HomeMy WebLinkAboutCommission Meeting Calendar in May and June for Fiscal Year 2013 Budget Hearings Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Anna Rosenberry, Finance Director
SUBJECT: Public Meeting Calendar for FY13 Budget related work sessions and
hearings in May and June 2012.
MEETING DATE: April 9, 2012
AGENDA ITEM TYPE: Policy Discussion
RECOMMENDATION: Make recommendations to the City Clerk and Mayor for scheduling
of FY13 Budget hearings and work sessions in May and June 2012.
BACKGROUND: In January 2012, a proposed Budget Calendar was developed that would
enable the City to adopt its FY13 Approved Budget before the end of June 2012. The calendar
has been posted on-line since that time and staff has been moving forward with budget
development according to that calendar.
Following are what was proposed for dates of budget discussions:
May 7: City Manager’s Recommended Budget, overall (usually ~1.5 hours)
May 14: Special Revenue Funds (Building Inspection, Planning, etc.) (~1 hour)
May 21: Enterprise Funds (~1.5 hours, with new Storm Water Utility)
May 28: General Fund & Special Requests (~1.5 hours) **Problem: HOLIDAY**
June 4: TIF and BID Workplans and Budgets (~1.5 hours)
June 11: Wrap-up, placeholder
June 18: Final Budget Hearing, Appropriation Resolution Hearing. (~1 hour)
Because this is a change to what has become the customary process, we thought it best to ask
Commissioners if they had preferences for combining any of the necessary work sessions in May
and early June this year. The Memorial Day holiday is an issue, as I had penciled in the General
Fund discussion for that night. Scheduling around graduation/wedding attendance issues may be
a concern.
UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the Commission.
FISCAL EFFECTS: None.
Attachments: FY13 Budget Process & Calendars
Report compiled on: March 31, 2012
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Why change our budget process?
1. Adopt a Final spending plan as close to the beginning of the new Fiscal Year as reasonably possible.
The first day of the fiscal year is July 1st (by state law). Beginning on that date, departments need some sort of preliminary or
final authorization to continue to spend money to operate. In the past, this authorization has taken the form of the
“Preliminary Budget,” which was essentially the City Manager’s Recommended Budget and the proviso that Departments would
not spend on added positions, new projects, or capital purchases until the “Final Budget” had been adopted in
August/September.
We would always wait to adopt the “Final Budget” until we had received Taxable Values from the Department of Revenue (1st
Monday in August, by state law.)
Advantages: We believe it is reasonable, and can be very helpful, for the organization to adopt a “Final Budget” before we
receive Taxable Values from the State. If the taxable values received are substantially different from the adopted budget,
we can schedule a hearing and amend the budget in August. Because taxable values effect operating budgets for a small
number of funds, more than half of the organization’s budget will be unaffected by the certification, either way.
2. Become more efficient with organization and Commission time.
Organization: Department budget preparation begins in January and does not formally end until Final Budget night, usually in
late August or early September. During this time, we spend a fair amount of time analyzing the possibilities of how changing
operational realities need to be addressed in the context of where we are in the budget proposal process.
Advantages: If we could shorten the budget process itself, and deliver a final budget sooner, departments would spend less
time analyzing “what do I do now that the Preliminary Budget has been adopted but the Final Budget hasn’t?” and more time
in a pure “operational” decision‐making mode.
Commission: Currently, the Commission hears the “overarching” recommendations of the City Manager’s Recommended
Budget in early June. During late June, a hearing is held to adopt a resolution for the Preliminary Budget. During July and
August, numerous work‐sessions are held to hear ideas and comments on what has been proposed by the City Manager’s
Recommended Budget. In August/September, hearings are held to adopt the Tax Levy and Final Budget Resolutions.
Advantages: If we were able to follow to the proposed calendar, we could adopt a final budget nearly 3 months sooner than
our current process. We would be taking a 9‐month process and shortening it to 6 months.
We could also eliminate the need to advertise, prepare, and hold the Preliminary Budget Hearing and the preparation and
adoption of the Preliminary Budget Resolution. (Eliminate One Hearing and One Resolution.)
3. Improved Understanding for Public, Boards and Departments about Fiscal Year cycle.
Members of the public, our boards, and departments are often mystified as to why we begin the Fiscal Year without a Final
Budget.
Advantages: Changing our process to allow a Final Budget adoption before July 1st would fit with the more general
understanding of budget practices: Adopt Your Spending Plan Before Your Fiscal Year Begins.
4. More time for ensuing Capital Plan Preparation, in the fall.
This past year, with Final Budget and Tax Levy adoption pushed into mid‐September, we had no room to finish the budget (and
the final budget document) before we began the cycle of Capital Improvement Plan development and adoption. The need to
hold staff development meetings and calendar hearings with Advisory Boards overlapped with completion of the budget.
Advantage: If we were to adopt a final budget by the end of June, the Final Budget document would be issued in early July.
This would leave August and September to plan and begin the update of our Capital Improvements Plan.
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DR
A
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Revised Budget Process and Timeline for Fiscal Year 2012‐2013 (FY13)
BUDGET CALENDAR
Fiscal Year 2012-2013 (FY13)
Function/Task Responsible On or Before
Department
Commission Policy Direction - Goal Setting City Commission January/February
Send: Program Descriptions, Major Objectives, Accomplishments for Editing Finance Jan 13
Send: Work Load Indicators & Performance Measures for Updating Finance Jan 13
Grant Departments Access to Budgeting System Finance Jan 13
Return: Program Descriptions, Major Objectives, Accomplishments All Departments Feb 10
Return: Workload Indicators & Performance Measures All Departments Feb 10
Return: Staff Change Request Forms All Departments Feb 10
Complete Budget Input in Computerized Budgeting System All Departments Feb 10
Turn off Department Access to Budgeting System Finance Feb 11
Department Presentations – Commission Invited All Departments Feb 21-24
Complete Preliminary Revenue Estimates Finance Feb 29
Complete Preliminary Personnel Budget Projections Human Resources Feb 29
Finalize Revenue Estimates Finance Mar 20
Finalize Personnel Budget Projections Human Resources Apr 2
Departments Receive Preliminary City Manager's Budget Finance Apr 16
Prepare Transmittal Letter Finance Apr 16
Prepare Goals & Budgetary Response City Manager Apr 16
City Manager's Budget Recommendation Printed Finance May 1
Receive Final Health Insurance Renewal Human Resources May 5
Conduct Budget Hearings City Commission May 7 – June 18
Final Appropriation Resolution Passed City Commission June 18
Adopt Final Budget City Commission June 18
Conduct Utility & Assessment/Fee Hearings City Commission July – August
Conduct Tax Levy Hearing City Commission August 20
IF NEEDED: Amend Appropriation Resolution For Taxable Value Changes. City Commission August 20
Final Tax Levy Resolution Passed City Commission August 20
Submit Final Budget Document & Levies to DOA Finance October 1
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