Budget Briefing Schedule
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A memo from Honolulu City Council Budget Chair Ann Kobayashi to the Carlisle administration laying out the schedule for annual budget briefings set to begin in March 2012.

A memo from Honolulu City Council Budget Chair Ann Kobayashi to the Carlisle administration laying out the schedule for annual budget briefings set to begin in March 2012.

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Budget Briefing Schedule Document Transcript

  • 1. CITY COUNCIL CITY AND COUNTY 0 F HONOLU LU H 0 N 0 L U L U, HAWAI I 96813-3065ANN H. KÔBAYASHICOUNCILMEMBER, DISTRICT 5 r~CHAIR, COMMITTEE ON BUDGETTELEPHONE: (808) 768-5005FAX: (808) 768-1227 (~)EMAIL: akobayashi~honoIuIu.gov —Cl N)February 3, 2012 c-flMr. Douglas S. Chin, Managing DirectorManaging Director’s Office530 South King Street, 3’~FloorHonolulu, Hawaii 96813Dear Mr. Chin:Subject: BUDGET COMMUNICATION NO. 2 Fiscal Year 2013 Departmental Budget Briefing Procedures and ScheduleAttached for your information is the Annual Budget Review’s Departmental Budget BriefingSchedule for Fiscal Year (FY) 2013. Please note that this year’s briefings will start with theAdministrative Overview followed by Departmental Capital (CIP) and Operating BudgetReviews.Please have each department submit 20 copies oftheir presentation to the Budget CommitteeAide, Ms. Darcie Ching, before or at the time of their scheduled presentation.Presentations should be designed as follows:Administrative OverviewPresentation to contain, but not limited to, the following (please present in a graphicpresentation):1. Policies and priorities that guided preparation of the FY13 Operating and CIP budget and program.2. Comparison of the FY12 Operating and CIP budget to the FY13 Operating and CIP budget by Source ofFunds and by Function (pie charts).3. Projections for FY13 through FY23 for the amount ofnew General Obligation (GO) bond issuances, GO requirements and net debt issuance. COUNCIL COM. 26
  • 2. Mr. Douglas S. ChinFebruary 3, 2012Page 24. Projections for FY13 through FY23 for the amount of debt service, in total amount and as a percentage of the Operating budget, associated with the net debt issuance determined above in item #2.5. A graph depicting: a) the amount of the City’s outstanding debt as of the date ofthe presentation, including that which can be legally excluded; and b) the amount ofthe City’s current authorized, but un-issued debt, as ofthe date of the presentation.6. Details of the bond issuances and/or restructuring (including commercial paper) proposed for FY13. Details should include but not be limited to the amount of issuance/restructuring, estimated interest rate, term, structure, projected date of issuance, and projected annual debt service payments.7. A graph depicting unreserved, undesignated fund balances (General Fund & Highway Fund), and unrestricted net assets (Sewer and Solid Waste Funds) from FY07 to FY11.8. A graph depicting budget revenues for FY11, actual revenues for FY11, budgeted revenues for FY12 and proposed revenues for FY13 and the percentage change between the same.9. A graph showing expenses divided into fixed (uncontrollable) and discretionary (controllable) for FY11 budgeted expenses, FY11 actual expenses, FY12 budgeted expenses, FY12 projected actual expenses, and FY13 proposed expenses and the percentage changes between each of those years.10. List of fee charges by department and identify any proposed increase from FY12 to FY13 and justification for proposed increase.Departmental Budget Briefing ScheduleEach Department will make one presentation, which will cover both CIP and Operating budgets.Departments should allow not more than 15-20 minutes to present their departmental budgets inorder to have adequate time for questions and answers after the presentation.
  • 3. Mr. Douglas S. ChinFebruary 3, 2012Page 3Capital Budget ReviewPro/ect Review -In view of the City’s increasing debt burden, new CIP projects should be justified as to: (1) whythey are necessary; and (2) why they must be implemented in this budget cycle. This requirementfor justification includes projects that received planning and/or design funding in the past, buthave not yet gone out to bid. Ongoing projects should be discussed in terms oftheir currentstatus, projected completion date and amounts expended and encumbered to date versus amountsappropriated.Multiple Work PhasesVery few projects appropriating funds for both pre-construction (i.e., land acquisition, planning,design) and construction work phases within the same budget ordinance are implemented withinthe 24-month fiscal year. Therefore, pleasejustify why projects proposing such multi-phasefunding in a single fiscal year should be appropriated. Explain in detail how all proposedbudgeted phases would be implemented in the same fiscal year.Operating Budget ReviewI am requesting that the Operating Budget Review Presentations be brief and focused on thedepartmental budgets, not on background about the departments. A hard copy of eachdepartment’s presentation should be available to all councilmembers before or at the time of adepartment’s designated briefing slot.Each department’s Operating budget review should contain:1. Details of changes between the FY12 and FY13 Operating budgets.2. Discussion of budget issues new proposals or changes in operations. -3. Discussion ofvacancies, including the current number of vacant positions, the number of vacancies that are expected to be filled by July 1, the number of vacancies that are expected to be filled during FY13, and the number ofvacant positions that may be abolished.4. Discussion of changes in revenue sources for the department’s budget.
  • 4. Mr. Douglas S. ChinFebruary 3, 2012Page 4Departmental Budget Briefing ScheduleAdherence to the Departmental Budget Briefing Schedule should be made a priority. However,should a department wish to change the designated slot for its presentation, the followingprocedure is to be followed:1. Requests for changes will only be accepted on or before Friday, February 10, 2012.2. Each department wishing to make a change must confer with the department they wish to exchange slots with. The initiating department will then call the Budget Committee Aide, Darcie Ching, at Extension 83819 to confirm the switch.Your cooperation with the above process would be appreciated. I look forward to an informativedepartmental budget review.Sincerely,ANN H. KOBA I, ChairCommittee on BudgetAttachment: Departmental Budget Briefing Schedulecc: All City Departments
  • 5. COMMITTEE ON BUDGET CITY COUNCIL CITY AND COUNTY OF HONOLULU Voting Members: HONOLULU, HAWAII 96813-3077 Ann H. Kobayashi, Chair Tulsi Gabbard, Vice Chair Ikaika Anderson Romy M. Cachola Stanley Chang NOTICE FY 2012-2013 ANNUAL BUDGET REVIEW DEPARTMENTAL BUDGET BRIEFING SCHEDULE COMMITTEE MEETING ROOMMonday, March 12, 2012 — Administrative Overview and CIP and Operating BudgetReview by Department9:00 a.m. Administrative Overview Office of the Mayor/Managing Director (Office of Economic Development, Waikiki Development, Film Office, Culture and Arts, Neighborhood Commission, Office of Housing) Department of Budget and Fiscal Services Liquor Commission12:00p.m. Recess1:00 p.m. Department of Community Services Department of the Corporation Counsel (Ethics Commission) Royal Hawaiian Band Department of Customer ServicesTuesday, March 13, 2012— CIP and Operating Budget Review by Department9:00 a.m. Department of Design and Construction Department of Emergency Management Department of Emergency Services (EMS, Ocean Safety) Department of Enterprise Services (Auditoriums, Golf Courses, Zoo, Concessions)12:00p.m. Recess1:00 p.m. Department of Environmental Services Department of the Medical Examiner Department of Facility Maintenance
  • 6. FY2012-2013 Annual Budget ReviewDepartmental Briefing SchedulePage 2Wednesday, March 14, 2012 — CIP and Operating Budget Review by Department9:00 a.m. Honolulu Fire Department Department of Human Resources Department of Information Technology Department of Parks and Recreation12:00 p.m. Recess1:00 p.m. Honolulu Police Department Department of Planning and PermittingThursday, March 15, 2012 — CIP and Operating Budget Review by Department9:00 a.m. Department of Transportation Services Honolulu Authority For Rapid Transportation Department of the Prosecuting Attorney12:00p.m. Recess1:00 p.m. Legislative Branch (City Auditor, City Clerk, City Council, Council Services Committee Overview of Budget PresentationsFriday, March 16, 2012 — CIP and Operating Budget ReviewFriday, March 16, 2012 will be set as a contingent day in the case Committee membershave additional requests for any department on particular projects and/or programs. * * * * * * * * ** * ** * * * * * *Date and time of briefings are subject to change.Persons wishing to present oral testimony may raise their hand at the time the CommitteeChair calls for individuals desiring to speak. Public testimony will be taken at the end ofeach day, after all department presentations have concluded. Each speaker will be limitedto a one-minute presentation. Written testimony may be faxed to 768-3827.Any disabled person requiring special assistance should call 768-3819 for details.The video of the full proceedings of this meeting will be available for viewing after themeeting at http://wwwl .honolulu.qov/cameras/council/index.htm or a copy ofthe video maybe requested by calling the City Clerk’s Office at 768-5822.