Memo for fiscal year 2020, updated 2019-02-22

[Archived] Question #01: What is the proposed schedule and add/delete process for FY 2020 budget deliberations?


What is the proposed schedule and add/delete process for FY 2020 budget deliberations?


This memo outlines the proposed schedule for FY 2020 budget deliberations and the add/delete process. This memo includes: 

  1. The due date for budget questions to receive responses in time for add/delete (Friday, March 29). 

  1. An overview of the add/delete process and timeline, including the deadline for add/delete proposals (Thursday, April 11). City Council established the add/delete process rules of engagement in Resolution No. 2858 adopted on December 11, 2018. 

  1. A timeline with specific dates for public hearings, publication of public notices, work sessions and budget-related legislative or special meetings. 

Staff Responses to Council Questions on the Proposed Budget and Capital Improvement Program 

All questions from members of Council should be sent to OMB Director Morgan Routt by e-mail or asked at Council meetings or work sessions. Staff’s practice is to respond to all questions as soon as feasible. The City Manager may also discuss questions with individual members as needed. The sooner a question is asked, the more likely it is to receive a full and complete answer in time to influence the add/delete process. Depending on the complexity of the question, information requested after Friday, March 29 may be too late for Council members to receive a complete response by Thursday, April 11, the due date for the City Council budget add/delete proposal forms.   

Add/Delete Process: The City Council shall follow the process outlined below. This process is compliant with the add/delete process as outlined in City Council adopted Resolution 2858. 

  1. Continue use of the add/delete spreadsheet that was produced by OMB prior to the FY 2016 budget process and reintroduced in the FY 2017 budget process. 

  1. A City Council budget proposal form will be required in order to add or delete anything from the City Manager’s Proposed Budget. The form will require the following prior to Council consideration: 

  1. The completed City Council budget proposal form must be returned to the Office of Management & Budget (OMB), with each of the steps from #2 above completed, at least 21 days prior to the adoption of the budget [for FY 2020, April 11]. 

  1. City Council will hold a second budget public hearing to receive feedback on the preliminary add/delete items submitted by City Council Members [for FY 2020, April 13]. 

  1. A combined list of all City Council budget proposals that meet the criteria in #2, any technical adjustments from OMB, and any City Manager recommended changes, will be provided and discussed at the 2nd Legislative Meeting in April [for FY 2020, April 23]. 

  1. Council will work with OMB to refine/develop funding figures based on the proposals submitted, to be completed 7 days prior to budget adoption [for FY 2020, April 24]. 

  1. Completed Council budget proposals, with funding, will be circulated to Council and the public the Friday prior to budget adoption [for FY 2020, April 26]. 

  1. City Council will be required to keep the budget in balance once all decisions are made. 

  1. Budget Adoption will occur on May 1, 2019 with all City Council Budget Proposals, those approved and those not approved, made public upon adoption of the budget. 

Council will be required to either increase tax/fee rates or make cuts to other programs to fund their priorities in order to maintain a balanced budget. Budget adoption will occur on May 1, 2019 with all City Council budget proposals, those approved and those not approved, made public upon adoption of the budget. 

The City Council budget proposal form is attached to this memo. Please fill out the form electronically (preferred for ease in distributing) or by hand and submit the completed forms to OMB by Thursday, April 11, 2019. 

Proposed Schedule 

Below is the timeline recommended by staff for the FY 2020 budget approval process, based on the budget calendar recently adopted by City Council. The timeline includes the actions required by statute to be taken by certain dates for adopting the real estate and personal property tax ordinances. 

Other considerations that shaped this schedule include: 

BM 1 - Object 1


Attachment I - City Council Budget Proposal Form

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