CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

January 9, 2018
CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Sharon Friedrichsen, Director of Budget and Contracts

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Resolution No. 2018-006, approving the Fiscal Year 2018-2019 budget schedule

RECOMMENDATION:
Adopt Resolution No. 2018-006, approving the Fiscal Year 2018-2019 budget schedule.

BACKGROUND/SUMMARY:
Carmel Municipal Code §3.06.020 requires the City Administrator to present a proposed budget schedule to
Council on or before February 15 of each year. The schedule (Attachment 2) outlines key dates and
deliverables pertaining to the development of the annual operating budget.The proposed schedule includes
three special Council meetings, tentatively scheduled for March 20, 2018 (to receive the Five Year Capital
Improvement Plan), May 15, 2018 (to receive a detailed presentation on the Fiscal Year 2018-2019 Proposed
Budget) and June 12, 2018 (to consider adopting the Fiscal Year 2018-2019 budget).

FISCAL IMPACT:
There is no fiscal impact associated with adopting the calendar however, the adopted calendar will help facilitate
the adoption of the new fiscal year budget by July 1, 2018, which is the start of the new fiscal year.

PRIOR CITY COUNCIL ACTION:

Council adopted a budget calendar for the current fiscal year (FY 2017-2018) on January 3, 2017.

ATTACHMENTS:

2018-006
Attachment 2_Calendar
 CITY OF CARMEL-BY-THE-SEA Attachment 1
CITY COUNCIL

RESOLUTION NO. 2018-006

A RESOLUTION APPROVING THE ADOPTION OF THE FISCAL YEAR 2018-2019 BUDGET SCHEDULE

WHEREAS, Carmel-by-the-Sea Municipal Code Section 3.06.020 states that City Administrator will
present to Council a proposed budget schedule on or before February 15 of each year; and

WHEREAS, the proposed budget schedule details key dates and deliverables pertaining to the
development of the capital improvement plan and annual operating budget; and

WHEREAS, the proposed schedule includes several public hearings on the proposed capital
improvement plan and proposed budget to help facilitate public review and comment regarding the budget; and

WHEREAS, the proposed schedule allows for sufficient time for Council to review and adopt the budget
before the start of the new fiscal year on July 1, 2018, in accordance with Municipal Code Section 3.06.020.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Approve the budget schedule for the development of Fiscal Year 2018-2019 as attached hereto in
Exhibit “A”.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 9th
day of January 2018, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Thomas A. Graves, MMC
City Clerk
 CITY OF CARMEL-BY-THE-SEA
FISCAL YEAR 2018-2019 BUDGET DEVELOPMENT AND ADOPTION CALENDAR

ACTIVITY/DELIVERABLE TIMELINE/KEY DATE

Submittal of Fiscal Year (FY) 2018-2019 Budget Calendar to Council January 9, 2018
Plan IT CIP Database prepared and installed for departmental use January 19, 2018
New chart of accounts loaded into finance system and budget templates and February 2, 2018
instructions provided to departments
FY 2018-2019 Council discretionary grant process opens February 2, 2018
Prepare and publish discretionary grant cycle public notice for newspaper Submitted by February 6, 2018 for
February 9, 2018 publication date
Internal budget kickoff meeting: Review of preliminary revenue and expenditure Week of February 12, 2018
assumptions, review of budget book format, templates and deadlines
Prepare and publish CIP Workshop public notice for newspaper Submitted by February 27, 2018
for March 2, 2018 publication date
CIP Narratives and Costs Finalized and entered into database March 2, 2018
CIP Book Review and Production Week of March 5, 2018
FY 2018-2019 Council discretionary grant cycle closes/applications due to City March 16, 2018
City Council Special Meeting Workshop: Five Year Capital Improvement Plan (CIP) March 20, 2018
and Proposed FY 2018-2019 CIP Projects
Departmental Requested Budget submittals due to Finance March 23, 2018
Finance preliminary review of requested budgets Week of March 26, 2018
Budget review meetings with City Administrator, Finance and Departments Week of April 2, 2018
Proposed Budget Book Production, including refining revenue and expenditures April 9-27, 2018
Planning Commission Consistency Review /Determination of CIP April 11, 2018
Prepare and publish fee schedule and public notice for newspaper Submitted by April 10, 2018 for
April 13, 2018 publication date
Council receives Proposed FY 2018-2019 Budget (including Proposed FY 2018-2019 May 1, 2018
capital projects based on Council preliminary direction on 3/20/18)

Calendar as of January 9, 2018. Scheduled dates for Council public hearings are tentative and subject to change.
 CITY OF CARMEL-BY-THE-SEA
FISCAL YEAR 2018-2019 BUDGET DEVELOPMENT AND ADOPTION CALENDAR
Council consideration of FY 2018-2019 citywide master fee schedule (new fees to May 1, 2018
become effective on July 1, 2018)
Council consideration of FY 2018-2019 Council discretionary grantees May 1, 2018
Planning Commission Consistency Review /Determination of CIP—alternative date to May 8, 2018
4/11/18 as needed
Prepare and publish budget workshop public notice for newspaper Submitted on April 24, 2018 for
April 27, 2018 publication date
City Council Special Meeting: To receive a detailed presentation and receive public May 15, 2018
comment on the Proposed FY 2018-2019 Budget
Requested deadline for submittal of written questions regarding the Proposed FY June 1, 2018
2018-2019 Budget (questions to be answered as part of June budget meeting)
Prepare and publish GANN limit and public notice for newspaper Submitted on May 15, 2018 for
May 18, 2018 publication date
Prepare and publish adoption of FY 2018-2019 CIP for public notice for newspaper Submitted on May 15, 2018 for
May 18, 2018 publication date
Prepare and publish adoption of FY 2018-2019 budget public notice for newspaper Submitted on May 15, 2018 for
May 18, 2018 publication date
Preparation of responses to budget questions and production of FY 2018-2019 June 8, 2018
Proposed Budget (with CIP and GANN Limit)
City Council Special Meeting: Consideration of adoption of the FY 2018-2019 budget June 12, 2018
City Council Special Meeting: Consideration of adoption of the FY 2018-2019 budget June 19, 2018 as needed
FY 2018-2019 Adopted Budget Book Production Week of June 18, 2018 or
Week of June 25, 2018
FY 2018-2019 Begins July 1, 2018

Calendar as of January 9, 2018. Scheduled dates for Council public hearings are tentative and subject to change.