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HomeMy WebLinkAbout12/16/2008, 1 - GOAL-SETTING PROCESS FOR 2009-11 council Mw6g D� 12-16-08 j agenba Report I=Nb CITY O F SAN LUIS O B I S P O FROM: Ken Hampian, City Manager Bill Statler, Director of Finance& Information Technology SUBJECT: GOAL-SETTING PROCESS FOR 2009-11 RECOMMENDATION Approve the goal-setting process for 2009-11. REPORT-IN-BRIEF The purpose of this report is to finalize the goal-setting process for 2009-11, including detailed plans for the Community Forum to be held on January 15, 2009 at the Ludwick Community Center and the Council goal-setting workshop to be held on January 31, 2009 at the City/County Library Community Room. We plan to build on our past successes and follow a similar approach to goal-setting as the one we used two years ago. No significant changes are recommended from two years ago. The proposed agenda for the Community Forum is provided in Attachment 1. As discussed below, there may be interest in adding another community meeting that is focused solely on Measure Y priorities. Given the extensive opportunities for meaningful community involvement in determining the use of Measure Y funds and the objective of closely integrating the use of Measure Y funds with the City's goal-setting and budget process, we do not recommend doing SO. DISCUSSION __. . ... .Background _ .. .._. On September 2, 2008, the Council approved the goal-setting and Financial Plan schedule for 2009-11, including the conceptual approach to Council goal-setting as part of this process. Under this approach, we will continue using a multi-year budget that begins with the Council setting goals for the most important things for the City to accomplish over the next two years. Based on our experience over the past eighteen years, this has been a successful process in assuring that the fundamental purpose of the City's budgetary process is achieved: linking what we want to accomplish for our community over the next two years with the resources necessary to do so. Integration with Measure Y Priorities Along with an eight-year sunset and requirements for annual audits and annual community reports on how much revenue is being generated by the measure and how funds are being spent, Measure Y includes the following accountability and citizen oversight provisions: Goal-Setting Process for 2009-11 Pagel 1. Integration into the City's budget and goal-setting process. The estimated revenue and proposed use of funds generated by this measure shall be an integral part of the City's budget and goal setting process, and significant opportunities will be provided for meaningful participation by citizens in determining priority 2007-09 Measure Y Priorities uses of these funds. • Public safety, including restoring cut traffic patrol, Fire Marshall and 2. Annual citizen meeting. An invitation will be training positions extended each year to the entire community . Neighborhood paving and inviting them to participate in a forum to review deferred street maintenance and discuss the use of the revenue generated by . Traffic congestion relief this measure. City staff will also be available to meet with any group that requests a specific • Creek &flood protection briefing with their members to discuss an answer • Senior services and facilities questions about the revenues generated by the programs measure and their uses. • Neighborhood code enforcement The proposed goal-setting process for 2009-11 is • Open space preservation designed to meet these two requirements. • Downtown improvements Additionally, while other priorities can certainly emerge from this process for the use of Measure Y funds, all of our public communications during this process will highlight existing Measure Y priorities, which are summarized in the sidebar chart. Option of Adding Community Meeting Focused Solely on Measure Y Priorities. As noted above, Measure Y requires holding an annual meeting for the entire community to participate in a forum to review and discuss the use of the revenue generated by this measure.. We believe that along with many other opportunities for meaningful community involvement in determining Measure Y revenues as part of the City's overall goal-setting and budget process, the Community Forum to be held on January 15, 2009 meets this requirement. (In fact, in building on the foundation already laid in the-City's--goal-settingand.budget_process,-the--Community_______ Forum was the specific"forum" in mind when this language was drafted.) However, there may be interest in adding another community meeting that is focused solely on Measure Y priorities as the"annual citizen meeting." We do not recommend doing so for several reasons: 1. The Community Forum is widely advertised as an opportunity to present goals to the Council as part of the budget process and the availability of Measure Y funds is highlighted in all of our "invitations" to the Community Forum, which include the "Community Budget Bulletin" insert in utility bills and direct mailing to over 200 community groups and interested individuals. 2. The Measure Y requirement of ensuring integration with the City's goal-setting and budget process is best achieved by doing just that: ensuring that the discussion of the proposed uses 1-2, Goal-Setting Process for 2009-11 Page 3 of Measure Y funds are not discussed in a silo outside of the context of the City's overall budget process and fiscal situation. Two-Step Approach With the November 20 and December 16, 2008 budget workshops as the foundation, we again recommend using a "two-step" approach to the Council goal-setting process. As previously approved by the Council, Don Maruska will serve as our facilitator at both workshops. 1. Community Forum. Held on the evening of Thursday, January 15, 2009, the purpose of this forum is to solicit suggested goals and work programs from Council advisory bodies, community groups and interested individuals. To ensure that adequate space is available for this workshop, it will beheld at the Ludwick Community Center. 2. Council Goal-,Setting Workshop. Following the receipt of written and oral comments at the January 15 Community Forum, the Council goal-setting workshop will be held on Saturday, January 31, 2009, in the City/County Library Community Room.. Goal-Setting Process Attachments 1 through 4 describe the proposed objectives, guidelines, schedule and roles for both the community forum and goal-setting workshops, summarized as follows: Community Forum The January 15 community forum is intended to solicit suggestions from Council advisory bodies, community groups and interested individuals on proposed City goals and fiscal issues. As noted above, it is also intended to meet the"forum" requirements of Measure Y to "review and discuss the use of the revenue generated by this measure." City staff will summarize the results of the forum and distribute them to the Council by Tuesday, January 20, 2009. The proposed agenda for the Community Forum is provided in Attachment 1. As reflected in . ----- - - - this summary, we recommend that the facilitator be responsible for calling speakers to allow the Mayor fuller participation. To involve participants, we again plan to use "voting with dots" at the end of the forum along with distributing a "feedback form" on City service priorities (Attachment 2). We also plan to provide participants with half-page green "post-its" to note resource suggestions next to goals; and yellow half-page "post-its" to note any suggestions or concerns. Council Goal-Setting Workshop At the all-day January 31 workshop, the Council will review the consolidated summary of goals presented by Council members to ensure clarity, completeness and understanding; and then narrow the list to finalist goals that are supported by at least three Council members. After this step, the staff will prepare a final listing that the Council can use in prioritizing goals. In 2007- /-3 Goal-Setting Process for 2009-11 Page 4 09, the Council used a ranking system of 5 through 0 for each candidate goal. We recommend continuing to us this ranking system for 2009-11, summarized as follows: 5 Most important,highest priority for City to achieve over the next two years. 4 Very important goal to achieve. 3 Important goal to achieve. 2 Address if resources are available. 1 Defer to 2009-11 for consideration. 0 Not a priority goal. Depending on the number of candidate goals, total points available to individual Council members have ranged in the past from 50 to 75—about 3 points per candidate goal. For example, if there are 15 goals in the final listing, then 50 points might be about right; if there are 25, then 75 might be appropriate. Staff will summarize the results of the Council's ranking during a break at the workshop. Based on our past experience, it is likely that three priority"tiers"will emerge from this process: 1. Major City Goals. These represent the most important, highest priority goals for the City to accomplish over the next two years, and as such, resources to accomplish them should be included in the 2009-11 Financial Plan. If the work program approved by the Council for a Major City Goal is not included in the City Manager's Preliminary Financial Plan, compelling reasons and justification must be provided as to why resources could not be made available to achieve this goal. (Twelve goals fell into this category in 2007-09: all were incorporated into the 2007-09 Financial Plan based on the work programs approved by the Council in April 2007.) 2. Other Important Goals. Goals in this category are important for the City to accomplish, and resources should be made available in the 2009-11 Financial Plan if at all possible. (Three goals fell into this category in 2007-09; all were incorporated into the 2007-09 Financial Plan in some fashion.) 3. Address as Resources Permit. While it is desirable to achieve these goals over the next two years, doing so is subject to current resource availability. (Five goals fell into this category in 2007-09; all were incorporated into the 2007-09 Financial Plan in some fashion, with the exception of expanding the City's role in developing the Railroad Museum.) The proposed agenda.for this meeting is provided in Attachment 3; and our suggested guidelines for Council members during the goal-setting process are provided in Attachment 4. Follow-Up on February 3, 2009,But Only If Needed Continued consideration of goals for 2009-11 is scheduled for the next regular Council meeting following the workshop (February 3, 2007) – but only needed. (No follow-up meeting was needed two years ago: the Council concluded all necessary actions at the Saturday goal-setting workshop. This was also the case in 2005-07. ) I I Goal-Setting Process for 2009-11 Page 5 Council Homework Assignment Provided in Attachment 5 is the Council's "homework assignment" for the January 31 workshop. It requests that Council members prepare and submit up to seven (7) candidate goals for Major City Goals by Monday..January 26, 2009. Finance will then compile a verbatim, composite list organized based on common topics, without identifying who submitted the particular statements. We recommend that Council members refrain from releasing their personal lists so that each Council member has flexibility to review all of the submissions and discuss them at the goal- setting workshop before staking a position. This consolidated listing will be distributed to all Council members on Thursday. January 29, for review and consideration before the workshop. ajdr City Goal Criteria Provided in Attachment 6 are the suggested "criteria for major City goals" which have been used by the Council for the past eighteen years. Extensive Notification We have made extensive efforts to invite community and advisory body participation in this process, including: 1. Comprehensive series of briefings and follow-up reminders with advisory bodies on their important role in the goal-setting and budget process. 2. "Community Budget Bulletin"inserts in our utility bills requesting goal suggestions from our citizens and inviting them to participate in the community forum. This will reach about 14,000 households and businesses. (This insert is provided in Attachment 7.) 3. Notices to over 200 community groups and interested individuals inviting them to submit written suggestions and participate in the community forum. (This flyer is provided in Attachment 8) - - -------- --- --- --_ _ ----- ...... 4. Display ads will be run in January in The Tribune, New Times and City News. 5. Up-to-date information about the budget process will be maintained on our web site. Goal-Setting Workshop Notebooks To help organize all the background information that Council members will receive as part of this goal-setting process, notebooks will be distributed by January 9, 2009 with the following twelve sections: Agendas 1. Agendas for the January 15 community forum and January 31 goal-setting workshop. Goal-Setting Process for 2005-11 Page 6 Goal Recommendations 2. Goals received from Council advisory bodies. 3. Goals from the "Community Budget Bulletin' survey as of January 9 (additional submissions received after this date will be distributed to the Council in a three-hole punch format for inclusion in the notebook, along with an updated summary). 4. Goals received by January 9 from community groups and interested individuals (additional submissions received after this date will be distributed to the Council in a three-hole punch format for inclusion in the notebook). 5. Summary of results from the January 15 Community Forum (to be distributed by January 20). 6. Consolidated Council member candidate goals (to be distributed by January 29). Background Materials 7. Status reports from the November 20 budget workshop: General Plan programs; long-term CIP; 2007-09 goals and objectives; and current CIP projects. 8. Goal-setting process for 2009-11 (September 2, 2008 Council Agenda Report). 9. Results from June 2006 public opinion research. 10. General Fund Five-Year Fiscal Forecast(presented to the Council on December 16, 2008). 11. Other background information such as the 2009-11 Financial Plan schedule, Budget-in-Brief, Financial Plan policies and public notifications. 12. Notes and space for other supplemental materials that the Council may receive. Council Goal Work Programs: Major City Goals After the Council finalizes goals and objectives for 2009-11, the staff will prepare detailed work programs for each of the Major City Goals. Based on past experience, it is important for the Council to reach consensus not only on the objective for Major City Goals, but also on the program, action plan and resources that will be needed to accomplish it as well. Unless the staff fully understands the scope and timeframe that the Council intended, we cannot identify needed resources; and without this understanding, the Preliminary Financial Plan may significantly over (or under) fund the desired work effort. In short, before the staff begins to build the Preliminary Financial Plan around Major City Goals, it is essential that we have a clear understanding of what the Council hopes to achieve with each Major City Goal over the next two years. Accordingly, the purpose of each work program is to: Goal-Setting Process for 2005-11 Page 7 1. Define and scope the adopted goal. 2. Ensure that there is a clear understanding of the goal and the approach to be used in accomplishing it so appropriate resources are allocated. 3. Convert the general goal into specific action steps so we can measure progress in achieving it. This is especially important in the case of objectives where fully achieving the goal is likely to extend well beyond the two-year Financial Plan period. However, we can measure progress— and our success in accomplishing the goal—by clearly defining the specific actions we plan to undertake over the next two years. Accordingly, the work program for each Major City Goal will address the following topics: 1. Objective. What do we specifically want to accomplish? (This will be based on the objectives adopted by the Council at the January 31 goal-setting workshop.) 2. Discussion. What are the factors driving the need for this goal? What actions have we already taken in trying to resolve this problem area? What key constraints and limitations can we expect in achieving this goal? What concerns or issues will remain unresolved even if the goal is achieved? Who are the key stakeholders? What are the major assumptions in preparing the work plan? Are there any significant environmental considerations? What is the relationship to Measure Y priorities? 3. Action Plan. What specific tasks will we need to accomplish in order to achieve the goal, and when will we complete them? These "action steps" are the fundamental building blocks in defining and scoping the work program, and in monitoring our progress in accomplishing the goal over the next two years. 4. Responsible Department Who is organizationally accountable for getting it done? 5. Financial and Staff Resources Required to Achieve the Goal, What will it take to achieve e goal? Do we need-to add resources (staffing, contract services, capital-improve171ent plan project) to do this? Is there any General Fund revenue potential? 6. Outcome: Final Work Product What will we get if we achieve the goal? What's the "deliverable?" We plan to present the work programs for Major City Goals to the Council at a special budget workshop on April 14, 2009. As discussed above, programs and projects related to goals in the other two priority categories will be reflected in the Preliminary Financial Plan as appropriate.. Goal-Setting Calendar The following summarizes key dates leading to the January 31 goal-setting workshop: /, / Goal-Setting Process for 2009-11 Page 8 Council Goal-Setting Calendar When What Friday,January 9 Council receives goal-setting notebooks,which includes advisory body goal recommendations, initial results from Community Budget Bulletin Survey; and written suggestions as of issue date. Thursday, January 15 Council holds community forum. Tuesday,January 20 Council receives written results from community forum. Monday, January 26 Council members submit goals to Finance. Thursday, January 29 Finance distributes consolidated Council member goals organized by similar topics. Saturday, January 31 Council holds goal-setting workshop. Next Steps The Financial Plan calendar approved by the Council on September 2, 2008 is provided in Attachment 9. After the goal-setting workshop, key dates in the budget process include: Remainin LAKey Dates After Janua 31 Goal-SeMLng Worksho When What Tuesday, February 3 Follow-up to Council Goal-Setting,If Needed. Continued Regular Meeting consideration of goal-setting at the next regularly scheduled Council meeting following the January 31 workshop if needed. Tuesday,February 24 Mid-Year Budget Review. Consider the City's fiscal status at the Special Budget Workshop mid-point of the fiscal year and make appropriation adjustments as necessary; review status of 2007-09 goals and objectives. Tuesday,April 14 Major City Goal Work Programs. Review and approve detail work Special Budget Workshop programs to accomplish major City goals; provide other budget direction as needed. Thursday, May 28 ._.. Preliminary Financial Plan -Receive 2009-11 Preliminary Financial Plan and Appendices A&B: Significant Operating Program Changes and Capital Improvement Plan(CIP)Projects. Thursday, June 4 Budget Workshop. Review the Financial Plan and consider General Special Budget Workshop Fund operating programs. Tuesday, June 9 Budget Workshop. Consider General Fund CIP projects. Special Budget Workshop Thursday,June 11 Budget Workshop. Consider Enterprise Fund operating programs, Special Budget Workshop CIP projects, revenue requirements and rates. Tuesday,June 19 Public Hearing and Budget Adoption . Continue to discuss and Regular Meeting receive public comment on the Preliminary Financial Plan; adopt the budget. 14 i Goal-Setting Process for 2009-11 Page 9 SUMMARY Council goal-setting is an important"first step" in the City's Financial Plan process. In fact, it is important to stress just this fact—it is the beginning of the budget process, not the end. Setting goals—and subsequently approving work programs for major City goals—is not adoption of the budget. As reflected in the budget schedule above, this will not occur until June 2009, following issuance of the Preliminary Financial Plan and extensive budget workshops and hearings. ATTACHMENTS 1. Outline for Community Forum (January 15) 2. Community Forum Feedback Form 3. Outline for Council Goal-Setting Workshop (January 31) 4. Guidelines for Council Members During the Goal-Setting Process 5. Sample Form for Council Members to Submit Candidate Goals 6. Criteria for Major City Goals 7. "Community Budget Bulletin" Inserted in City Utility Bills 8. Notice Sent to Community Groups and Interested Individuals 9. Financial Plan Schedule Summary 11 GABudget FoldersW.Financial Plans\22009-11 Financial Plan\Council Goal-Setting\2008-12-16 Budget Foundation Workshop\Goal-Setting Process\Goal-Setting Process, 12-16-08.DOC /-9 i ( I Goal-Setting Process for 2009-11 Page 10 ATTACHMENT 1 Community Forum 6:30 PM to 9:30 PM, Thursday, January 15, 2009 Ludwick Community Center 6:30 Welcome Mayor 6:35 Process,Current Goals,Measure Y Priorities and Fiscal Outlook City Manager/ Finance&IT Director 7:00 Public Comment 1. Members of public who desire to speak complete public comment cards and indicate topic. Where a group has several members present,we encourage them to select a spokesperson and have others in their group indicate support for the same position with a show of hands. 2. We invite each speaker to address: a. What do you recommend as a Major City Goal? b. Why is it important to you and the City? c. How do you suggest that it might be accomplished? 3. Facilitator calls upon a speaker and identifies topic. 4. Department Head in the priority area for the topic steps up to write the idea on a flip chart sheet and clarifies any linkages with existing programs or plans. 5. Staff posts the public comment in the relevant budget topic area. 6. All participants provided with: half-page green"post-its"to note resource suggestions next to goals; and yellow half-page"post-its"to note any suggestions or concerns. 9:15 Participants Vote on Top Priorities with Dots 9:30 Participants Complete Summary Feedback Form ... . .. . .__ ------ -- _.. ... Preparation • Prepare handouts on budget process, current goals& objectives and Measure Y Priorities; and fiscal forecast to expedite review. • Provide poster boards for each of the major budget priority categories with current and continuing program activities and budget allocations. • Set up the room with posting area for each of the budget priority categories. • Provide participants with half-page green and yellow post-its. • After receiving public comments,provide 5 adhesive dots per attendee. • Prepare summary feedback form for attendees to note suggested priorities and recommendations; and distribute with dots. Outline of Summary Feedback Form • Identify desired level of attention(less, same, or more) for budget priorities. • Invite suggestions to accomplish proposed goals. Goal-Setting Process for 2009-11 Page 11 ATTACHMENT 2 Community Forum Feedback Thank you for participating in the Community Forum for the City of San Luis Obispo's 2009-11 goal-setting process. Please take a few minutes to share your community priorities with us. How would you suggest prioritizing the City's activities? For each budget community priority below, please indicate what level of attention would be desirable for it compared to the current situation, any suggestions about specific changes or potential goals and ideas about possible ways to achieve them. Level of Attention - - CSuggested Changes Possible Ways to Community Priorities (Compared to Current) or Potential Goals Accomplish Them Less Same More Repairing and maintaining City streets,potholes,parks and storm drains Continuing programs that reduce and effectively manage traffic congestion Improving levels of police, fire and paramedic services Preserving open space Improving code enforcement Preserving Downtown Protecting senior services and programs Other Services �1\ I Goal-Setting Process for 2009-11 Page 12 ATTACHMENT 3 Council Goal-Setting Workshop 8:30 AM to 4:30 PM Saturday, January 31, 2009 City-County Library Community Room 8:30- 9:00 a.m. Refreshments 9:00-9:05 a.m. Welcome and Introductions Mayor 9:05 -9:10 a.m. Purpose, Process &Guidelines Facilitator 9:10—Noon Review Goals by Category Council Discuss Relationship of Goals to Current Activities Formulate and Select Candidate Goals Discuss Revenue Enhancement or Service Reduction Possibilities [staff writes candidate goals on flip charts] Noon— 12:15 p.m. [Council may accept further comments from the public that have not been previously presented] 12:15— 1:15 Lunch Break [staff compiles candidate goals] 1:15 -2:15 p.m. Discuss and Clarify the Goals Council Each Member Prepares a Written Ballot Ranking the Goals 2:15 -3:15 p.m. Break while staff tabulates the results 3:15 -4:00 p.m. Review and Identify Major City Goals Council 4:00 4:30 p.m. - - Discuss Next Steps - -- - --- - - Council/Staff--- ----- -- Preparation Preparation • Staff compiles and distributes composite list of candidate goals to Council members • Staff prepares a template for Council ballot sheet • Assign staff to record goal statements as Council formulates them Goal-Setting Process for 2009-11 Page 13 ATTACHMENT 4 Suggested Guidelines for Council Members During the Goal-Setting Process 1. Encourage advisory boards, community groups and citizens to submit written comments about desired goals. 2. Invite citizens to participate in Community Forum and to listen and learn from their neighbors.. 3. Receive comments from community and acknowledge their input without prematurely expressing your point of view. 4. Assure the community that you are willing to listen openly to all perspectives. 5. Focus your submission of suggested goals on a short list of key priorities to target City resources(not to exceed seven candidates). 6. Avoid publicizing your submission of suggested goals. Let staff compile your submissions verbatim into a composite list of goals by category without identification of who made each suggestion. This enables you to see the whole picture. 7. Give yourself flexibility by not publicly staking positions in advance of the January 31, 2009 Council.Goal-Setting.Workshop._._- ----- 8. Use this process as a way to learn from citizens and Council colleagues about what's important. 9. Explore areas where the Council can come together for positive action. 10. Recognize that this is an important step, but only the first step, in the planning and budgeting for the next two years. Goal-Setting Process for 2009-11 Page 14 ATTACHMENT 5 Council Member Candidate Magor City Goals Please prepare up to 7 candidates for Major City Goals below and submit them to Finance by Monday, January 26, 2009. Finance will then compile a verbatim, composite list by topic without identifying who submitted the particular statements. Please refrain from releasing your personal list so that each Council member has flexibility to review all of the submissions and discuss them at the Council Goal-Setting Workshop before staking a position. An electronic version of this form will be provided to you. O O -- ------ ---- - ---- ---- --------- -----. - - - ----------------- O O Note: Council Members will receive a copy of this form in the notebooks provided on January 9 and via e-mail Goat-Setting Process for 2009-11 Page 15 ATTACHMENT 6 Criteria for Major City Goals 1. Be legitimate to our genuine beliefs (real, supported). 2. Agreed upon by a Council majority. 3. Focused in number for comprehension, communication and focus. 4. Set forth in one document—the Financial Plan. ---------------- 5. Be clear and understandable. 6. Established as a high priority and a real commitment. 7. Reflect major goals that cannot be achieved without Council support. 8. Translated into the objectives of employees at all levels of the organization. 9. Created within a supportive atmosphere where participants are not afraid to state their suggestions for improving goals or objectives. 10. Reflect genuine consensus: while unanimous agreement is not required, they should be accepted to the point where resistance to them is reduced or eliminated. _. .__.. _ . ......__ . . _ _. .._ .. .. --- ..-. - - - - - - -- ------- -- ------ - —1-50� tY Attachment- 4-`A san tuts OBISp0 COMMUNITY BUDGET BULLETIN What are the most important things for the City to accomplish over the next two years? The Council wants your help in answering this question. And with the very tough fiscal outlook facing the City, which would be much worse without Measure Y revenues, it's an especially important question this budget season. Next June,the Council will approve a two-year budget for implementation of a new neighborhood patrol program 2009-11. In San Luis Obispo,this is much more than a and delete$2.4 million in capital projects,including "numbers"document:the budget determines the City's $925,000 for street paving. Because of these short-term priorities and sets our course for the next two years. actions,we will begin 2009-11 with a balanced budget. Long-term budget-balancing strategies will be developed Very Tough Fiscal Outlook. The City is facing another as part of the 2009-11 Financial Plan. very tough budget season. While Measure Y revenues continue to be a bright spot—in fact,without them we Goal-Setting Process. Our City's budget is based on would be facing a dire fiscal situation instead of"just"a goals established by the Council before the staff begins very tough one—all of the other bright spots have preparing the preliminary budget. The Council develops darkened from two years ago. Key challenges include: these goals only after hearing from the community. Even with the passage of Measure Y in November 2006,which • Adverse Economy. The national and state established a City%2-cent sales tax,our resources are very economies are experiencing their greatest downturns limited. This is especially true given the tough fiscal since the Great Depression. While we are better economic situation facing us,so we need to hear from you positioned than many communities to deal with this, about what is truly important for our community—what we are not immune to these powerful economic our highest priorities should be over the next two years. forces. We-have seen—and will continue to see— adverse trends in our top three General Fund revenues We need your help in two important ways: of sales,property and transient occupancy taxes. O Fill out and return to us the brief questionnaire on • Adverse State Fiscal Outlook. Our City was spared the reverse side of this bulletin. You can mail it, fax it, large budget reductions in the State budget process email it or drop it by any City office. earlier this year. However,the State is now facing an added$28 billion deficit on top of the cuts it has A Attend our Community Forum on January 15,2009 already made for the current fiscal year. While it is from 6:30 to 9:30 PM at the Ludwick Community possible that we may again escape any deep State Center,864 Santa Rosa Street. This forum is an budget cuts,this major threat will continue to hang opportunity to present your ideas to the Council and over us for the foreseeable future. discuss them with other community members. It's a chance not only to provide your own input but also to see Along with these challenges,the City will face how your ideas fit in a broader community context. unanticipated staffing cost increases of$2.3 million annually due to an arbitration decision in June 2008. City staff will compile the results for the Council to review in advance of its goal-setting workshop on Short-Term Budget Actions So Far. On September 30, Saturday,January 31,2009,when the Council will 2008,the Council took action to"re-balance"the budget consider all of the public input it has received insetting by closing a gap of$4.8 million in the current year. The major City goals for the next two years. most significant of these actions was to"freeze" If you have any questions about the City's goal-setting and budget process,please contact Bill Statler, Director of Finance& Information Technology,at 781-7125 or bstatler@slocity.org. ® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities. /�� Telecommunications Device for the Deaf(805)781-7410. AttechmelnOE What are the most important things for the City to accomplish over the next two years? Please share with us the three to five things that you believe should be the City of San Luis Obispo's most important,highest priority goals to achieve during 2009-11. O11=11= . Mll For background © information in preparing your goals,the following emerged as Measure Y © priorities two years ago in the 2007-09 Financial Plan: 0 • Public safety, including restoring cut traffic patrol, Fire Marshall and © training positions . Neighborhood paving and deferred street maintenance Are there any services or programs that you believe the City should reduce or eliminate to save money in funding your top priorities? • Traffic congestion relief • Creek &flood protection • Senior services and facilities programs e Neighborhood code enforcement • Open space preservation -----------------------------------Fold a, 7aeeNerefoC Zing ________-___-_ --------------------- [Prepaid mailing information goes hereafter this is converted to PDF file] 1-17 o Attachment g O ° cam• go4.m w o� (43 (S z R Eo cc C cc 0 � .C CL - ? zio o v vs X to v Ey y O V y 0 11 N U U ow ^ a� m � O u) O O W C I U L • R oi0 �o J 3 OHS O C y T Q O.� U O t4 m OCOO O• cCC V] U NV's �_.'•Y.+ N .0 N C m •_• N i U E O N'O • m a� F" CDE2 U { > O� ^• O :Q Ft U L - G o E fo 7 0 h 20 T'b o10" p C4� � G'NO .E O V CW 3 >,> o CS a B °0 N O O OO qG y L C m • �d ty0 0 tO.) 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T c 5 .. .° C ° 1 0 =� ani E x� �°> y v o °o v o 3 Fes- .aci V p C i v = C ou Lr.3 p t ° o > y C 3 = 0 R o d O o : `°°. ° c c� x =' a � �°� 0 0 04 y o L0 o 00 u ca 0 .5 C ti r ;? :G v °' r C U a\ C G �' ti ° U C .a y .5 • .+ a0 0 N 3 V c7 Vi O > c C Q aS y O C Q v U fj� = m N O .fl � cc 3 mr'^ 'm C N y 3 3 � C p C y cp o 0 o x a.� a� .� .£ e > > a"i p °' 0 U of a rp O m °' — F .r .a c 0 C O 3 7 y y "o Zc p4 h o scc c 5 oUp -o 3 .. c.0. $ C7 Q 3 UQ zano E .0 R � A � 2 ci .0 004.0 P. > H y .0 3s ow. U= 0 ATTACHMENT 9 2009-11 Financial Plan Schedule When What September 2,2008 Council . Approves Financial Plan process and schedule. September 30,2008 Council • Reviews fiscal update and approves short-term budget actions in Special Workshop . closing gap in 2008-09. 7:00 PM to 10:00 PM October 9,2008 City Manager 0 Updates advisory body chairs on the goal-setting process. November 10,2008 Advisory Bodies • Provide recommended goals to Finance. November 17,2008 Finance . Distributes consolidated listing of draft recommended goals to advisory bodies for their review. November 20,2008 Council . Holds workshop on status of General Plan and programs,long-term Special Workshop capital improvement plan(CIP),Major City Goals,objectives and CIP 7:00 PM to 10:00 PM projects;and general fiscal outlook. December 16,2008 Council . Finalizes goal-setting process;considers Financial Plan policies and Regular Meeting organization;reviews audited financial results for 2007-08;and discusses results of General Fund five-year fiscal forecast. December 29,2008 Finance • Receives any changes in goals from advisory bodies. January 15,2009 Council a Holds community forum at the Ludwick Community Center. Special Workshop 6:30 to 9:30 PM January 31,2009 Council • Holds goal-setting workshop:discusses candidate goals presented at Special Workshop January 15 community forum;discusses Council member goals 8:30 AM to 4:00 PM distributed on January 29;prioritizes and sets major City goals. February 3,2009 Council • Finalizes goals and priorities(if needed). February 24,2009 Council • Considers mid-year budget review. Special Workshop 7:00 PM to 10:00 PM March 19,2009 Departments • Submit budget requests and major City goal work programs. April 14,2009 Council • Approves detailed work programs for Major City Goals. Special Workshop • Sets strategic budget direction in preparing Preliminary Financial Plan. 7:00 to 10:00 PM' April to Mid-May Budget Review Team, . Analyze department budget requests;hold briefings with departments; Finance prepare revenue estimates; make recommendations to the City Manager. May 28,2009 City Manager • Finalizes budget recommendations and issues preliminary budget. June 4,9,11,2009 Council • Holds evening workshops to review and discuss Preliminary Budget: Special Workshops — June 4:Overview and General Fund operating programs. Preliminary Budget — June 9:General Fund CIP projects. 7:00 to 10:00 PM — June 11:Enterprise Fund programs,CIP projects and.rates. June 10,2009 Planning Commission a Reviews CII'for General Plan consistency. June 16,2009 Council • Holds continued Financial Plan review and adopts budget. (Holds special meeting on June 23 to continue review and adopt budget if required.) Rey Council Dates in Bold 1-,20 ATTACHMENT 9 Goal-Setting and the Budget Process 2009-11 Financial Plan Advisory Bodies Letters from Community Groups Community Surveys Letters from Individuals Goal-Setting Input ilmffl A"K oil 61 1 ��W , Fiscal Forecast 's Current 2-Year Long-Term Plans, Goals ' Goals & Policies "November 20, 2008 Council Goal-Setting *'December 16, 2008 "Setting the Table" Workshop "Budget Foundation" Budget Workshop January 31, 2009 Workshop Staff Budget Preparation 1 Major City Goal Work Programs & Strategic Budget Direction: April 14 Preliminary Budget: May 28 Budget Workshops: June 4, 9 and 11 Adopted Budget: June 16, 2009 city of San LUIS OBISPO