AGENDA #11
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposed Calendar for Council Meetings through December 2005, Including the 2004-05 Budget Process
DATE: September 7, 2004
The attached resolution would adopt a calendar of Council meetings through December 2005.
BACKGROUND
Section 2-3 of the Town Code establishes a schedule of regular business meetings of the Council on the second and fourth Mondays of most months, and public hearing meetings normally on the third Mondays of January through June and September through November.
In September, the Council normally adopts a calendar for the following year (in this case through December 2005) with any changes needed due to holidays and other events. The attached material outlines the proposed calendar from September 2004 to December 2005.
DISCUSSION
The proposed calendar includes schedules for:
1. Preparation of the annual budget and 15-year capital improvement program.
2. General planning session of the Council on Thursday, January 13, 2005 (so as not to conflict with observances honoring Martin Luther King, Jr. that are normally scheduled on the Friday before the holiday).
3. A public forum and action by the Council on potential legislative requests during the 2005 session of the General Assembly.
4. Preparation of plans to use grants for:
· public transit,
· community development,
· public housing renovations,
· the Town's public housing operating budget, and
· the County-wide HOME program.
5. Consideration of performance agreements with human services agencies, use of hotel/motel taxes for visitor information services and support of cultural events.
6. Consideration of a tax rate for the Downtown Tax District.
7. Joint planning hearing dates reserved on the fourth Thursday in March 2005 (March 24), and the third Thursday in October 2005 (October 20), and subject to concurrence by the Town of Carrboro and Orange County.
8. Assembly of Governments meeting dates reserved on the fourth Thursday in April 2005 (April 28) and the fifth Thursday in September 2005 (September 29).
General Comments:
The proposed processes and meeting dates are similar to those adopted by the Council for 2003-04. For example, the budget process includes public forums in late January and late March, a public hearing in mid-May, and several dates for work sessions of the Council.
We recommend continuing to have presentations by advisory boards and commissions early in the budget process, in mid- to late-February. We also recommend including presentations by department heads to the Council, as in recent years. We recommend that this year’s department head presentations begin on February 23, because of the National League of Cities meeting from March 11-15 and the University’s Spring Break from March 11-20. We recommend continuing to hold these budget work sessions early in the budget process to allow the Council time to consider the information presented by advisory boards and department heads.
No meetings are scheduled for July and August.
Holidays, Annual Meetings, etc.
As in past years, the proposed calendar takes into account holidays, religious observances, the annual meeting of the N.C. League of Municipalities in October, and the spring breaks in the University's and City Schools' calendars.
· The first business meeting in March is proposed for March 7, due to a National League of Cities meeting from March 11-15.
· The University’s and Chapel Hill-Carrboro City Schools’ Spring Breaks do not coincide in 2005. The University’s Spring Break is scheduled from March 11-20; the Chapel Hill-Carrboro Schools’ Spring Break is from March 25 - April 1.
We suggest that some meetings that need to be rescheduled from Mondays be held on Wednesdays, thus avoiding overlap with Planning Board and Transportation Board meetings usually held on the first and third Tuesdays of each month. We note meetings on:
· January 19 (to avoid conflict with Martin Luther King, Jr. holiday)
· January 26 (Public Hearing on the Budget);
· February 23 and 25 (Budget Work Sessions);
· March 23 (Public Forum on the Budget); and
· March 30 (to avoid conflict with Easter Monday).
Additional Options
a. 2005 Budget Forum and Hearing Dates
The proposed forum and hearing dates are scheduled for Wednesday, January 26 and Wednesday, March 23. We recommend scheduling the budget forums and hearings separate from the regular business meetings of the Council so that Council meetings are not unduly long.
b. Budget Development Schedule
We propose the following budget work session schedule. As in past years, we have rotated the starting times for the work sessions.
|
Date |
Day of Week |
Meeting |
|
January 13 |
Thursday |
Council planning session; including budget/finance (8:30 a.m.)
|
|
January 26 |
Wednesday |
Public Hearing on Budget and Related Items (7:00 p.m.)
|
|
February 9 |
Wednesday |
Budget Work Session – Meet with Advisory Boards and Others (4:00-7:00 p.m.) |
|
February 16 |
Wednesday |
Budget Work Session – Meet with Advisory Boards and Others (5:30-8:30 p.m.) |
|
February 23 |
Wednesday |
Budget Work Session – Department Presentations (4:00-6:00 p.m.) |
|
February 25 |
Friday |
Budget Work Session – Department Presentations (12 noon-5:00 p.m.) |
|
March 7 |
Monday |
Business Meeting – Action on related budget items; submittal of Public Housing Program operating budget (7:00 p.m.) |
|
March 23 |
Wednesday |
Public Forum – Status Report on 2004-05 Budget (7:00 p.m.)
|
|
April 6 |
Wednesday |
Budget Work Session (4:00-6:00 p.m.)
|
|
April 25 |
Monday |
Business Meeting – Submittal of recommended budget (7:00 p.m.) |
|
April 27 |
Wednesday |
Budget Work Session (5:30-7:30 p.m.)
|
|
May 11 |
Wednesday |
Public Hearing on Recommended Budget and related items (7:00 p.m.) |
|
May 18 |
Wednesday |
Budget Work Session (4:00-6:00 p.m.)
|
|
June 13 |
Monday |
Consideration of adopting budget and related items (7:00 p.m.)
|
|
June 27 |
Monday |
Consideration of performance agreements (7:00 p.m.)
|
c. Meetings of the School Board and OWASA Board
The proposed schedule also takes into account the regular schedule of meetings in the Council Chamber of the Board of Education on the first Thursdays of most months and of the OWASA Board of Directors on the fourth Thursdays of most months.
d. Other
We have attempted to avoid scheduling meetings on the first Monday of each month based on the request of a Council member. However, three meetings on the first Monday are included in this proposed calendar:
· March 7, 2005 (adjusted for NLC Congressional City Conference).
· November 7, 2005 (moved three meetings scheduled for November up one week each to avoid the Thanksgiving holidays).
· December 5, 2005 (Organizational Meeting adjusted for the NLC Congress of Cities meeting).
Reflecting the interests of the community and the traditions of the Council, we have attempted to schedule meetings that do not conflict with the times of UNC Men’s basketball home games. We note one conflict:
· February 16, 2005 Budget Work Session with Advisory Boards, 5:30-7:30 p.m. (game scheduled to begin at 7 p.m.)
CONCLUSION
Any schedule of meetings is subject to change by the Council in the future if there is a need for additional meetings or other changes. Adopting a calendar at this time would be useful to boards and commissions and citizens' groups who will schedule meetings in coming months.
RECOMMENDATION
That the Council adopt the attached resolution.
A RESOLUTION ADOPTING A CALENDAR OF COUNCIL MEETINGS THROUGH DECEMBER 2005 (2004-09-07/R-17)
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
September |
Tuesday |
7 |
Business |
|
|
|
Monday |
13 |
Business |
|
|
|
|
15-16 |
|
Rosh Hashanah (sundown on Wednesday the 15th through sundown on Thursday the 16th) |
|
|
Monday |
20 |
Hearing |
|
|
|
|
24-25 |
|
Yom Kippur (sundown on Friday the 24th through sundown on Saturday the 25th) |
|
|
Monday |
27 |
Business |
|
|
|
Wednesday |
29 |
Assembly of Governments |
Southern Human Services Center, 7:30 p.m. |
|
October |
|
Columbus Day observed ( not a Town holiday) |
||
|
|
Business |
|
||
|
|
|
University Day |
||
|
|
|
UNC Fall Break (5:00 Wednesday the 13th through Sunday the 17th) |
||
|
|
Hearing |
|
||
|
|
Joint Planning Hearing |
Southern Human Services Center, 7:30 p.m. |
||
|
|
|
NCLM Conference (Sunday the 24th through Tuesday the 26th) |
||
|
|
Business |
|
||
|
November |
Tuesday |
2 |
|
Election Day |
|
|
Monday |
8 |
Business |
|
|
|
Thursday |
11 |
|
Veterans Day ( not a Town holiday) |
|
|
Monday |
15 |
Hearing |
|
|
|
Monday |
22 |
Business |
|
|
|
Thursday, Friday |
25-26 |
|
Thanksgiving holidays |
|
November |
|
30 |
|
NLC Congress of Cities (Tuesday the 30th through Saturday the 4th) |
|
December |
|
1-4 |
|
NLC Congress of Cities continues (Tuesday the 30th through Saturday the 4th) |
|
|
|
7-8 |
|
Hanukkah (sundown on Tuesday the 7th through Wednesday the 8th) |
|
|
Monday |
6 |
Business |
|
|
|
|
19 |
|
UNC December Commencement (Sunday) |
|
|
|
24, 27-28 |
|
Christmas holidays (Friday, Monday, and Tuesday) |
|
|
Friday |
31 |
|
New Year’s Day holiday |
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
January |
Saturday |
1 |
|
New Year’s Day |
|
|
Monday |
10 |
Business |
Human Services Advisory Board’s annual Needs Report |
|
|
Thursday |
13 |
Planning Session |
8:30 a.m., location TBD; includes budget/ financial overview |
|
|
Monday |
17 |
|
Martin Luther King, Jr. holiday |
|
|
Wednesday |
19 |
Hearing |
|
|
|
Monday |
24 |
Business |
|
|
|
Wednesday |
26 |
Public Forum |
Budget, capital program, Comprehensive Grant, HOME program, Community Development grant, Downtown Service District; potential legislative requests |
|
February |
Wednesday |
9 |
Budget Work Session |
Advisory board presentations; presentation by Downtown Economic Development Corporation; 4:00-7:30 p.m. |
|
|
Monday |
14 |
Business |
|
|
|
Wednesday |
16 |
Budget Work Session |
Advisory board presentations; presentation by the Visitors Bureau; 5:30 – 8:30 p.m. |
|
February |
Monday |
21 |
|
Presidents Day (Monday; not a Town holiday) |
|
|
Monday |
21 |
Business |
|
|
|
Wednesday |
23 |
Budget Work Session |
Presentation by Departments; 4:00 – 6:00 p.m. |
|
|
Friday |
25 |
Budget Work Session |
Presentation by Departments; 12 noon – 5:00 p.m. |
|
|
Monday |
28 |
Business |
|
|
March |
Monday |
7 |
Business |
Submittal of proposed 2005-2006 public housing budget;
Consideration of adopting legislative program;
Submittal of potential changes to service plan for Downtown District for public hearing on May 11
Request to County for Library, Parks and Recreation and Project Turnaround funding; authorizing boards to make presentations to the County Commissioners |
|
|
|
11-15 |
|
NLC Congressional City Conference (Washington, D.C.) |
|
|
|
11-20 |
|
UNC Spring Break (5:00 Friday the 11th through Sunday the 20th) |
|
|
Monday |
21 |
Hearing |
|
|
|
Wednesday |
23 |
Public Forum |
Status report on development of 2005-2006 budget; capital program; Comprehensive Grant, HOME grant program, CD grant; and changes to the Downtown Service District service plan |
|
|
Friday |
25 |
|
Good Friday holiday |
|
|
|
25-1 |
|
Chapel Hill-Carrboro Schools Spring Break (Friday the 25th through Friday the 1st) |
|
|
Monday |
28 |
|
Easter Monday (not a Town holiday) |
|
March |
Wednesday |
30 |
Business |
|
|
April |
Wednesday |
6 |
Budget Work Session |
If desired; 4:00 – 6:00 p.m. |
|
|
Monday |
11 |
Business |
Recommendation by the Human Services Advisory Board on the total amount to be allocated for human services performance agreements in 2005-2006 |
|
|
Monday |
18 |
Hearing |
|
|
|
|
23-24 |
|
Passover (sundown on Saturday the 23rd through Sunday the 24th) |
|
|
Monday |
25 |
Business |
Submittal of: · recommended budget and capital program · proposed plans for using grants: 1. Comprehensive grant, 2. HOME program, and Community Development grant |
|
|
Wednesday |
27 |
Budget Work Session |
If desired; 5:30 – 7:30 p.m. |
|
|
Thursday |
28 |
Assembly of Governments |
Tentative; Southern Human Services Center, 7:30 p.m. |
|
May |
Monday |
9 |
Business |
|
|
|
Wednesday |
11 |
Budget Public Hearing |
Budget, capital program, Downtown Service District, transportation grant |
|
|
|
15 |
|
UNC Commencement (Sunday) |
|
|
Monday |
16 |
Hearing |
|
|
|
Wednesday |
18 |
Budget Work Session |
4:00-6:00 p.m. |
|
|
Monday |
23 |
Business |
|
|
|
Monday |
30 |
|
Memorial Day holiday |
|
June |
Monday |
13 |
Business |
Consideration of 2005-06 Budget; CIP; related items |
|
|
Monday |
20 |
Hearing |
|
|
June |
Monday |
27 |
Business |
Consideration of performance agreements: · visitor information and cultural events funded with hotel-motel taxes, · human services (including recommendations by Human Services Advisory Board) and · Downtown Service District; year-end budget amendment |
|
July |
Monday |
4 |
|
Independence Day holiday |
|
August |
|
|
|
|
|
September |
Monday |
5 |
|
Labor Day holiday |
|
|
Monday |
12 |
Business |
|
|
|
Monday |
19 |
Hearing |
|
|
|
Monday |
26 |
Business |
|
|
|
Thursday |
29 |
Assembly of Governments |
Tentative; Southern Human Services Center, 7:30 p.m. |
|
October |
|
3-4 |
|
Rosh Hashanah (sundown on Monday the 3rd through sundown on October the 4th) |
|
|
Monday |
10 |
|
Columbus Day ( not a Town holiday) |
|
|
Monday |
10 |
Business |
|
|
|
|
12 |
|
University Day (Wednesday) |
|
|
|
12-13 |
|
Yom Kippur (sundown on Wednesday the 12th through sundown on Thursday the 13th) |
|
|
|
16-18 |
|
NCLM Conference (Sunday the 16th through Tuesday the 18th) |
|
|
Wednesday |
19 |
Hearing |
|
|
|
|
19-23 |
|
UNC Fall Break (5:00 Wednesday the 19th through Sunday the 23rd) |
|
|
Thursday |
20 |
Joint Public Hearing |
Tentative; Southern Human Services Center, 7:30 p.m. |
|
|
Monday |
24 |
Business |
|
|
November |
Monday |
7 |
Business |
|
|
|
Tuesday |
8 |
|
Election Day |
|
November |
Friday |
11 |
|
Veteran’s Day (not a Town holiday) |
|
|
Monday |
14 |
Hearing |
|
|
|
Monday |
21 |
Business |
|
|
|
Thursday-Friday |
24-25 |
|
Thanksgiving holiday |
|
December |
Monday |
5 |
Organizational Meeting |
|
|
|
|
6-10 |
|
NLC Congress of Cities (Tuesday the 6th through Saturday the 10th) |
|
|
|
16 |
|
Hanukkah (sundown on Friday the 16th through |
|
|
|
18 |
|
UNC December Commencement (Sunday) |
|
|
Thursday, Friday, and Monday |
22, 23, 26 |
|
Christmas holidays |
This the 7th day of September, 2004.