Memo for fiscal year 2022, updated 2021-02-15

[Archived] Question # 01: What is the proposed schedule and add/delete process for FY 2022 Budget Deliberations?


What is the proposed schedule and add/delete process for FY 2022 budget deliberations? (Morgan Routt) 

This memo outlines the proposed schedule for FY 2022 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 26).
  2. An overview of the add/delete process and timeline, including the deadline for add/delete proposals (Thursday, April 15). Staff requests notification of potential add/items requiring an ordinance no later than Monday, March 29 to docket for public hearing in April and final passage at budget adoption. City Council established the add/delete process rules of engagement in Resolution No. 2966 adopted on November 10, 2021.
  3. 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 26 may be too late for Council members to receive a complete response by Thursday, April 15, the due date for the City Council budget add/delete proposal forms.


City Council members will be asked to identify which questions relate to potential add/delete adjustments. OMB will use this information to prioritize those responses for quicker turnaround times. Non-add/delete-related budget questions will be prioritized next, followed by non-budget-related questions about City policies and services. Non-add/delete-related questions requiring significant staff research or analysis may be extended beyond the budget process with the requesting Council member’s permission to focus on add/delete-related and budget-related responses.

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 2966.

  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.
  2. 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:
    • Additional information related to how the change advances the Council’s goals/priorities.
    • Additional information related to how this change impacts the performance of that program, service or goal. 
    • The support of at least 3 of 7 Council members (the original sponsor and two-co sponsors).
    • It must be accompanied by an add/delete spreadsheet prepared by the Council member or OMB in which the sum of the individual Council member’s adds and deletes, including items originally sponsored by that member, are in balance or produce a revenue surplus.
    • Notice of any potential add/delete proposal requiring a change to a City Ordinance or requiring a new ordinance must be submitted to staff eight days prior to the first legislative meeting in April in order for the item to be introduced and docketed for the April public hearing [for FY 2022, March 29]
  3. 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 20 days prior to the adoption of the budget [for FY 2022, April 15].
  4. 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 2022, April 17].
  5. 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 a City Council meeting in April [for FY 2022, April 27].
  6. 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 2022, April 28].
  7. Completed Council budget proposals, with funding, will be circulated to Council and the public the Friday prior to budget adoption [for FY 2022, April 30].
  8. City Council will be required to keep the budget in balance once all decisions are made.
  9. Budget Adoption will occur on May 5, 2021 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 15, 2021.

Proposed Schedule

Below is the timeline recommended by staff for the FY 2022 budget approval process, based on the budget calendar 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:


All Meeting Locations are Virtual or To Be Determined Due to the COVID-19 Pandemic

Check the FY 2022 Budget Calendar online at for the latest information.



February 16, 2021

Proposed Budget Presentation and Work Session #1: Revenues
Virtual (7:00 PM)                     


February 18, 2021

Public Budget Presentation
Virtual (7:00 PM)


February 24, 2021

Work Session #2: Capital Improvement Program (CIP)
Virtual (7:00 PM)


March 3, 2021

Work Session #3: Alexandria City Public Schools
Virtual (7:00 PM)


March 8, 2021

Budget Public Hearing
TBD (5:30 PM)


March 9, 2021

Introduce Tax Rate Ordinance and Set the Maximum Tax Rate

TBD (7:00 PM)


March 10, 2021

Work Session #4: Safe, Secure and Just Community Focus Area
TBD (7:00 PM)


March 17, 2021

Work Session #5: Healthy & Thriving Residents Focus Area
TBD (7:00 PM)


March 24, 2021

Work Session #6: Livable, Green & Prospering City Focus Area
TBD (7:00 PM)


April 7, 2021

Work Session #7: Accountable, Effective & Well-Managed Government Focus Area
TBD (7:00 PM)


April 12, 2021

Work Session #8: BFAAC / Follow-up Topics
TBD (7:00 PM)


April 17, 2021

Tax Rate Public Hearing and 2nd Budget Public Hearing
TBD (9:30 AM)


April 27, 2021

Work Session #9: Preliminary Add/Delete
TBD (6:00 PM)


May 3, 2021

Work Session #10: Final Add/Delete
TBD (7:00 PM)


May 5, 2021

Budget Adoption
TBD (7:00 PM)



Attachment 1 – City Council Budget Proposal Form

Printable Version


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