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Home My WebLink About13.F.2. Budget Calendar/Budget Workshop Date CITY OF SHAKOPEE J~. F.:L- · Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Budget Calendar/Budget workshop Date DATE: Apri121,2009 Comment: Introduction: The Council is asked to schedule a special meeting to discuss financial issues relating to preparation of the 2010 budget, and adopt a Budget Calendar for preparation of the FY 2010 budget. Background: Workshop Date: In response to previous directives from the Council, staffhas been working on a report which will make an effort to identify a list of prioritized city services. In addition, staffhas been meeting recently with employee groups to discuss the City's financial situation, and is compiling a list of possible budget savings for the FY 2010 budget, and possibly for FY 09. Because City departments are being directed to submit budget requests earlier this year (by June 22nd, versus the mid-July date that has been the norm) we would like to discuss with Council the above items in the very near future, and receive any additional direction that it might make. Weare proposing Monday, May 18th for a special workshop; however, the Parks and Recreation Advisory Board has tentatively scheduled its May meeting for that date. The Parks, Recreation, and Natural Resources Director would like to be able to attend both meetings. An alternative date would be Wednesday, May 20th. If those dates don't work, the council is reminded that the second and fourth Tuesdays of May are scheduled for the Board of Equalization meetings. A calendar showing May and June meetings is attached. Budget Calendar: In addition to setting the initial budget wo~kshop meeting, the Council is asked to consider and adopt a Budget Calendar for the FY 2010 preparation. Note from the attachment that in addition to starting earlier this year, we are scheduling six budget workshops, one more than normaL Relationship to Visioning: This supports Goal E, "Financially Strong". Recommendation: The Council needs to establish May 18th, May 20th, or an alternative date for a May budget workshop. In addition, it should adopt the proposed budget calendar, subject to any modifications that it might make. Action Required: The Council should, by motion, take the following steps: 1. Establish the date and time to hold the initial FY 2010 budget workshop; and 2. Adopt the proposed 'Budget Calendar. iL~\llUUt Mark McN eill City Administrator May 2009 Monday Tuesday Wednesday Thursday Friday 1 4 5 6 7 8 7:00 pm 7:00 pm City Council Planning Commission 11 12 13 ' 14 15 7:00 pm 7:00 pm 7:00 pm 6:30 pm Historic Preservation Board of Equilization Environmental Advisory Transit Advisory I , Commission Commission I , , 18 19 20 21 22 7 :00 pm 7:00 pm Park & Rec Advisory City Council Board (?) 25 26 27 128 29 Memorial Day 7:00 pm 7 :00 pm City Facilities Board of Equilization Telecommunications I Closed June 2009 Monday Tuesday Wednesday Thursday Friday i 1 2 3 4 5 7:00 pm 7:00 pm City Council Planning Commission 8 9 10 11 12 7:00 pm 7:00 pm 6:30 pm Historic Preservation Environmental Advisory Transit Advisory . Commission Commission 16 17 18 19 ! 7:00pm City Council 22 23 24 25 26 7:00 pm 7:00 pm Park & Rec Advisory Telecommunications Board 129 30 I CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill FROM: Gregg Voxland, Finance Director SUBJ: 2010 Tentative Budget Calendar DATE: April 16, 2009 Attached is a tentative 2010 budget calendar. Some dates will be modified as Council's schedule unfolds and as developments warrant. Of course, Council can change the meeting dates as desired. The Five Year Capital Improvement Plan (CIP) for construction projects is already underway. Projects in the CIP for 2010 will be built into the 2010 budget in the appropriate funds (capital projects funds, sewer fund etc.). The budget work sessions will begin as shown on the attached sheet, unless another time is desired by the Council. 2010 BUDGET CALENDAR TENTATIVE Date Who What May ?? 7:00 Council Work session Prioritization, Budget Reduction Ideas & Revenues June 22 Staff Budget requests due to Finance July 23 (Th)7:00 Council Work session 5 Year Equip List, Police, Finance, Clerk July 28 (T) 7:00 Council Work Session PW CIP, PW budgets Aug 3 (M) 7:00 Council Work session (Invite Townships) Fire, Rec & Natural Res. budget, Park ClP Aug 11 (T) 7:00 Council EDA, Transit, Inspection, Planning Aug 17 (M) 7:00 Council Work session Telecomm, Facilities, IT, Council, Admin Legal Aug 31 (M) 7:00 Council Work session Sept 1 Council Adopt proposed maximum tax levy Sept 15 Staff Certify maximum property tax levy to county which will be used for proposed property tax notices. Nov 19 County Proposed tax notices sent to property owners Dec 7 Council Hold actual property tax levy hearing (date reserved for cities) . Dec 15 Council Adopt final tax levy and budget Dec 23 Staff Certify final tax levy. * Council can schedule additional dates for work sessions as needed.