Title
Budget Calendar (NB)
This is a request for the City Commission to approve dates for discussion of the FY2015/2016 biennial budget.
Explanation
Staff requests the City Commission approve dates to discuss items related to the FY2015/2016 biennial budget. Topics of discussion will include an updated Five-Year Financial Forecast, Five-Year Capital Improvement Plan, Fire Assessment, Strategic Planning Retreat, Town Hall Meetings and the GRU and General Government Budgets.
For the last several years, the City Commission has held Community Forum/Town Hall meetings to discuss various topics and services with citizens. In FY2013, staff proposed two dates to hold these forums, but the City Commission approved only one date. Over the last six to eight months, staff has been exploring other options to increase citizen engagement, including virtual town hall meetings and telephone town hall meetings. Telephone town hall meetings would require a specific date and attendance by the City Commission to participate. In FY2014, staff is suggesting that we hold two Town Hall Meetings, one face-to-face and one by telephone. In addition, staff will work with departments and the City Commission members to identify topics for virtual town hall meetings throughout the year.
Staff requests the City Commission approve the following dates:
January 27, 2014 - 6:00pm-10:00pm - Budget Planning Workshop & Five Year Financial Forecast - City Hall Room 16
February 10, 2014 - 6:00pm-8:00pm - Town Hall Meeting (location to be determined)
March 3, 2014 - 6:00pm-8:00pm - Capital Improvement Plan 2013-2017 - City Hall Room 16
March 18, 2014 - 6:00pm-8:00pm - Telephone Town Hall Meeting
June 11, 2014 - 9:00am-6:00pm - Strategic Planning Retreat (location to be determined)
July 9, 2014 - 10:00am-6:00pm - GRU/General Government Budgets
July 14, 2014 - 10:00am-6:00pm - GRU/General Government Budgets
July 15, 2014 - 9:00am-5:00pm - GRU/General Government Budgets
July 16, 2014 - 2:00pm-6:00pm - GRU/General Government Budgets, Adopt Preliminary Fire Assessment Rate, by resolution
July 22, 2014 - 9:00am-5:00pm GRU/General Government Budgets
July 23, 2014 - 1:00pm-6:00pm - Adopt Tentative Budgets, Set Tentative Millage, by resolution
September 9, 2014 - 6:00pm - Adopt Final Fire Assessment Rate, Adopt Ordinances on 1st reading related to Fee or Rate Changes (if any), Hold 1st Public Hearing to Adopt Budgets and Set Millage Rate for FY2015
September 23, 2014 - 6:00pm - Adopt Ordinances on 2nd reading related to Fee or Rate Changes (if any), 2nd Public Hearing to Adopt Budgets and Set Millage Rate for FY2015.
Staff suggests the City Commission set the Preliminary Fire Assessment Rate immediately after the budget discussion on July 16, 2014; as well as, set the Tentative Millage and adopt Tentative Budgets immediately after budget discussions on July 23, 2014, which will require the City Commission to waive the rules to hear the Resolutions before 6:00pm.
Truth in Millage or TRIM requirements set forth in State Statutes require that various taxing authorities hold their public hearings on different dates and/or times in order to allow taxpayers to attend each hearing and provide feedback if desired. Taxing Authorities that cross multiple jurisdictions are given first priority on setting their public hearing dates. As a result, The City of Gainesville is required to set their public hearing dates in September so as not to conflict with the County, the School Board, the Library District and the Water Management Districts. In the event a conflict arises, staff will submit a revised schedule for September 2014 requesting alternative special meeting dates. These potential conflicts will not be known until July 2014.
Fiscal Note
The cost of conducting one telephone town hall meeting is approximately $4,000 and is available in the FY2014 Operating Budget.
Recommendation
The City Commission: 1) approve the dates requested by staff; 2) waive the City Commission Rules to hear the Resolutions to approve the Preliminary Fire Assessment Rate before 6:00 pm on July 16, 2014; and 3) waive the City Commission Rules to hear the Resolutions to Set the Tentative Millage and Adopt the Tentative Budgets before 6:00 pm on July 23, 2014.