AGENDA #4j

MEMORANDUM

TO:                  Mayor and Town Council

FROM:            W. Calvin Horton, Town Manager

SUBJECT:       Revisions to the Council’s Meeting Calendar

DATE:             November 22, 2004

Adoption of the attached resolution would modify the current Council calendar to incorporate meetings with a management consultant and Budget Review Advisory Committee as discussed by the Council.  The calendar adjustments also would defer meetings with advisory boards and budget presentations by department heads pending the reports of the management consultant and advisory committee.

BACKGROUND AND DISCUSSION

The Council on November 8, 2004, adopted a resolution authorizing the Manager to seek proposals from management consultants and begin the process of establishing a Budget Review Advisory Committee.  The resolution also adjusted the Council calendar to provide a reasonable period for both the consultant and the Committee to conduct their work and report to the Council.  Accordingly, the Council calendar was change to:

• Designate May 9, 2005, for presentation of the Manager’s Recommended Budget.
• Reschedule Budget Public Hearing to May 18, 2005.
• Designate June 27, 2005, for Consideration of the 2005-2006 Budget and related items.

In addition, we recommend deferring meetings wish advisory boards and budget presentations by department heads pending the reports of the Budget Review Advisory Committee and Consultant on April 11, 2005.  Meetings on February 9, 16, 23, and 25 would be removed from the Calendar.

The Council could decide at a later time how to receive the further advice of advisory boards and department heads.

RECOMMENDATION

We recommend adoption of the attached resolution amending the Council calendar.

ATTACHMENT

1. Revised Council Calendar through 2005 (p. 3).

A RESOLUTION AMENDING THE CALENDAR OF COUNCIL MEETINGS THROUGH DECEMBER 2005 (2004-11-22/R-9)

BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council’s calendar of meetings through 2005 is hereby amended as follows:

• Designate May 9, 2005, for presentation of the Manager’s Recommended Budget.
• Reschedule Budget Public Hearing to May 18, 2005.
• Designate June 27, 2005, for consideration of the 2005-2006 Budget and related items.
• Meetings scheduled for June 13, and June 20, 2005, as a public hearing and regular business meeting, respectively, are rescheduled as a regular business meeting and a public hearing, respectively.
• Defer Budget Work Sessions for advisory boards and departments originally scheduled as follows:

· February 9, 2005

· February 16, 2005

· February 23, 2005

· February 25, 2005

This the 22^nd day of November, 2004.

ATTACHMENT 1

Council Meeting Calendar

Updated as of November 8, 2004:

Remainder of 2004

Month	Day of week	Date	Type of Meeting	Notes
November	Monday	8	Business
	Thursday	11		Veterans Day ( not a Town holiday)
	Monday	15	Hearing
	Monday	22	Business
	Thursday, Friday	25-26		Thanksgiving holidays
		30		NLC Congress of Cities (Tuesday the 30^th through Saturday the 4^th)
December		1-4		NLC Congress of Cities continues (Tuesday the 30^th through Saturday the 4^th)
		7-8		Hanukkah (sundown on Tuesday the 7^th through Wednesday the 8^th)
	Monday	6	Business
		19		UNC December Commencement (Sunday)
		23, 24, 27		Christmas holidays (Thursday, Friday, and Monday)
	Friday	31		New Year’s Day holiday

2005

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
January	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	Deferred
	Monday	14	Business
	Wednesday	16	Budget Work Session	Deferred
	Monday	21		Presidents Day (Monday; not a Town holiday)
	Monday	21	Public Hearing
	Wednesday	23	Budget Work Session	Deferred
	Friday	25	Budget Work Session	Deferred
	Monday	28	Business
March	Monday	7	Business	Submittal of proposed 2005-2006 public housing budget.
		11-15		NLC Congressional City Conference (Washington, D.C.)
		11-20		UNC Spring Break (5:00 Friday the 11^th through Sunday the 20^th)
	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
March		25-1		Chapel Hill-Carrboro Schools Spring Break (Friday the 25^th through Friday the 1^st)
	Monday	28		Easter Monday (not a Town holiday)
	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 23^rd through Sunday the 24^th)
	Monday	25	Business
	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	Submittal of: · recommended budget and capital program · proposed  plans for using  grants: 1.  Comprehensive grant, 2.   HOME program, and Community   Development grant
		15		UNC Commencement (Sunday)
	Monday	16	Hearing
	Wednesday	18	Budget Public Hearing	Budget, capital program, Downtown Service District, transportation grant
	Monday	23	Business
	Monday	30		Memorial Day holiday
June		10-14		U. S. Conference of Mayors Meeting (Chicago)
	Monday	13	Business
June	Monday	20	Hearing
	Monday	27	Business	Consideration of 2005-06 Budget; CIP; related items 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
September	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 3^rd through sundown on October the 4^th)
	Monday	10		Columbus Day ( not a Town holiday)
	Monday	10	Business
		12		University Day (Wednesday)
		12-13		Yom Kippur (sundown on Wednesday the 12^th through sundown on Thursday the 13^th)
		16-18		NCLM Conference (Sunday the 16^th through Tuesday the 18^th)
	Wednesday	19	Hearing
		19-23		UNC Fall Break (5:00 Wednesday the 19^th through Sunday the 23^rd)
	Thursday	20	Joint Public Hearing	Tentative; Southern Human Services Center, 7:30 p.m.
October	Monday	24	Business
November	Monday	7	Business
	Tuesday	8		Election Day
	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 6^th through Saturday the 10^th)
		16		Hanukkah (sundown on Friday the 16^th through
		18		UNC December Commencement (Sunday)
	Thursday, Friday, and Monday	22, 23, 26		Christmas holidays

This the 7^th day of September, 2004.