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President's Work Group on Improvements to Budget Process - Final Report & Recommendations.
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The President’s Work Group on Improvements to the Budget Process was created in response to the adoption of Resolution, Legislative File No. 08238 by the Common Council on February 26, 2008 (see attached resolution).
Members of the President’s Work Group on Improvements to the Budget Process included:
CCOC Appointments: Ald. Brenda Konkel, District 2 and Ald. Michael Schumacher, District 18
Board of Estimates Appointments: Ald. Zach Brandon, District 7 and Ald. Satya Rhodes-Conway, District 12
Common Council President, Ald. Tim Bruer, District 14
President’s Designee - President Pro Tem, Ald. Mark Clear, District 19
Alternates: Ald. Mike Verveer, District 4 and Ald. Judy Compton, District 16
The work group met three times: May 16, 2008, May 27, 2008 and June 4, 2008. Guy Van Rensselaer (Organizational Development Specialist/City Organization Development & Training) facilitated the meetings (see attached meeting handouts/notes).
The following is the list of improvements to the budget process that were identified by the work group:
Identified Improvements to the Budget Process
1. Room structure (BOE meetings)
2. Provide Department information to Council prior to introduction
3. Create an earlier budget introduction date
4. Move amendment due dates up by one day (not on Friday’s)
5. Create incentives to reward working within the process
6. Better explanation of process (closer to budget time)
7. Get everyone/increase attendance at BOE meetings
8. Public engagement with budget
9. Don’t schedule budget 3 nights in a row
Recommendations were categorized into two groups; a set of short-term solutions that can be implemented in time for this year’s (2009) budget cycle, and longer-term objectives for next year and beyond.
Recommendations to improve the 2009 Budget Process
1. Room structure (Board of Estimates meetings on the budget)
o Reserve space equivalent to Room 201
o Chairs for each alder
o Improve use of microphones/amplification system
o Encourage every alder who to attend
o Stress that all alders are equal participants at the meetings
o Operate Board of Estimates meetings as a meeting of the Common Council Committee of the Whole
Responsible for implementation: Comptroller’s Office and Council Leadership
2. Provide Department information to Council prior to introduction
o Provide Council members with agency requests earlier in the budget process (full requests if available)
o Revenue estimates
Responsible for implementation: Comptroller’s Office and Mayor’s Office
3. Move amendment due dates up by one day (not Fridays)
o Introduce amendments one day earlier
o Return amendments one day earlier
o At BOE and Council
Responsible for implementation: Comptroller’s Office and CCOC
4. Get everyone/increase attendance at BOE meetings
o Food
o Remind department’s about BOE meeting dates
o Communication from Council President
o Schedule later
Responsible for implementation: Council President and CCOC
Recommendations to improve the Future Budget Processes
1. Increase public involvement with the budget process
2. Investigate the feasibility of moving up introduction dates in order to give Council members more time to study the budget.
Attachments:
Resolution, Legislative File No. 08238 - Adopted by Common Council 2/26/08
Budget Process Improvement Handout - developed from 5/27/08 and 6/4/08 Meetings
Substitute Resolution, Legislative File No. 11091 - Adopted by Common Council 7/15/08