CITY OF CARMEL-BY-THE-SEA Council Report January 7, 2014

To: From: Subject:

Honorable Mayor and Members ofthe City Council Jason Stilwell, City Administrator Consideration 2014 Budget Calendar

Recommendation :

Receive the budget calendar

Executive Summary: 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.
Analysis/Discussion: 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 18, 4:30 p.m. Tuesday, June 10, 4:30p.m. Tuesday, June 17, 4:30p.m. The June 17 meeting may not be necessary if the budget is adopted on June 10, 2014.
Fiscal Impact:

None based on the recommended action.

I Budgeted (yes/no):
Previous Council Action/Decision History:
Reviewed by:

I Funding Source:

8 January 2013: Received 2013 budget calendar

City Administrator Asst. City Admin. Public Safety Dir

~ity Attorney D
D D
Dir of CPB Library Dir

Administrative Services Dir of Public Svcs Other

D D D

D D

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CITY OF CARMEL-BY-THE-SEA FISCAL YEAR 2014-2015 BUDGET CALENDAR

DATE ACTIVITY Preparation of departmental worksheets RESPONSffiiLITY Finance Manager

DECEMBER 2013 23-3 1 December JANUARY2014 7 January (Tues)

Submittal of 2014-15 Budget Calendar (4:30pm, City Hall Council Chambers) Adoption of2014 City Goals (4:30pm, City Hall Council Chambers) Budget "Team" kickoff meeting with City Administrator Finance Specialist calculates departments' personnel/ payroll and benefits figures. Distribute to department directors for budget preparation.

Regular City Council Meeting

7 January (Tues)

Regular City Council Meeting

9 January (Thurs)

Department staff

7 January through 3 February

Finance Specialist Finance Manager/ All Departments Directors

To be scheduled

Second quarter operational review meetings. (9:00a.m., City Hall Council Chambers)

Department and program managers with City Administrator; Finance Manager

FEBRUARY 2014
4 February (Tues) Second Quarter 12-13 Financial Update (4:30pm, City Hall Council Chambers) Regular City Council Meeting

13 February (Thurs)

Department Managers' capital planning meeting (10 :00 a.m. City Hall Conference Room)

City Administrator; Finance Manager; and All Department Directors/ Managers and members of their staff responsible for budget preparation must attend.

MARCH2014
5 March (YV ed) Department budgets due including Excel worksheets, revenue projections, a complete funding analysis of departmental requests for Capital items and annual updated fee schedules. Capital Improvement Plan to City Council City Council Budget Workshop . City Council will receive and approve the Five-Year Financial Forecast and receive and refer to the Planning Commission the five-year Capital Improvement Plan at this workshop. (4:30p.m., City Hall Council Chambers) City Administrator & Finance Manager meet to finalize proposed budget. Department Directors/Managers

7 March (Friday) 18 March (Tues)

City Administrator Special City Council Workshop

19 March (YVed)

City Administrator & Finance Manager

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ACTIVITY

RESPONSffiiLITY

APRIL2014 1 April (Tues)

3 April (Thurs)

Requested Budget submitted to City Administrator Department Managers' Retreat to review budget priorities. (1 0:00A .M., Sunset Center, Room to be determined) Re-calculation of department budget proposals following Department Managers' Retreat. Draft budget document revisions by Finance Manager. Planning Commission review 5-Year Capital Budget. (4:00p.m., City Hall Chambers) City Administrator & Finance Manager meet to fmalize draft budget. Budget Team submits budget information for preliminary budget printing.

Finance Manager All Department Directors/Managers and other designated staff (Mandatory) City Administrator & Finance Manager Finance Manager

7 April (Mon)

7-1 1 April

9 April (Wed)

Planning Commission

10 April (Thurs)

City Administrator & Finance Manager Budget Team

14 April (Mon)

MAY2014
6 May (Tues) Council receives proposed operating plan and budget from the City Administrator. (4:30p.m., City Hall Council Chambers) Deadline for City Council to submit written questions regarding the proposed budget so that staff can research the questions. Regular City Council Meeting

23 May (Fri)

City Council

JUNE 2014
10 June (Tuesday)

City Council public hearing to review/adopt budget (4:30p.m., City Hall Council Chambers) City Council public hearing to review/adopt budget (4:30p.m., City Hall Council Chambers)

Special City Council Meeting

17 June (Tuesday)

Special City Council Meeting

(if budget not yet adopted)

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

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