HomeMy WebLinkAboutDiscussion of Development of the Budget.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Anna Rosenberry, Finance Director
Chris Kukulski, City Manager
SUBJECT: Discussion of Development of the Budget for Fiscal Year 2012 (FY12).
MEETING DATE: February 22, 2011
AGENDA ITEM TYPE: Action
RECOMMENDATION: Discuss and provide direction to staff regarding the Commission’s
preferred policy, meeting times, and agenda items for development of the City’s annual budget
for the coming fiscal year (July 1, 2011 to June 30, 2012.)
BACKGROUND: During a previous meeting, it was suggested that the Commission discuss
development of the FY12 budget. We normally look to the Commission’s adopted Goals and
the Capital Improvement Plan for the basis of budget development. Any other direction or focus
from the Commission at this early point in the process would be helpful.
The City Manager, Assistant City Manager, and Finance Director are conducting meetings in
January/February with each city department. We are discussing general “big picture” budget
concerns, specific department budget issues, and asking departments to identify opportunities
and challenges they see currently, or on the horizon.
Departments will be presenting their initial budget requests to the City Manager in late March.
The schedule is attached. Also attached is the tentative Budget Calendar, following our
traditional approach.
UNRESOLVED ISSUES: The Commission’s Goals have not been adopted yet. Sometimes,
budget-development related goals have appeared on the list.
ALTERNATIVES: If the Commission wishes to see a different process for budget
development, whatever the form, it could be proposed tonight. If the Commission would like to
provide policy direction for the City Manager to consider in preparation of the City Manager’s
Recommended Budget, that could also occur tonight. There are many different alternatives that
could be considered.
FISCAL EFFECTS: This discussion will have no immediate effect.
Attachments: Department Budget Presentation Schedule
Budget Calendar
Report compiled on: February 14, 2011
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FY12 Department Budget Presentation Schedule
Fiscal Year 2012 Budget Requests will be presented on the dates listed below. Departments will be addressing
the City Manager, Assistant City Manager, and Finance Director. These are open discussions, so members of the
public, other departments/staff, and Commissioners may also be in attendance.
Emphasis this Year: In your presentation and handouts, please specifically address: The Workload Indicators
and Performance Measures submitted each year for your Department. If you see the need to change the specific
measures, please discuss your recommended changes.
All presentations will be in the City Hall Commission Room. Times below are intended for both presentations
and questions/answer with each division. Please have handout material s and/or a visual presentation.
Monday – Mar. 21, 2011 (10:00a – 5:00p)
· Parks: 10:00a – 11:00a
· Cemetery: 11:00a – 11:30a
· Recreation: 11:30p –12:30p
---Lunch---
· Library: 2:00p – 2:30p
· CM Office: 2:30p – 3:00p
· Fire Department: 3:00p – 4:00p
· Building Inspection 4:00p - 5:00p
Tuesday – Mar 22, 2011 (2:00p – 5:00p)
· Legal: 2:00a – 3:00p
· Municipal Courts: 3:00p – 4:00p
· Police: 4:00p - 5:00p
Wednesday – Mar. 23, 2011 (8:30a – 5:00p)
· Public Services – Eng 8:30a – 9:00a
· Streets/Sign & Signal 9:00a – 10:00a
· Forestry 10:15a – 10:45a
· Vehicle Maintenance 10:45a – 11:15a
---Lunch---
· W & S Ops 1:30p – 2:30p
· Water Plant 2:30p – 3:00p
· WRF 3:00p – 3:30p
· Solid Waste Collection 4:00p - 4:30p
· Solid Waste Recycling 4:30p – 5:00p
Monday – Mar 28, 2010 (9:00a – 2:00p)
· Finance: 9:00a – 9:30a
· IT: 9:30a – 10:00a
· Facilities: 10:00a – 11:00a
· Parking: 11:00a – 12:00p
---Lunch---
· Planning 1:00p – 2:00p
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BUDGET INPUT INSTRUCTIONS
Page 2
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Last updated: January 2011
BUDGET CALENDAR
Fiscal Year 2011-2012 (FY12)
Function/Task Responsible On or Before
Department
Commission Policy Direction - Goal Setting City Commission January/February
Send: Program Descriptions for Editing Finance January
Send: Major Objectives for Editing Finance January
Send: Current Year Accomplishment Form Finance January
Send: Work Load Indicators for Updating Finance January
Send: Performance Measures for Updating Finance January
Grant Departments Access to Budgeting System Finance January
Return: Program Descriptions All Departments February 28
Return: Major Objectives All Departments February 28
Return: Current Year Anticipated Accomplishments All Departments February 28
Return: Workload Indicators All Departments February 28
Return: Performance Measurers All Departments February 28
Return: Staff Change Request Forms All Departments February 28
Complete Budget Input in Computerized Budgeting System All Departments February 28
Turn off Department Access to Budgeting System Finance February 28
Complete Preliminary Revenue Estimates Finance February 28
Department Presentations – Commission Invited All Departments Mar 21 – Mar 28
Complete Preliminary Personnel Budget Projections Finance March 31
Finalize Revenue Estimates Finance April 23
Finalize Personnel Budget Projections Finance April 23
Departments Receive Preliminary City Manager's Budget Finance May 6
Prepare Transmittal Letter Finance May 6
Prepare Goals & Budgetary Response City Manager May 6
City Manager's Budget Recommendation Printed Finance May 20
Conduct Preliminary (CM Recommended) Budget Hearings City Commission June 6
Adopt CM Recommended Budget as Preliminary Budget City Commission June 20
Conduct Utility & Fee Hearings City Commission July – August
Conduct Final Budget Hearings (Open & Continue) City Commission July 18 – Aug 22
Final Appropriation Resolution Passed City Commission August 22
Adopt Final Budget City Commission August 22
Final Tax Levy Resolution Passed City Commission August 22
Submit Final Budget Document & Levies to DOA Finance October 1
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