Meeting Date: January 8, 2013
Prepared by: Molly Laughlin
City Council
Agenda Item Summary
Name: Present the budget calendar for FY 2013/2014.
Description: At the beginning of each calendar year, Council 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 19, 4:30 p.m.
• Tuesday, June 11, 4:30 p.m.
• Tuesday, June 18, 4:30 p.m.
*Depending on how soon the FY 2013/14 budget is adopted, one of the June meetings may not be necessary.
Reviewed by:
Jason Stilwell, City Administrator Date
CITY OF CARMEL-BY-THE-SEA
FISCAL YEAR 2013-2014
PROPOSED BUDGET CALENDAR
DECEMBER 2012
DATE 21-31 December
ACTIVITY Preparation of departmental worksheets
RESPONSIBILITY Finance Manager
JANUARY 2013
DATE 8 January (Tues)
ACTIVITY Submittal of 2013-14 Budget Calendar (4:30pm, City Hall Council Chambers)
RESPONSIBILITY Regular City Council Meeting
DATE 8 January (Tues)
ACTIVITY Adoption of 2013 City Goals (4:30pm, City Hall Council Chambers)
RESPONSIBILITY Regular City Council Meeting
DATE 10 January (Thurs)
ACTIVITY Budget "Team" kickoff meeting with City Administrator
RESPONSIBILITY (List members of Team)
DATE 8 January through 4 February
ACTIVITY Finance Specialist calculates departments' personnell payroll and benefits figures. Distribute to department directors for budget preparation
RESPONSIBILITY Finance Specialist
Finance Manager/ All Departments
Directors
DATE To be scheduled
ACTIVITY Second quarter operational review meetings.(9:00 a.m., City Hall Council Chambers)
RESPONSIBILITY Department and program managers with City Administrator; Finance Manager
FEBRUARY 2013
DATE 5 February (Tues)
ACTIVITY Second Quarter 12-13 Financial Update (4:30 pm, City Hall Council Chambers)
RESPONSIBILITY Regular City Council Meeting
DATE 5 February (Tues)
ACTIVITY Review and update financial policies (4:30 pm, City Hall Council Chambers)
RESPONSIBILITY Regular City Council Meeting
DATE 14 February (Thurs)
ACTIVITY Department Managers' capital planning meeting (10:00 a.m. City Hall Conference Room)
RESPONSIBILITY City Administrator; Finance Manager; and All Department Directors/Managers and members of their staff responsible for budget preparation must attend.
MARCH 2013
DATE 6 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 19 March (Tues)
ACTIVITY City Council Budget Workshop. City Council will receive and approve the Five-Year Financial Forecast and five-year Capital Improvement Plan at this workshop.(4:30 p.m., City Hall Council Chambers)
RESPONSIBILITY Special City Council Workshop
DATE 20 March (Wed)
ACTIVITY City Administrator & Finance Manager meet to finalize proposed budget.
RESPONSIBILITY City Administrator & Finance Manager
APRIL 2013
DATE 2 April (Tues)
ACTIVITY Proposed Budget submitted to City Administrator
RESPONSIBILITY Finance Manager
DATE 4 April (Thurs)
ACTIVITY Department Managers' Retreat to review budget priorities. (10:00 A.M., Sunset Center, Room to be determined)
RESPONSIBILITY All Department Directors/Managers and other designated staff (Mandatory)
DATE 8 April (Mon)
ACTIVITY Re-calculation of department budget proposals following Department Managers' Retreat
RESPONSIBILITY City Administrator & Finance Manager
DATE 8-12 April
ACTIVITY Draft budget document revisions by Finance Manager.
RESPONSIBILITY Finance Manager
DATE 10 April (Wed)
ACTIVITY Planning Commission review 5-Year Capital Budget. (4:00 p.m., City Hall Chambers)
RESPONSIBILITY Planning Commission
DATE 11 April (Thurs)
ACTIVITY City Administrator & Finance Manager meet to finalize draft budget.
RESPONSIBILITY City Administrator & Finance Manager
DATE 15 April (Mon)
ACTIVITY Budget Team submits budget information for preliminary budget printing
RESPONSIBILITY Budget Team
MAY 2013
DATE 7 May (Tues)
ACTIVITY Council receives proposed operating plan and budget from the City Administrator. (4:30 p.m., City Hall Council Chambers)
RESPONSIBILITY Regular City Council Meeting
DATE 24 May (Fri)
ACTIVITY Deadline for City Council to submit written questions regarding the proposed budget so that staff can research the questions.
RESPONSIBILITY City Council
JUNE 2013
DATE 11 June (Tuesday)
ACTIVITY City Council public hearing to review/adopt budget (4:30 p.m., City Hall Council Chambers)
RESPONSIBILITY Special City Council Meeting
DATE 18 June (Tuesday)
ACTIVITY City Council public hearing to review/adopt budget (4:30 p.m. , City Hall Council Chambers)
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.
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