HomeMy WebLinkAbout04 24 2017 Revised Budget Schedule Report
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL WORK SESSION REPORT
MEETING DATE: APRIL 24, 2017
AGENDA # A
PREPARED BY: FRANK BOYLES, CITY MANAGER
DON URAM, FINANCE DIRECTOR
PRESENTED BY: FRANK AND DON
AGENDA ITEM: 2018 BUDGET AND CIP SCHEDULE
DISCUSSION: Introduction
At the work session on April 4, staff presented the annual budget and Capital
Improvement Schedule, Process and Timeline (Attachment 1). The process
that the City of Prior Lake follows takes about 8 months to complete. During
this time, there are between 10 and 12 workshops or meetings that either the
CIP or budget is discussed. Because of recent staff turnover and an
aggressive work session calendar, the Council expressed a desire to
compress the schedule as much as possible while still maintaining the
integrity of the process.
Since the budget process is dictated by State Statute, very little could be
changed with that part of the schedule. In contrast, the CIP is a document
that the preparation, content and timing is primarily within City control. There
are some legal requirements regarding the issuance of debt that with the
approval of the 2017-2021 CIP were met and will not need to be revisited
during the 5-year period unless the plans change significantly.
After a careful review of the approved projects for 2018, very little has
changed in terms of the actual projects or purchases proposed except for
Park Avenue. Park Avenue was originally a 2017 project that was deferred
to 2018 in part due to storm water drainage issues and access to the
neighborhood during construction. Since there are no changes (other than
switching between years) to the approved CIP, Staff is recommending that
the City Council only dedicate one workshop (July 10) to reviewing the 2018
CIP projects (Attachment 2).
DISCUSSION: 1. Does the proposed schedule meet the council’s expectations in terms of
public process, government accountability, and transparency?
2. If not, what part of the process would you like to add back? Additional
workshops, presentations at Council meetings, etc.?
4646 Dakota Street SE
Prior Lake, MN 55372
2018 Preliminary Budget & Capital Improvement Program Schedule
NOTE: All Highlighted Meetings Open to the Public
March 27 Dept. Heads submit large budget item requests to Finance
April 10 Council Workshop – 2018 Budget and Long Range Financial Forecast (establish
2018 levy target)
April 17 Budget and CIP instructions provided to Dept. Heads
April 24 Council Workshop – Personnel Plan / Forecast Adjustments
After 2016 Audit
is Completed
and Closed in
BS&A.
Approximately
May 8 - 19
Dept. Heads submit budget requests to Finance
City Manager, Finance and Staff budget review
Deadline for Staff to complete CIP updates to the following:
1.Transportation Plan
2.Water Operating Plan
3.Sewer Operating Plan
4.Water Quality Operating Plan
5.Equipment Replacement Plan
6.Park Equipment Replacement Plan
7.Facilities Management Plan
8.Technology Plan
9.Personnel Plan
May 22 – June 2 City Manager, Finance and Staff CIP review
June 12 Council Workshop – 2017 Budget Update and Review Draft CIP Part 1
June 26 Council Workshop – Review Draft CIP Part 2
July 10 Council Workshop – Review Draft CIP Part 3
July 17 Planning Commission Reviews Draft Transportation Plan
August 7 Council Meeting – Public Hearing on CIP/Street Reconstruction Plan
August 21 Council Workshop – Preliminary 2018/Tax Levy Discussion
August 21 Council Meeting – Adopt CIP
September 18 Council Meeting – Adopt Preliminary Tax Levy and announce public budget hearing
date
October 11 Town Hall Meeting (tentative)
November 6 Council Workshop – Yearend Budget Preview and Final 2018 Budget/Tax Levy
Discussion
December 4 Council Meeting – Public Budget Hearing
December 4 Council Meeting – Adopt 2018 Budget and Tax Levy
Attach 1
4646 Dakota Street SE
Prior Lake, MN 55372
2018 Preliminary Budget & Capital Improvement Program Schedule
NOTE: All Highlighted Meetings Open to the Public
March 27 Dept. Heads submit large budget item requests to Finance
April 10 Council Workshop – 2018 Budget and Long Range Financial Forecast (establish
2018 levy target)
May 1 Budget instructions provided to Dept. Heads
After 2016 Audit
is Completed
and Closed in
BS&A.
Approximately
May 8 - 19
Dept. Heads submit budget requests to Finance
May 22 – June 2 City Manager, Finance and Staff budget review
June 26 Council Workshop – Personnel Plan/Compensation Plan Forecast Adjustments
July 10 Council Workshop – 2018 CIP Presentation
August 21 Council Workshop – Preliminary 2018 Budget/Tax Levy Discussion
September 18 Council Meeting – Adopt Preliminary Tax Levy and announce public budget hearing
date
October 11 Town Hall Meeting (tentative)
November 6 Council Workshop – Yearend Budget Preview and Final 2018 Budget/Tax Levy
Discussion
December 4 Council Meeting – Public Budget Hearing
December 4 Council Meeting – Adopt 2018 Budget and Tax Levy
Attach 2