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2. 2004 Budget Process`"'$' City of Kalispell 4Post Office Box 1997 - Kalispell, Montana 59903-1997 - Telephone (406)758-7000 Fax - (406)758-7758 REPORT TO: FROM: SUBJECT: MEETING DATE: Honorable Mayor and City Council Chris A. Kukulski, City Manager 2004 Budget Process January 6, 2003 BACK GROUND: I will be proposing a different budget process for this year. In essence, we want to turn the process around by getting the Council much more heavily involved at the front end and eliminate several of the meetings traditionally scheduled for the tail end of the process. At our first budget workshop, I will be presenting overall budget Directives, Goals and Objectives to the Council. These will be consistent with the City's vision and mission statements. The second half of our workshop will be to reconfirm specific projects goals, and prioritize projects. Once the Council prioritizes the projects and budget directives, goals and objectives agreed upon, then the department directors and I will have clear direction to move into Step 2. Step 2 will be for department directors to present their department's mission and budget goals and objectives to the Council. These must be consistent with and compliment the city's vision and mission and will include projects that we identified from the first meeting as high priorities. By concentrating the Council's time and energies on Step I and 2, Step 3 and 4 will be much easier and shorter. Step 3 is for the administration to develop a budget that is representative of clear direction given during the first several workshops. This should eliminate any surprises in May when the budget is in print. This also allows the Council to play a much more meaningful part of the process by setting directives, goals and objectives prior to final budget development. An aside bonus is that you spend time indoors at budget workshops in January and February instead of every Thursday night in April and May. Step 4 is late in the process where I and the department directors and staff present their budgets to the Council. The difference is that these presentations will be much shorter than the past and will focus on how the budget represents the directives, goals and objectives that the Council gave during the January/February budget workshops. At this point, the Council holds me accountable for the development of a budget that is set out to follow the Council's directions and throughout the year, we (myself and directors) are held accountable for implementing a budget that is molded around the organization's vision and their department's mission. Attached is a draft calendar for the upcoming 2004 budget process. RECOMMENDATION: The City council consider this new approach to the budgeting process and provide any feedback necessary to improve the budget process and tentative calendar. FISCAL EFFECTS: None at this time. ALTERNATIVES: As suggested by the Council. Respectfully /submitted, On Chris A. Kukulski City Manager Report compiled January 2,2003 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 Review Budget Process 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Holiday Y City Manager presents goals & objectives to City & Council 26 27 28 29 30 31 Public Safety Goals & Objectives Presented to Council Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 Public Services Goals & Objectives Presented to Council 9 10 11 12 13 14 15 Com. Dev., Parks & Rec., & Operations Present Goals & Objectives to Council 16 17 18 19 20 21 22 Holiday 4 Develop Budgets meeting Goals & Objectives Approved by Council —o 23 24 25 26 27 28 4 Develop Budgets meeting Goals & Objectives Approved by Council M. Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Budgets presented to City Manager P. 16 17 18 19 20 21 22 4- Budgets presented to City Manager P. 23 24 25 26 27 28 29 30 31 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 Final Budget Due in Fuumce lice 13 14 15 16 17 18 19 Budget Message Due to Finance 20 21 22 23 24 25 26 Budget to Printer 27 28 29 30 Sun Mon Tue Wed Thu Fri Sat 1 2 3 Budget Delivered to City Council 4 5 6 7 8 9 10 Public Safety & Parks & Rec Present Final Budget 11 12 13 14 15 16 17 Public Works Community Development Presents Final & Operations Present Budget Final Budget 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Holiday Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 Adopt Preliminary Budget 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 I 30 Sun Mon Tue Wed Thu Fri 1 2 3 4 Holiday 6 7 8 9 10 11 Public Valuation numbers due from Dept of Hearing Revenue 13 14 15 16 17 18 20 21 22 23 24 Adopt Final Budget, set mill 27 28 29 30 31 25 Sat 5 12 19 26