FY 2023-24 Operating Budget Kickoff January 6, 2023
Agenda 1. City Manager Message – Zach Walker 2. Capital Outlay – Adam Norris 1. ResourceX
3. Budget Process – Melissa Sill
City Manager Message
Capital Outlay • Any equipment in excess of $20,000 or has a life exceeding one year • Any equipment less than $100k in value (e.g., vehicles, machinery, technology related items, etc.)
• Assets should be considered capital outlay that are not part of the CIP (any equipment over $100K with useful life less than five years) • Six-year plan is submitted via excel spreadsheet • This should include regular replacement cycle of capital outlay items (Kevlar vests, radios, etc.)
• First Year (FY 2023-24) should be entered in Munis with your operating budget – like prior years • The items listed on the Capital Outlay excel spreadsheet for this fiscal year will be a budget exhibit for City Council approval
CIP • Management program to plan large projects and assets for City Council and residents • Examples: • Facility/asset construction or expansion, including sewer and street extensions • One-time rehab or repair of a facility over $100k • major equipment purchase over $100k and useful live of 5 years or more
• Six-year plan is in ResourceX and taken forward separate from the operating budget to the Planning Commission
• First Year expenditures (FY 2023-24) should be entered in Munis with your operating budget – like prior years • CIP items can be considered capital outlay depending on the item
ResourceX CIP • Items due by 1/13 • Add divisions to your department (if needed) • Please make sure to include funding source • Don’t forget about the cost allocation and scoring • Office Hours next week: • Tuesday, Jan 10th at 11:00 a.m. (NEW) • Thursday, Jan 12th at 9:00 a.m.
Allocation Process
FY 2023-24 Budget Calendar Item
Due Date
Resident Budget Survey Posted (Closes at end of January) Personnel Allocations and Overtime Budgets sent to departments CIP updates and new projects entered Budget Kickoff Meeting Personnel Allocation Changes Due Overtime Budget Changes Due
Thursday, December 1, 2022 Wednesday, December 14, 2022 Friday, January 13, 2023 Wednesday, January 6, 2023 Tuesday, January 10, 2023 Wednesday, January 18, 2023
Mid-Year Financial Status / 5 Year Forecast Update at Study Session
Monday, February 13, 2023
CIP Preliminary Report Presentation at Study Session
Monday, February 13, 2023
Internal Service Charges due (Central Garage, Tech Services, WC, Risk)
Wednesday, February 1, 2023
Personnel Posted to Munis for department review Finance set items and internal charges are loaded Munis is open for budget entry Due from departments:
Wednesday, February 1, 2023
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Proposed department budgets and package requests
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CIP for the fiscal year Revenues Estimated Actual Expenditures Personnel corrections / adjustments Capital Outlay List
Monday, February 6, 2023
Wednesday, March 8, 2023
Finance review of department budget submissions
March 8 - March 31, 2023
City Manager meets with departments to review proposed budgets
March 9 - March 31, 2023
CIP Presented to Planning Commission City Manager approves recommended changes for proposed budget, packages posted, and departments notified Department summary pages and org charts due Fee Changes are due from departments
Friday, March 10, 2023
City Manager Proposed Budget submitted to the City Council
Friday, April 7, 2023 Friday, April 14, 2023 Monday, May 1, 2023 Tuesday May 9, 2023
2023 Projected Revenues / Expenses • Projected actual expenditure / revenue amounts for FY 2022-23 are required, called “2023 Projected” in Munis • These will be shown in the proposed budget • Allows City Council to understand where we anticipate ending the current fiscal year • Munis automatically populates an estimate, it needs to be reviewed and updated during budget entry
Changes to Department Pages
Changes to Program / Org Key Pages
Questions/Discussion