HomeMy WebLinkAboutItem 07 FY22 Budget Committee Process Discussion AGENDA ITEM SUMMARY Meeting Date: 2/16/2021
Meeting Type: Regular Meeting
Staff Contact/Dept.: Nathan Bell / Finance
Staff Phone No: 541-726-2364
Estimated Time: 45 Minutes
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Provide Financially
Responsible and
Innovative Government
Services
ITEM TITLE: FY22 BUDGET COMMITTEE PROCESS DISCUSSION
ACTION
REQUESTED:
Provide feedback to staff on the structure of a remote Fiscal Year 2022 (FY22)
Budget Committee process.
ISSUE
STATEMENT:
In response to the ongoing Coronavirus Disease 2019 (COVID-19) pandemic and
the associated executive orders restricting public gatherings and requiring social
distancing, City staff will again be conducting a virtual Budget Committee process.
Based on the experience from the prior year’s process, City staff is proposing a
similar process with the exception of returning to four scheduled evening meetings.
This process is outline below in the Discussion section. City staff is requesting
guidance on how to proceed.
ATTACHMENTS: Attachment 1: Budget Calendar
DISCUSSION/
FINANCIAL
IMPACT:
The ongoing COVID-19 pandemic and related executive orders and best practices
has resulted in the City of Springfield again conducting a virtual Budget Committee
process that complies such orders and best practices as well as Oregon Budget Law.
The outline of this year’s recommended process is as follows:
• Department presentations will be prerecorded, limited to 12 minutes, and posted
to the City’s website on April 7th, 2021.
• Budget materials will be available electronically April 7th, 2021 and in printed
form April 19th, 2021.
• Finance staff encourages the submission of budget questions prior to the first
Budget Committee meeting and will share the questions and answers in a
memorandum format emailed to Budget Committee members and posted to the
City’s website. Email questions to budget@springfield-or.gov.
• The City will be using Zoom for the virtual Budget Committee process and will
offer trainings to Budget Committee members unfamiliar with the technology.
Public access information will be included in all public notices.
• Four meetings have been schedule for April 27th, May 4th, May 11th, and May
18th 2021.
• Finance staff will conduct training at the beginning of the first meeting as an
educational opportunity for new participants and a refresher for those returning.
• Citizens will have an opportunity for public comment each meeting through
multiple formats as explained in the FY22 Proposed Budget document.
This Budget Committee process both responds to the current pandemic situation
and meets the Council and community’s expectations for an open and deliberative
budget process.
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2 3
4 5 6 7 8 9 10
Proposed budget
and pre-recorded
presentations
posted to website
11 12 13 14 15 16 17
Budget Committee
questions received
by today will be
answered in the
memo released on
April 16th
1st memo response
to questions from
the Budget
Committee
18 19 20 21 22 23 24
Budget Committee
questions received
by today will be
answered in the
memo released on
April 23rd
Paper copies of
budget document
available
2nd memo response
to questions from
the Budget
Committee
25 26 27 28 29
Budget Committee
Meeting #1
April 2021
Attachment 1, Page 1 of 2
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1
2 3 4 5 6 7 8
Budget Committee
#2
9 10 11 12 13 14 15
Budget Committee
#3
16 17 18 19 20 21 22
Budget Committee
#4
23 24 25 26 27 28 29
30 31
Memorial Day
May 2021
Attachment 1, Page 2 of 2