-life replacements: Windows 10 support ends October 14, 2025. If you’re still calling that “next year,” we need to chat.
Hot spares: Stock a few backup devices for departments that can’t afford downtime (looking at you, Town Clerk).

2. Cloud & Apps

Productivity suites: Microsoft 365- When it comes to productivity solutions, Microsoft 365 stands out as a leader in the industry.
Specialty software: MUNIS, VADAR, Patriot Systems, IMC
Backups & disaster recovery: Off-site, tamper-proof, and tested at least yearly.
License cushion: Add 5-10% for new hires and seasonal staff. Surprises happen.

3. Cybersecurity (Antivirus ≠ Security)

Modern endpoint protection: Think EDR, not last-decade “antivirus.”
24/7 monitoring: A Security Operations Center (SOC) or managed detection service can be 80% grant-funded. Don’t leave free money on the table.
Multi-factor authentication everywhere: If it holds resident data, it needs MFA.
Annual security test: Budget for a penetration test and the hours to fix what it finds.

4. Compliance & Insurance

Regulations: CJIS, HIPAA, 201 CMR 17, PCI-map audit costs and required tools.
Cyber-liability insurance: Insurers now require MFA, backups, and EDR; budget for tech or pay higher premiums.
Policy management: A simple platform tracks incident plans, training logs, and annual reviews.

5. People & Training

Staffing or MSP hours: Benchmark one tech per 75-100 users or buy a managed-services block.
Security-awareness training: Monthly micro-lessons plus phishing simulations keep people sharp.
Professional development: Aim for 1-2% of the IT budget so staff don’t fall behind.

6. Projects & Innovation

Future-ready items: e-Permitting, open-data portals, body-cam storage growth, smart-city pilots.
Label clearly: An “Innovation Fund” prevents these lines from getting axed during cuts.

7. Murphy’s Law Fund (Contingency)

Hold back 8-12% of total IT spend for “server fails three days before elections”-type surprises. You’ll use it.

How to Put It All Together

Use real numbers. Guessing invites budget surgery you won’t like.
Tie every line to a risk or goal. “Cuts ransomware risk by 40%,” “Improves resident satisfaction,” etc.
Tell the story, not the specs. Boards fund outcomes, not acronyms.

Ready to Budget Without the Headache?

At CloudSolved IT, we speak both Geek and Government-ese. If you’d rather spend budget season sipping Dunkin’ than decoding vendor quotes, let’s talk. Coffees on us.