RPVCCA_SR_2011_01_18_08_Budget_CalendarCITY OF
MEMORANDUM
RANCHO PALOS VERDES
Staff Coordinator:
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR &MEMBERS OF THE CITY COUNCIL~
DENNIS McLEAN,DIRECTOR OF FINANCE &INFORMATIO
TECHNOLOGY
JANUARY 18,2011
2011 BUDGET CALENDAR ~..~CAROLYN LEHR,CITY MANAGERC§f!JJ fdt ~~
Kathryn Downs,Deputy Director of Finance &Information
Technology to
RECOMMENDATION
1.Schedule March 29,2011,the fifth Tuesday in March,for a Strategic Resource
Allocation Workshop to consider budget decision points,community grants and an
update of the City Council's Tactical Goals.
2.Schedule May 14,2011,a Saturday,for a Budget Workshop,including use of a
"Menu"for building the Draft FY11-12 Budget.
3.Schedule June tti as the date of the public hearing to adopt the FY11-12 budget,
the 2011-12 Storm Drain User Fee,the final 2011 Five-Year Financial Model,and
the final 2011 Capital Improvement Plan.
DISCUSSION
Although the City Council adopts the City budget annually,the City produces a two-year
budget document to reduce the budget preparation workload every other year.A new two-
year document will be prepared during the 2011 budget process.In addition to the
additional effort associated with the two-year document during 2011,the City Council will
also consider long-term funding of capital projects and reserve planning,the San Ramon
Project Study,a potential citywide sewer maintenance and improvement program,and
public access and park improvement projects.
The following long-term financial planning items have been tentatively scheduled for
regular City Council meeting dates:
~February 15,2011 -Capital Projects Funding Strategic Workshop to consider long-
term funding of capital projects and use of the City's reserves.
~March 1,2011 -Receive the San Ramon Project Study Report and consider the
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January 18,2011
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next steps in the project.
In addition,Staff expects to request an adjourned meeting ofthe City Council on Thursday,
April 28,2011 to consider the establishment of a citywide program of sewer maintenance
and improvement.This request will be brought back on a separate agenda item once the
schedule for the project is better developed.
Considering the anticipated work load associated with budgeting and long-term financial
planning,Staff requests the City Council schedule several dates for the 2011 budget
process.
Strategic Resource Allocation Workshop
As part of building the draft budget each year,the City Council provides strategic direction
on various budget decision points to allocate the City's resources.Examples include
determining whether services should be provided in-house or by contractors,providing
direction on new programs and services,and employee compensation.In addition,this
Strategic Workshop would be used to allocate any City grants to non-profit organizations
serving the City's residents,and would be an opportune time to update the City Council's
Tactical Goals.
Staff proposes scheduling March 29,2011,a fifth-Tuesday evening,dedicated to the
consideration of these topics.As an alternative,the City Council could select a special
Thursday evening meeting on either March 31,2011 or April 7,2011.In order to provide
the City Council with meaningful information to consider,this Strategic Workshop cannot
be scheduled prior to March 29th •Scheduling the meeting later than April i h may inhibit
the City's ability to adopt the FY11-12 Budget before the fiscal year begins on July 1st.
Budget Workshop
Once the City Council provides its strategic input for the City's budget,Staff will be able to
fine-tune the draft budget numbers and prepare a Menu for the City Council to build the
FY11-12 budget.Staff expects to provide a more comprehensive list of choices in an
attempt to facilitate increased City Council participation.This Workshop would also
provide the City Council an opportunity to review and provide input on the draft 2011 Five-
Year Financial Model and the draft 2011 Capital Improvement Plan.
Staff proposes scheduling May 14,2011,a Saturday,for the Budget Workshop.Staff
believes that the workload associated with this special meeting necessitates a Saturday
Workshop schedule.As an alternative,the City Council could select May i h or May 21 5
,
the Saturdays before and after the proposed date.Scheduling the meeting laterthan May
21 st may inhibit the City's ability to adopt the FY11-12 Budget prior to the beginning ofthe
fiscal year on July 1st.
Budget Public Hearing
The City Council's public hearing to adopt the annual budget is usually scheduled during a
normal Tuesday meeting.At the same time,the City Council would conduct its public
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January 18,2011
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hearing to adopt the 2011-12 Storm Drain User Fee,receive the final 2011 Five-Year
Financial Model,receive the final 2011 Capital Improvement Plan,and perform its annual
legislative review to determine whether the utility users'tax rate of 3%continues to be
necessary.
Staff recommends scheduling June 7,2011 for the Budget Public Hearing.Working
towards this date provides a fall-back date of June 21 st,if necessary.
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