AGENDA #8
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposed Calendar for Council Meetings Through December 2002, Including the 2002-2003 Budget Process
DATE: August 27, 2001
The attached resolution would adopt a calendar of Council meetings through December 2002.
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 August, the Council normally adopts a calendar for the following year (through December 2002) with any changes needed due to holidays and other events. The attached material outlines the proposed calendar from September 2001 to December 2002.
DISCUSSION
The proposed calendar includes schedules for:
1. Preparation of the annual budget and 15-year capital program.
2. General planning session of the Council on Friday, January 18, 2002.
3. A public forum and action by the Council on potential legislative requests during the 2002 session of the General Assembly.
4. Preparation of plans to use grants for:
· public transit,
· community development,
· major renovations to public housing and related activities,
· 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, support of cultural events and the Downtown Commission.
6. Joint planning hearings on the second Wednesday in April and the first Monday in October 2002, and subject to concurrence by the Town of Carrboro and Orange County.
7. Public hearings on September 20 on the Draft Development Ordinance, and October 1 on the UNC Development plan. A Council member may request a change in the October 1 date.
General Comments:
The proposed processes and meeting dates are similar to those adopted by the Council for 2001. For example, the budget process includes public forums in late January and late March, a public hearing in early May, reports and recommendations from the Manager, 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 the past two years. We recommend that this year’s department head presentations begin on February 27, because of the National League of Cities meeting from March 8-12 and the University Spring Break from March 11-17. 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.
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 4, due to a National League of Cities meeting from March 8-12.
· The University’s and Chapel Hill-Carrboro City Schools’ Spring Breaks do not coincide in 2002. The University’s Spring Break is scheduled from March 11-17; the Chapel Hill-Carrboro Schools’ Spring Break is from April 1-5.
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.
Additional Options
a. Federal Holidays
The proposed calendar could be changed to avoid having Council meetings on the federal holidays that fall on Mondays for Presidents' Day (third Monday in February), Columbus Day (second Monday in October), and Veterans Day (the second Monday in November).
b. 2002 Budget Forum and Hearing Dates
The proposed forum and hearing dates are scheduled for Tuesday, January 22 and Wednesday,March 27. We do not recommend scheduling the budget forums and hearings as a part of the regular business meetings of the Council due to the number of participants in recent years.
c. Budget Development Schedule
The following proposed budget work session schedule could be amended by the Council as desired:
January 18 Friday Council planning session, including budget/finance (8:30 a.m.)
January 29 Tuesday Public forum and hearing on budget and related items
February 13 Wednesday Budget work session - Meeting with advisory boards (4-6:30)
February 20 Wednesday Budget work session – Meeting with advisory boards (4-6 p.m.)
February 27 Wednesday Budget work session – Department presentations (4-6 p.m.)
March 1 Friday Budget work session - Department presentations (12-5 p.m.)
March 4 Monday Business meeting – Action on related budget items
March 6 Wednesday Budget work session – if desired (4-6 p.m.)
March 27 Wednesday Public forum and hearing on preliminary budget report.
April 3 Wednesday Budget work session – if desired (4-6 p.m.)
April 22 Monday Business meeting - submittal of recommended budget
April 24 Wednesday Budget work session – if desired (4-6 p.m.)
May 8 Wednesday Public hearing on recommended budget and related items
May 15 Wednesday Budget work session – if desired (4-6 p.m.)
June 10 Monday Consideration of adopting budget and related items
June 24 Monday Consideration of performance agreements
d. Meetings of the Triangle J Council of Governments, School Board and OWASA Board
The Executive Committee of the Board of Delegates of the Triangle J Council of Governments meets on the fourth Wednesdays of most months in the evenings. Based on the Council’s custom in recent years, we have not proposed meetings on fourth Wednesdays, with the exception of a public forum on the budget on March 27. Work sessions proposed for February 27 and April 24 would end at 6 p.m.
The proposed schedule also takes into account the regular schedule of meetings in the Council Chamber of the Board of Education on first Thursdays of most months and of the OWASA Board of Directors on the fourth Thursdays of most months.
e. Other
We have attempted to avoid scheduling meetings on the first Monday of each month based on the request of a Council member. However, two meetings on first Mondays are included in this proposed calendar, which the Council may wish to consider changing (March 4 regular business meeting due to Spring Break adjustments, and the October 7 joint planning meeting).
A Council member has also requested that no meeting be held on Easter Monday, April 1.
The proposed calendar through December 2002 would not conflict with the Atlantic Coast Conference's men's basketball tournament from March 8-10, 2002, or with the NCAA men's basketball tournament final on April 1, 2002. However; there is a public hearing scheduled for 7 p.m. on January 23, the same night as a home basketball game scheduled for 9 p.m. There is also a budget work session scheduled for February 27 from 4-6 p.m., the same night as a home basketball game scheduled for 9 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 2002 (2001-08-27/R-12)
BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby adopts the following calendar of Council meetings. Meetings will be at 7 p.m. unless otherwise noted.
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
September |
|
4 |
|
Labor Day holiday (Monday) |
|
|
Monday |
10 |
Business |
|
|
|
|
17-18 |
|
Rosh Hashanah (sundown on the 17th through sundown on the 18th) |
|
|
Wednesday |
19 |
Hearing |
UNC Development Plan |
|
|
Thursday |
20 |
Hearing |
Draft Development Ordinance |
|
|
Monday |
24 |
Business |
|
|
|
|
26-27 |
|
Yom Kippur (sundown on the 26th through sundown on the 27th) |
|
|
|
|
|
|
|
October |
Monday |
Hearing |
UNC Development Plan |
|
|
|
|
3-7 |
|
UNC Fall Break |
|
|
|
8 |
|
Columbus Day Observed (not a Town holiday) |
|
|
Wednesday |
10 |
Business |
|
|
|
Friday |
12 |
|
University Day |
|
|
|
14-16 |
|
NC League of Municipalities meeting |
|
|
Wednesday |
17 |
Hearing |
|
|
|
Monday |
22 |
Business |
|
|
|
Monday |
29 |
|
Assembly of Governments meeting; time and location TBA |
|
|
|
|
|
|
|
November |
|
6 |
|
General election |
|
|
|
11 |
|
Veterans Day (not a Town holiday) |
|
|
Monday |
12 |
Business |
|
|
|
Monday |
19 |
Hearing |
|
|
|
Monday |
26 |
Business |
|
2001
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
December |
|
4-8 |
|
National League of Cities Annual Conference (Boston) |
|
|
Monday |
10 |
Business |
|
2002
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
January |
Monday |
14 |
Business |
Human Services Advisory Board's annual Needs Report |
|
|
Friday |
18 |
Planning Session |
8:30 am; location to be determined; includes budget/financial overview |
|
|
Wednesday |
|||
|
|
Monday |
21 |
|
Martin Luther King, Jr. Holiday |
|
|
Monday |
28 |
Business |
Setting the scope for potential legislative requests. |
|
|
Tuesday |
29 |
Public Forum and Hearing |
Budget, capital program, Comprehensive Grant, HOME program, Community Development grant, Downtown Service District; potential legislative requests |
|
|
|
|
|
|
February |
Monday |
11 |
Business |
Public forum on legislative requests |
|
|
Wednesday |
13 |
Advisory board presentations; 4-6:30 p.m. |
|
|
|
18 |
Hearing |
|
|
|
|
20 |
Budget Work Session |
Advisory board presentations; 4-6 p.m. |
|
|
|
Friday |
22 |
Meeting with Legislators |
7:30 a.m.; location to be determined; meeting date and time subject to concurrence by legislative delegation |
|
|
Monday |
25 |
Business |
|
|
|
Wednesday |
27 |
4-6 p.m.; presentation by departments |
2002
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
March |
Friday |
1 |
12-5 p.m.; presentation by departments |
|
|
|
Monday
|
4 |
Business |
Submittal of proposed 2002-2003 public housing budget (application deadline: 4/1);
Consideration of adopting legislative program;
Submittal of potential changes to service plan for Downtown District for public hearing on May 8th (any changes in service plan must be adopted by 6/30/2002 for 2002-2003)
Request to County for Library, Parks and Recreation and Project Turnaround funding; authorizing boards to make presentations to the County Commissioners |
|
|
Wednesday |
6 |
||
|
|
|
8-12 |
|
National League of Cities meeting |
|
|
|
8-10 |
|
ACC Tournament |
|
|
|
11-17 |
|
UNC Spring Break |
|
|
Monday |
18 |
Hearing |
|
|
|
Monday |
25 |
Business |
|
|
|
Wednesday |
27 |
Public Forum/ Hearing |
|
|
|
|
29 |
|
|
|
|
|
28-29 |
|
2002
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
April |
|
1 |
|
NCAA Division I men’s basketball championship; Easter Monday |
|
|
|
1-5 |
Spring Break - Chapel Hill-Carrboro City Schools |
|
|
|
Wednesday |
3 |
4-6 p.m.; if desired |
|
|
|
Monday |
8 |
Business Meeting |
Recommendation by the Human Services Advisory Board on the total amount to be allocated for human services performance agreements in 2002-2003 |
|
|
Wednesday |
10 |
Joint Planning Hearings |
Location to be determined (date proposed subject to concurrence by other local governing boards) |
|
|
Monday |
15 |
Hearing |
|
|
|
Monday |
22 |
Business |
Submittal of: · recommended budget and capital program · proposed plans for using grants: 1. Comprehensive grant (deadline: 6/1), 2. HOME program (deadline: 5/15) and 3. Community Development grant (deadline: 5/15) |
|
|
Wednesday |
24 |
4-6 p.m., if desired. |
|
|
|
|
|
|
|
May |
|
7 |
|
Primary Election |
|
|
Wednesday |
8 |
Hearing |
Budget, capital program, Downtown Service District, transportation grant |
|
|
Monday |
13 |
Business |
|
|
|
Wednesday |
15 |
4-6 p.m., if needed |
|
|
|
|
19 |
|
UNC graduation |
|
|
Monday |
20 |
Hearing |
|
2002
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
|
|
27 |
|
Memorial Day holiday |
|
|
Wednesday |
29 |
Business |
|
|
|
|
|
|
|
June |
Saturday |
8 |
|
High school graduations |
|
|
10 |
Business |
Consideration of adopting 2002-2003 budget and related items |
|
|
|
Tuesday |
11 |
|
NCLM Town Hall Day |
|
|
Monday |
17 |
Hearing |
|
|
|
Monday |
24 |
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 |
Thursday |
4 |
|
Independence Day – Town holiday |
|
|
Monday |
|
||
|
|
|
|
|
|
August |
Monday |
26 |
Business |
|
|
|
|
|
|
|
|
September |
|
2 |
|
Labor Day holiday (Monday) |
|
|
Monday |
9 |
Business |
|
|
|
|
7-8 |
|
Rosh Hashanah (sundown on the 7th through sundown on the 8th) |
|
|
|
16-17 |
|
Yom Kippur (sundown on the 16th through sundown on the 17th) |
|
|
Wednesday |
18 |
Hearing |
|
|
|
Monday |
23 |
Business |
2002
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
October |
|
2-6 |
|
UNC Fall Break |
|
|
Monday |
Joint Planning Hearing |
Location to be determined (date proposed subject to concurrence by boards) |
|
|
|
Wednesday |
9 |
Business |
|
|
|
|
14 |
|
Columbus Day Observed (not a Town holiday) |
|
|
|
20-22 |
|
NC League of Municipalities meeting |
|
|
Wednesday |
16 |
Hearing |
|
|
|
Monday |
21 |
Business |
|
|
|
Monday |
28 |
|
Available for work session, if desired |
|
|
|
|
|
|
|
November |
|
5 |
|
General election |
|
|
|
11 |
|
Veterans Day |
|
|
Monday |
11 |
Business |
|
|
|
Monday |
18 |
Hearing |
|
|
|
Monday |
25 |
Business |
|
|
|
|
28-29 |
|
Thanksgiving Observance – Town Holiday |
|
|
|
|
|
|
December |
|
3-7 |
|
National League of Cities Annual Conference (Atlanta) |
|
|
Monday |
9 |
Business |
|
This the 27th day of August, 2001.