TO: RULES AND OPEN FROM: Jim Shannon
GOVERNMENT COMMITTEE
SUBJECT: 2022-2023/2023-2024 CITY DATE: November 28, 2022
BUDGET CALENDAR AND
BUDGET STUDY SESSION
SCHEDULE
Approved Date
11/30/22
RECOMMENDATION
Approve the proposed 2022-2023/2023-2024 City Budget Calendar as presented in Attachment A and the schedule for City Council Budget Study Sessions for the 2023-2024 Operating Budget, 2023-2024 Capital Budget and 2024-2028 City Capital Improvement Program, and 2023-2024 Fees and Charges Report as presented in Attachment B and explained in this memorandum.
ANALYSIS
Provided with this memorandum is a proposed calendar (Attachment A) to be used as a basic plan in preparing, reviewing, and approving the 2023-2024 Operating Budget, 2023-2024 Capital Budget and 2024-2028 Five-Year Capital Improvement Program, and 2023-2024 Fees and Charges Report. Adoption of this schedule and process follows the City of San José Annual Budget process as shown on Attachment C. In addition, the calendar includes details associated with monitoring and amending the 2022-2023 budget that started with City Council’s October 2022 approval of the 2021-2022 Annual Report that summarized prior year financial results and brought forward amendments to the 2022-2023 budget.
The schedule for the 2023-2024 budget development process recommended in this memorandum aligns closely with last year’s process, with the main difference being the addition of another Budget Study Session day. The Administration has received feedback from several City Councilmembers that the Budget Study Sessions would benefit from a less compressed schedule, which would allow for more time to review and engage with staff regarding the budget and performance data included in the Proposed Budget documents.
Typically, Study Sessions start with a Wednesday morning session the week after the Proposed Budget documents are released, followed by an all-day session on Thursday, a morning session on Friday, and the following Monday is held in case additional time is needed. Last year, RULES COMMITTEE: 12/7/2022
FILE: ROGC 22-527
ITEM: B.6
RULES AND OPEN GOVERNMENT COMMITTEE
November 28, 2022
Subject: 2022-2023/2023-2024 City Budget Calendar and Budget Study Session Schedule
Monday was used for discussion of the 2022-2023 City Initiatives Roadmap. For the 2023-2024 Proposed Budget Study Sessions, the Administration recommends morning sessions only on Wednesday, Thursday, and Friday, all day on Monday if needed, and the following Wednesday morning if needed. While agendas for each session will not be developed until later in the budget process, the revised format provides additional flexibility to review the various components of the Proposed Budget and City Initiatives Roadmap. The proposed schedule for the City Council Study Sessions is outlined in Attachment B.
Below is a table comparing the previous year’s Study Session calendar with the schedule recommended in this memorandum.
Budget Study Session Day
Beginning the week following
the release of the Proposed Budget
2022-2023 Budget
Study Session Schedule
Recommended 2023-2024
Budget Study Session
Schedule
Wednesday 9:00am – 11:30am 9:30am – 12:00pm
Thursday 9:00am – 12:00pm;
1:30pm – 5:00pm 9:30am – 12:00pm
Friday 9:00am – 12:00pm 9:30am – 12:00pm
Monday 9:00am – 12:00pm;
1:30pm – 5:00pm
9:30am – 12:00pm;
1:30pm – 5:00pm
Wednesday 9:30am – 12:00pm
The release date for the Proposed Operating Budget, Proposed Capital Budget and Capital Improvement Program, and Proposed Fees and Charges Report are set for late April/early May as in previous years. Additionally, consistent with the City’s Community Based Budgeting Process, Community Budget Meetings will again be held in May 2023. The Budget approval by the City Council will be on June 13, 2023 and adoption by the City Council will be on June 20, 2023. It should be noted that the dates for the State of the City Address and Mayor’s Budget Town Hall Meeting will be released by the Mayor’s Office at a later date.
EVALUATON AND FOLLOW-UP
In addition to revising the Study Session schedule, the Administration seeks to revise the process by which City Councilmembers submit cost estimate requests to the Administration in preparation for their Budget Documents that are ultimately submitted to the Mayor’s Office. For each of the past two years, the Administration has received over 100 cost estimate requests.
While the City Council understandably views these requests as critical to informing their Budget Documents, department staff cannot feasibly sustain the very short turnaround time to cost out the oftentimes new and complex services and capital projects that are requested.
RULES AND OPEN GOVERNMENT COMMITTEE
November 28, 2022
Subject: 2022-2023/2023-2024 City Budget Calendar and Budget Study Session Schedule
As part of the 2023-2024 City Manager’s Budget Request that will be included with the 2024- 2028 Five-Year General Fund Forecast scheduled for release at the end of February 2023, the Administration will propose revisions to this process for City Council’s consideration and potential incorporation into the 2023-2024 Mayor’s March Budget Message.
JIM SHANNON
Budget Director
Attachments:
Attachment A – 2022-2023/2023-2024 City Budget Calendar Attachment B – 2022-2023/2023-2024 City Budget Calendar/Budget Study Session Schedule Attachment C – City of San José Annual Budget Process
ATTACHMENT A
2022-2023 / 2023-2024 City Budget Calendar
Date Action/Event
September 30, 2022 - 2021-22 Annual Report: Released
October 18, 2022 - 2021-22 Annual Report: Review/Approval by City Council January 31, 2023 - 2022-23 Mid-Year Budget Review Report: Released TBD - State of the City
February 14, 2023 - 2022-23 Mid-Year Budget Review Report: Review/Approval by City Council TBD - Mayor's Budget Town Hall Meeting
February 28, 2023 - 2023-24 City Manager's Budget Request & 2024-28 Five-Year Forecast and Revenue Projections: Released
March 6, 2023 - 2023-24 Mayor's March Budget Message: Released March 14, 2023 - 2023-24 Mayor's March Budget Message: Public Hearing March 14, 2023 - 2023-24 Mayor's March Budget Message: Review by City Council April 26, 2023 - 2023-24 Proposed Capital Budget and 2024-28 Capital Improvement Program:
Released
May 1, 2023 - 2023-24 Proposed Operating Budget: Released May 5, 2023 - 2023-24 Proposed Fees and Charges Report: Released May 8 - 31, 2023 - 2023-24 Proposed Capital/Operating Budgets: Community Budget Meetings May 10, 2023 - Planning Commission Study Session: 2023-24 Proposed Capital Budget and 2024- 28 Capital Improvement Program
May 10 - 17, 2023 - Council Study Sessions: 2023-24 Proposed Budgets and 2023-24 Proposed Fees and Charges Report
ATTACHMENT A
2022-2023 / 2023-2024 City Budget Calendar
Date Action/Event
May 16, 2023 - Initial Public Hearing: 2023-24 Proposed Capital/Operating Budgets and 2023-24 Proposed Fees & Charges Report
TBD - 2023-24 City Council Budget Document Cost Estimate Requests due to City Manager's Office
May 25, 2023 - 2023-24 City Council Budget Documents due to Mayor's Office June 2, 2023 - 2023-24 Mayor's June Budget Message: Released June 12, 2023 - Final Public Hearing: 2023-24 Proposed Capital/Operating Budgets and 2023-24 Proposed Fees & Charges Report (evening)
June 13, 2023 - 2023-24 Mayor's June Budget Message: Final Review/Approval by City Council June 13, 2023 - 2023-24 Proposed Capital/Operating Budgets and 2023-24 Proposed Fees & Charges Report: Approved by City Council
June 20, 2023 - 2023-24 Capital/Operating Budgets and 2023-24 Fees & Charges Report:
Adopted by City Council
ATTACHMENT B
2022-2023 / 2023-2024 City Budget Calendar/ Budget Study Session Schedule Date Time Action/Event
Wednesday, May 10, 2023 9:30 am - 12:00 pm 2023-2024 City Budget Overview/Budget Study Session on 2023-2024 City Operating/Capital Budget, 2024-2028
Capital Improvement Program, and 2023-2024 Fees and
Charges Report
Thursday, May 11, 2023 9:30 am - 12:00 pm 2023-2024 City Budget Overview/Budget Study Session on 2023-2024 City Operating/Capital Budget, 2024-2028
Capital Improvement Program, and 2023-2024 Fees and
Charges Report
Friday, May 12, 2023 9:30 am - 12:00 pm 2023-2024 City Budget Overview/Budget Study Session on 2023-2024 City Operating/Capital Budget, 2024-2028
Capital Improvement Program, and 2023-2024 Fees and
Charges Report
Monday, May 15, 2023 9:30 am - 12:00 pm
1:30 pm - 5:00 pm
2023-2024 City Budget Overview/Budget Study Session
on 2023-2024 City Operating/Capital Budget, 2024-2028
Capital Improvement Program, and 2023-2024 Fees and
Charges Report
Wednesday, May 17, 2023 9:30 am - 12:00 pm 2023-2024 City Budget Overview/Budget Study Session on 2023-2024 City Operating/Capital Budget, 2024-2028
Capital Improvement Program, and 2023-2024 Fees and
Charges Report
CITY OF SAN JOSE
ANNUAL BUDGET PROCESS
MAYOR
& CITY COUNCIL
CITY
ADMINISTRATION
Final City Council Budget Adoption
Input on Budget Priorities
and Direction Through:
n Direct contact with
Mayor and City Council
n Community-Wide Surveys
and Meetings
Review and Approval of
Annual Report
n Provides understanding of the
fiscal status and condition of
the City to inform the upcoming
budget process
Annual Report on Prior-Year
Financial and Service Results
n Report to City Council and Community
on financial performance of the City for
the preceding fiscal year
October
Preliminary General Fund Forecast
Planning and Department Budget
Proposal Submittal
n In context of the preliminary budget
outlook, departments develop service
delivery and budget strategies
for upcoming budget process
Release City Manager's Budget
Request and Five-Year Forecast
and Revenue Projections for the
General Fund and Capital
Improvement Program
n Projects revenues for next 5-year period
n Projects General Fund expenditures to
achieve previously approved by City
Council service levels
Finalize City Manager's Proposed
Budget/Capital Improvement Program
n CSAs incorporate strategic planning and
City Council direction into results-driven
spending plans
Analyze budget strategies and other
service delivery options within context
of budgetary outlook
Review and Approval of
Mayor's March Budget
Message
n Provides more specific
direction for preparation of
the Proposed Budget
Initial Public Hearing on
Proposed Budget
n City Council meets to
receive public input on
Proposed Budget
COMMUNITY
Release City Manager's Proposed
Operating and Capital Budgets, Capital
Improvement Program, and Fees
and Charges Report
n Provide service delivery strategies in the
context of proposed revenue projections
and a balanced spending plan
Release City Manager's Budget
Addenda
n Administration's reports and amendments
to the Proposed Budget are submitted
for City Council review and consideration
Review Proposed Budget in
Budget Study Sessions
n Working sessions with City
Manager, CSA, and
department representatives
to review details of the
Proposed Budget
Release City Council
Budget Documents
n Requested reports and
amendments to the Proposed
Budget
Final Public Hearing on
Proposed Budget
n Last opportunity for public
input on Proposed Budget
November
January
December
February
March
June
May
April
Review and Approval of
Mayor's June Budget
Message
n Changes to Proposed Budget
based on feedback from City
Council and public
Public Hearing on Mayor's
March Budget Message
n City Council meets to receive
public input on Mayor's
March Budget Message
City Council Priority Setting
Process
n Develop budget priorities for
the City based on input from
the Community, Staff, and
City Council
n
ATTACHMENT C