CITY COUNCIL: Present Budget Calendar for FY 2012/2013

Meeting Date: January 10, 2012
Prepared by: Molly Laughlin

City Council
Agenda Item Summary

Name: Present the budget calendar for FY 2012/2013.

Description: At the beginning of each calendar year, Council typically receives from the City Administrator the proposed schedule for the preparation of the upcoming fiscal year budget, including the special Council meetings and public workshops and the key deadlines for the review, receipt and dissemination of budget materials.

Overall Cost:
City Funds: N/A
Grant Funds: N/A

Important Considerations: Members of City Council should take note and please reserve the following dates that have been planned for special City Council meetings to review/adopt the budget:

• Tuesday, March 20, 4:30p.m.
• Tuesday, April 24, 4:30 p.m.
• Thursday, May 17, 4:30p.m.
• Thursday, May 24, 4:30 p.m.
• Tuesday, June 12*, 4:30p.m.
• Tuesday, June 19*, 4:30p.m.

*Depending on how soon the FY 2012/13 budget is adopted, one or both of the June meetings may not be necessary.

Reviewed by:

Jason Stilwell, City Administrator Date

CITY OF CARMEL-BY-THE-SE~
FISCAL YEAR 2012/2013
BUDGET CALENDAR

DATE: DECEMBER 2011 20-31 December
ACTIVITY:Preparation of departmental worksheets
RESPONSIBILITY: Finance Manager

DATE: JANUARY 2012 10 January (Tues)
ACTIVITY:Submittal of 2012/13 Budget Calendar
(4:30pm, City Hall Council Chambers)
RESPONSIBILITY: Regular City Council Meeting

DATE: 12 January (Thurs)
ACTIVITY: Budget "Team" kickoff meeting with City Administrator
RESPONSIBILITY: (List members of Team)

DATE: 10 January through 6 February
ACTIVITY:Finance Specialist calculates departments' personnel payroll and benefits figures. Finance Manager distributes to department directors for budget preparation the budget procedure manual with budget preparation forms and the departmental Excel worksheets.
RESPONSIBILITY: Finance Specialist
Finance Manager/ All Departments
Directors

DATE: To be scheduled
ACTIVITY:Second quarter operational review meetings.
(9:00a.m., City Hall Council Chambers)
RESPONSIBILITY: Department and program managers with City Administrator; Finance Manager

DATE: 7 February (Tues)
ACTIVITY:Mid-Year 11/12 Budget Review
(4:30pm, City Hall Council Chambers)
RESPONSIBILITY: Regular City Council Meeting

DATE: 16 February (Thurs)
ACTIVITY: Department Managers' budget informational meeting to discuss Capital Budget
RESPONSIBILITY: City Administrator; Finance Manager; and All Department Directors/Managers and members of their staff responsible for budget preparation must attend.

DATE: 7 March (Wed)
ACTIVITY:Department budgets due including Excel
worksheets, revenue projections, a complete funding
analysis of departmental requests for Capital items
and annual updated fee schedules.
RESPONSIBILITY: Department Directors/Managers

DATE: 20 March (Tues)
ACTIVITY:City Council Budget Workshop. City Council will set
its 3-Year Work Program (goals) and priorities at
this workshop.
(4:30p.m., City Hall Council Chambers)
RESPONSIBILITY: Special City Council Workshop

DATE: 21 March (Wed)
ACTIVITY:City Administrator & Finance Manager meet to finalize proposed budget.
RESPONSIBILITY: City Administrator & Finance Manager

DATE: APRIL2012 3 April (Tues)
ACTIVITY:Proposed Budget submitted to City Administrator
RESPONSIBILITY: Finance Manager

DATE: 5 April (Thurs)
ACTIVITY:Department Managers' Retreat to review budget priorities
(10:00A.M., Sunset Center Room to be determined)
RESPONSIBILITY: All Department Directors/Managers and other designated staff (Mandatory)

DATE: 9 April (Mon)
ACTIVITY: Re-calculation of department budget proposals following Department Managers' Retreat.
RESPONSIBILITY: City Administrator & Finance Manager

DATE: 9-13 April
ACTIVITY: Draft budget document revisions by Finance Manager.
RESPONSIBILITY: Finance Manager

DATE: 11 April (Wed)
ACTIVITY: Planning Commission review 5-Year Capital Budget.
(4:00p.m., City Hall Chambers)
RESPONSIBILITY: Planning Commission

DATE: 12 April (Thurs)
ACTIVITY: City Administrator & Finance Manager meet to finalize draft budget.
RESPONSIBILITY: City Administrator & Finance

DATE: 16 April (Mon)
ACTIVITY: Budget Team submits budget information for preliminary budget printing.
RESPONSIBILITY: Budget Team

DATE: 24 April (Tues)
ACTIVITY: Council receives proposed budget documents from the City Administrator.
(4:30p.m., City Hall Council Chambers)
RESPONSIBILITY: Special City Council Meeting

DATE: MAY 2012 2 May (Wed)
ACTIVITY: Deadline for City Council to submit written questions regarding the proposed budget so that staff can research the questions.
RESPONSIBILITY: City Council

DATE: 14 May(Mon)
ACTIVITY: City Council receives responses to their written questions from the City Administrator
RESPONSIBILITY: City Administrator & Finance Manager

DATE: 17 May (Thurs)
ACTIVITY: City Council public hearing to review/adopt budget (4:30p.m., City Hall Council Chambers)
RESPONSIBILITY: Special City Council Meeting

DATE: 24 May (Thurs)
ACTIVITY: City Council public hearing to review/adopt budget (4:30p.m., City Hall Council Chambers)
RESPONSIBILITY: Special City Council Meeting

DATE:12 June (Tuesday)
ACTIVITY: City Council public hearing to review/adopt budget (4:30p.m., City Hall Council Chambers) RESPONSIBILITY: Special City Council Meeting (if budget not yet adopted)

DATE: 19 June (Tuesday)
ACTIVITY: City Council public hearing to review/adopt budget Special (4:30p.m., City Hall Council Chambers) (if budget not yet adopted)
RESPONSIBILITY: Special City Council Meeting (if budget not yet adopted)

NOTE: Scheduled dates for City Council budget introduction, review and public hearings are tentative and are subject to change.