TO: RULES AND OPEN FROM: Jim Shannon
GOVERNMENT COMMITTEE
SUBJECT: 2023-2024/2024-2025 CITY DATE: October 11, 2023
BUDGET CALENDAR AND
BUDGET STUDY SESSION
SCHEDULE
Approved Date
10/12/2023
RECOMMENDATION
Approve the proposed 2023-2024/2024-2025 City Budget Calendar as presented in Attachment A and the schedule for City Council Budget Study Sessions for the 2024-2025 Operating Budget, 2024-2025 Capital Budget and 2025-2029 Five-Year Capital Improvement Program, and 2024- 2025 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 2024-2025 Operating Budget, 2024-2025 Capital Budget and 2025-2029 Five-Year Capital Improvement Program, and 2024-2025 Fees and Charges Report. Approval 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 2023-2024 budget that starts with City Council’s October 2023 approval of the 2022-2023 Annual Report that summarizes prior year financial results and brings forward amendments to the 2023-2024 budget.
The schedule for the 2024-2025 budget development process recommended in this memorandum aligns closely with last year’s process, with minor adjustments to the Proposed Budget Study Session schedule, and – in accordance with City Council direction received during the 2023- 2024 budget development process – the inclusion of a City Council Study Session scheduled to occur during the City Council meeting on January 23, 2024 to provide an in-depth discussion on Fees, Rates, and Charges, as well as an initial look at the City’s budgetary position heading into Fiscal Year 2024-2025.
RULES COMMITTEE: 10/18/23
FILE:
ITEM:
ROGC 23-374
B.3
RULES AND OPEN GOVERNMENT COMMITTEE
October 11, 2023
Subject: 2023-2024/2024-2025 City Budget Calendar and Budget Study Session Schedule
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. The Budget approval by the City Council will be on June 11, 2024 and adoption by the City Council will be on June 18, 2024. It should be noted that the dates for the Mayor’s Budget Town Hall Meeting will be released by the Mayor’s Office at a later date.
COORDINATION
The proposed 2023-2024/2024-2025 City Budget Calendar and Budget Study Session Schedule have been coordinated with the Mayor’s Office.
JIM SHANNON
Budget Director
Attachments:
Attachment A – 2023-2024/2024-2025 City Budget Calendar Attachment B – 2023-2024/2024-2025 City Budget Calendar/Budget Study Session Schedule Attachment C – City of San José Annual Budget Process
ATTACHMENT A
2023-2024 / 2024-2025 City Budget Calendar
Date Action/Event
September 29, 2023 - 2022-23 Annual Report: Released
October 17, 2023 - 2022-23 Annual Report: Review/Approval by City Council October 21, 2023 - State of the City
January 23, 2024 - Council Study Session: Fees, Rates, and Charges, and the 2024-25 Preliminary General Fund Forecast
January 31, 2024 - 2023-24 Mid-Year Budget Review Report: Released February 13, 2024 - 2023-24 Mid-Year Budget Review Report: Review/Approval by City Council TBD - Mayor's Budget Town Hall Meeting
February 28, 2024 - 2024-25 City Manager's Budget Request & 2025-29 Five-Year Forecast and Revenue Projections: Released
March 4, 2024 - 2024-25 Mayor's March Budget Message: Released March 12, 2024 - 2024-25 Mayor's March Budget Message: Public Hearing March 12, 2024 - 2024-25 Mayor's March Budget Message: Review by City Council April 26, 2024 - 2024-25 Proposed Capital Budget and 2025-29 Capital Improvement Program:
Released
May 1, 2024 - 2024-25 Proposed Operating Budget: Released May 3, 2024 - 2024-25 Proposed Fees and Charges Report: Released May 6 - 31, 2024 - 2024-25 Proposed Capital/Operating Budgets: Community Budget Meetings
ATTACHMENT A
2023-2024 / 2024-2025 City Budget Calendar
Date Action/Event
May 8, 2024 - 2024-25 City Council Budget Document Cost Estimate Requests due to the City Manager's Office
May 8, 2024 - Planning Commission Study Session: 2024-25 Proposed Capital Budget and 2025- 29 Capital Improvement Program
May 8 - 16, 2024 - Council Study Sessions: 2024-25 Proposed Budgets and 2024-25 Proposed Fees and Charges Report
May 14, 2024 - Initial Public Hearing: 2024-25 Proposed Capital/Operating Budgets and 2024-25 Proposed Fees & Charges Report
May 17, 2024 - 2024-25 City Council Budget Document completed Cost Estimate Requests returned to Council Offices
May 23, 2024 - 2024-25 City Council Budget Documents due to Mayor's Office June 3, 2024 - 2024-25 Mayor's June Budget Message: Released June 10, 2024 - Final Public Hearing: 2024-25 Proposed Capital/Operating Budgets and 2024-25 Proposed Fees & Charges Report (evening)
June 11, 2024 - 2024-25 Mayor's June Budget Message: Final Review/Approval by City Council June 11, 2024 - 2024-25 Proposed Capital/Operating Budgets and 2024-25 Proposed Fees & Charges Report: Approved by City Council
June 18, 2024 - 2024-25 Capital/Operating Budgets and 2024-25 Fees & Charges Report:
Adopted by City Council
ATTACHMENT B
2023-2024 / 2024-2025 City Budget Calendar/ Budget Study Session Schedule Date Time Action/Event
Wednesday, May 8, 2024 9:00 am - 12:00 pm 2024-2025 City Budget Overview/Budget Study Session on 2024-2025 City Operating/Capital Budget, 2025-2029
Capital Improvement Program, and 2024-2025 Fees and
Charges Report
Thursday, May 9, 2024 9:00 am - 12:00 pm 2024-2025 City Budget Overview/Budget Study Session on 2024-2025 City Operating/Capital Budget, 2025-2029
Capital Improvement Program, and 2024-2025 Fees and
Charges Report
Monday, May 13, 2024 1:30 pm - 5:00 pm 2024-2025 City Budget Overview/Budget Study Session on 2024-2025 City Operating/Capital Budget, 2025-2029
Capital Improvement Program, and 2024-2025 Fees and
Charges Report
Wednesday, May 15, 2024 9:00 am - 12:00 pm 2024-2025 City Budget Overview/Budget Study Session on 2024-2025 City Operating/Capital Budget, 2025-2029
Capital Improvement Program, and 2024-2025 Fees and
Charges Report
Thursday, May 16, 2024 9:00 am - 12:00 pm 2024-2025 City Budget Overview/Budget Study Session on 2024-2025 City Operating/Capital Budget, 2025-2029
Capital Improvement Program, and 2024-2025 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