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Home My WebLink About09/15/2020 09 Review Dates and Times for 2021 Annual Budget Study Session - Oct. 6, 8, 13, and 15 a\'4\lyy bxk ik 1 PPd +� PPP d g. P A 9 PPPPPP+Pd ' lii it tYlltYlA.\ta. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 9. For Meeting of: September 15, 2020 ITEM TITLE: Review Dates and Times for 2021 Annual Budget Study Sessions - October 6, 8, 13 and 15 SUBMITTED BY: Steve Groom, Director of Finance SUMMARY EXPLANATION: The attached timeline details the 20201 Budget process for Council members. The placeholder dates set in January for budget study sessions were October 6, 8, 13, and 15 at 9:00 am, each expected to go to 11:00 am, an expected total of eight hours, which can be calendared differently to maximize council member participation. Study sessions provide council member briefings on revenue forecasting, infrastructure and capital planning, debt planning, service delivery and support for all General Fund and Enterprise Fund services. This year COVID brings a new wrinkle to forecasting. Cost inflation and collective bargaining agreement increases impact the city's ability to continue the bulk of existing foundational services. Sufficient time to inform on a multitude of topics generally requires splitting into multiple days to avoid information overload in a single day. Additional sessions may be required to allow for time to discuss how to achieve a final balance. The slides attached serve as an executive summary of the process and staff is prepared to explain more fully to assist in scheduling. ITEM BUDGETED: NA STRATEGIC PRIORITY: APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Set dates and times ATTACHMENTS: Description Upload Date Type D Po rPrant 91412020 x uti um ma 2 D Budget runcloe R4i2flAJ Backup Ma[mai 2021 Budget Study Session Set Dates Process Overview How Much Time Is Really Needed ? Clear — Reliable — Trustworthy 'aa°;x City Council Study Sessions 1 . How-to : the Big Picture Puzzle 2 . Revenue Forecasts 3 . General Fund - Part 4 . General Fund - Part II 5 . Capital Plan 6 . Enterprise Funds 7 . Consider the Options 8 . Getting to Balance 2020 Budget Goals ✓ Achieve a balanced budget in every fund ✓ Assure prioritized services citywide ✓ Preserve General Fund 's reserve Strategic Priorities 1 . Fiscal sustainability 2 . Main/Arterial street development 3 . Community policing 4 . Safe routes to schools 5 . Youth development 6 . Mill Site Development 7 . Homelessness / Affordable housing 8 . Airport expansion 9 . City facilities ( pools and community centers) 10. Downtown destination Capped Revenue ( 1 % forces us to everprioritize y yea 10-Year Forecast me . e me e r e 1 2 3 4 5 6 7 8 9 10 Revenue — — Expense CityComplexity Service Areas in the Budget 1. Airport 11. Human Resources 21. Refuse / Sanitation 2. Capitol Theatre 12. Information 22. Stormwater 3. City Management Technology 23. Streets 4. Code Enforcement 13. Irrigation 24.Traffic Signs and Signals 5. Communications 14.Jail 25.Transit Bus System 6. Convention Center 15. Legal 26. Utility Billing Services 7. Emergency 16. Municipal Court 27. Waste Water Collection Communications 17. Parking Enforcement 28. Waste Water Treatment 8. Finance 18. Parks 29. Water Distribution 9. Fire Department 19. Public Safety — Police 30. Water Treatment 10. Fleet Management 20. Purchasing Dayl 1 . Study Session — Revenue Forecasting 9 Property Valuation and Tax Forecast a Sales Tax • Other material revenues; debt 2 . Study Session — The Big Picture Puzzle • Fund Balance 9 Current Year a Known threats and opportunities Day2 3 . Study Session - General Fund - Part 9 Fire a Police * Streets and Parks 4 . Study Session - General Fund - Part II 3 . Millsite 4. IT 5 . Benefits and Insurance Day3 5 . Study Session — Capital Plan 9 Overview of all capital funds a Revenue constraints and opportunities ffi Project priorities 6 . Study Session — Enterprise Funds Water, Wastewater, Stormwater, Irrigation 9 Refuse, Transit a Tourism, Convention Center, Capitol Theatre Day4 7 . Study Session — Consider the Options 9 Review of departmental requests a Council Strategic Priorities 8 . Study Session — Getting to Balance ao Direction to staff • Priority Guidance 9 input to City Manager and Finance for next almost-final budget Key Dates 6 Council Study Session 1 Oct 8 Council Study Session 2 13 Council Study Session 3 15 Council Study Session 4 3 Public Hearing and Ordinances on Ad Valorem Tax Rate Nov 3 1st Budget Public Hearing 17 Last budget changes 17 2nd Budget Public hearing Dec 1 Adopt Budget Clear — Reliable — Trustworthy Action Required Set actual dates and times • Four 2- hour sessions? • Two 4- hour sessions? • One 8- hour session ? ifs: a4, Clear — Reliable — Trustworthy 'aa°;x 2021 Budget Study Session Set Dates An increasingly well - managed city 4 . Clear — Reliable — Trustworthy City of Yakima 2021 Budget Budget Timeline 2021 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Revenue forecasting Jan. 1 Finance Strategic Planning City Council Internal Dept Reviews Quarterly All Depts 1-3 Council Financial Reports Quarterly Finance 2019 roll-fwd appropriation Apr. 7 Finance I Senior Staff Budget Kickoff Jul. 1 Finance I 2020 MidYear Report Jul. 15 Finance I 2020 Course Corrections Jul. 15 Finance Dept Staffing Review Jul.-Aug All Depts Policy Issue identification Aug-Oct All Depts Set dates for Nov. Hearings Sep. 15 Finance I > County Assessed Value Sep. 25 Co. Assess I > Revenue forecast final Oct. 1 Finance City Council Study Sessions Oct. 6,8,13,15 All Hands Ad Valorem Rate Hearing Nov. 3,17 Finance I > Budget Hearings Nov. 3,17 Finance I Budget adoption Dec. 1 Finance 1 Key Deadlines 9/25/20 Property tax valuations from County, preliminary proposed tax rate 9/30/20 Preliminary Budget filed with City Clerk and posted on City website Key Council Meeting Dates: 10/6/20 Presentations to City Council - Revenue Forecasting, Capital Planning 10/8/20 Presentations to City Council - General Fund 1 10/13/20 Presentations to City Council - General Fund 2 10/15/20 Presentations to City Council - Enterprise Funds 11/3/20 Public Hearing and Ordinances on Ad Valorem Tax Rate 11/3/20 1st Budget Public Hearing 11/17/20 2nd Budget Public hearing 12/1/20 Council passes Budget Ordinances adopting Budget and tax rate 12/1/20 Budget adoption, and last month of actuals for audit prep 2/10/2020