AGENDA #6
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposed Calendar for Council Meetings through December 2003, Including the 2003-04 Budget Process
DATE: August 26, 2002
REISSUED: September 9, 2002
The attached resolution would adopt a calendar of Council meetings through December 2003.
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 (in this case through December 2003) with any changes needed due to holidays and other events. The attached material outlines the proposed calendar from September 2002 to December 2003.
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 17, 2003.
3. A public forum and action by the Council on potential legislative requests during the 2003 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 second Wednesday in April 2003 and the second Wednesday in October 2003, and subject to concurrence by the Town of Carrboro and Orange County.
General Comments:
The proposed processes and meeting dates are similar to those adopted by the Council for 2002. 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 26, because of the National League of Cities meeting from March 7-11 and the University Spring Break from March 8-16. 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 3, due to a National League of Cities meeting from March 7-11.
· The University’s and Chapel Hill-Carrboro City Schools’ Spring Breaks do not coincide in 2003. The University’s Spring Break is scheduled from March 8-16; the Chapel Hill-Carrboro Schools’ Spring Break is from March 29-April 6.
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 22 (to avoid conflict with Martin Luther King, Jr. holiday)
· January 29 (Public Hearing on the Budget);
· February 26 (Budget Work Session);
· March 26 (Public Forum on the Budget);
· April 23 (to avoid conflict with Easter Monday);
· May 28 (to avoid conflict with Memorial Day holiday).
Additional Options
a. 2003 Budget Forum and Hearing Dates
The proposed forum and hearing dates are scheduled for Wednesday, January 29 and Wednesday, March 26. We recommend scheduling the budget forums and hearings separate from the regular business meetings of the Council because of the number of participants.
b. Budget Development Schedule
The following proposed budget work session schedule could be amended by the Council as desired:
|
Date |
Day of Week |
Meeting |
|
January 17 |
Friday |
Council planning session; including budget/finance (8:30 a.m.) |
|
January 29 |
Wednesday |
Public Hearing on Budget and Related Items (7:00 p.m.) |
|
February 12 |
Wednesday |
Budget Work Session – Meet with Advisory Boards (4:00-6:30 p.m.) |
|
February 19 |
Wednesday |
Budget Work Session – Meet with Advisory Boards (5:30-7:30 p.m.) |
|
February 26 |
Wednesday |
Budget Work Session – Department Presentations (4:00-6:00 p.m.) |
|
February 28 |
Friday |
Budget Work Session – Department Presentations (12 noon-5:00 p.m.) |
|
March 3 |
Monday |
Business Meeting – Action on related budget items; submittal of Public Housing Program operating budget (7:00 p.m.) |
|
March 5 |
Wednesday |
Budget Work Session – Downtown Commission and Visitors Bureau (5:30-7:30 p.m.) |
|
March 26 |
Wednesday |
Public Forum – Status Report on 2003-04 Budget (7:00 p.m.) |
|
April 2 |
Wednesday |
Budget Work Session – if desired (4:00-6:00 p.m.) |
|
April 28 |
Monday |
Business Meeting – Submittal of recommended budget (7:00 p.m.) |
|
April 30 |
Wednesday |
Budget Work Session – if desired (5:30-7:30 p.m.) |
|
May 14 |
Wednesday |
Public Hearing on Recommended Budget and related items (7:00 p.m.) |
|
May 21 |
Wednesday |
Budget Work Session – if desired (4:00-6:00 p.m.) |
|
June 9 |
Monday |
Consideration of adopting budget and related items (7:00 p.m.) |
|
June 23 |
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 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, one meeting on the first Monday is included in this proposed calendar:
· March 3, 2003 (adjusted for University Spring Break).
A Council member has also requested that no meeting be held on Easter Monday, April 21.
We have attempted to schedule meetings that do not conflict with the times of UNC Men’s basketball home games. We note one conflict:
· Monday, November 18, 2002, 7:30 p.m. home game vs. Penn State (a previously-scheduled Council public hearing night).
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 2003 (2002-09-09/R-8)
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 |
|
2 |
|
Labor Day holiday (Monday) |
|
|
|
6-7 |
|
Rosh Hashanah (sundown on the 6th through sundown on the 7th) |
|
|
Monday |
9 |
Business |
|
|
|
|
15-16 |
|
Yom Kippur (sundown on the 15th through sundown on the 16th) |
|
|
Wednesday |
18 |
Hearing |
|
|
|
Monday |
23 |
Business |
|
|
|
|
29 |
|
ICMA Annual Conference (Sept. 29-Oct. 2), Philadelphia, PA. |
|
October |
Business |
|
||
|
|
Joint Planning Hearing |
Southern Human Services Center, 7:30 p.m. |
||
|
|
|
|||
|
|
|
|||
|
|
|
|||
|
|
|
17-20 |
|
UNC Fall Break |
|
|
|
20-21 |
|
NC League of Municipalities meeting (Durham) |
|
|
Monday |
21 |
Business |
|
|
|
Monday |
28 |
Work Session |
(If needed) |
|
November |
|
5 |
|
General election |
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
|
November |
Monday |
Veterans’ Day (not a Town holiday) |
|
||
|
|
Monday |
18 |
Hearing |
|
|
|
|
Monday |
25 |
Business |
|
|
|
|
|
28-29 |
|
Thanksgiving Holidays |
|
|
|
|
29 |
|
Hanukkah (Begins sundown on Nov. 29) |
|
December |
|
3-7 |
|
National League of Cities Annual Conference (Salt Lake City, Utah) |
|
|
|
Monday |
9 |
Business |
|
|
|
|
|
24-26 |
|
Christmas Holidays |
|
2003
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
January |
|
1 |
|
New Year’s Day Holiday |
|
|
Monday |
13 |
Business |
Human Services Advisory Board's annual Needs Report |
|
|
Friday |
17 |
Planning Session |
8:30 am; location to be determined; includes budget/financial overview |
|
|
Monday |
20 |
|
Martin Luther King, Jr. Holiday |
|
|
Wednesday |
22 |
Public Hearing |
|
|
|
Monday |
27 |
Business |
Setting the scope for potential legislative requests. |
|
|
Wednesday |
29 |
Public Hearing |
Budget, capital program, Comprehensive Grant, HOME program, Community Development grant, Downtown Service District; potential legislative requests |
February |
Monday |
10 |
Business |
Public forum on legislative requests |
|
|
Wednesday |
12 |
Advisory board presentations; 4-6:30 p.m. |
|
|
|
17 |
Hearing |
|
|
|
|
19 |
Budget Work Session |
Advisory board presentations; 5:30-7:30 p.m. |
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
February |
Thursday |
20 |
Meeting with Legislators |
7:30 a.m.; location to be determined; meeting date and time subject to concurrence by legislative delegation |
|
|
Monday |
24 |
Business |
|
|
|
Wednesday |
26 |
4-6 p.m.; presentation by departments |
|
|
|
Friday |
28 |
12 noon-5 p.m.; presentation by departments. |
|
|
|
|
|
|
|
March |
Monday
|
3 |
Business |
Submittal of proposed 2003-2004 public housing budget;
Consideration of adopting legislative program;
Submittal of potential changes to service plan for Downtown District for public hearing on May 14;
Request to County for Library, Parks and Recreation and Project Turnaround funding; authorizing boards to make presentations to the County Commissioners |
|
|
Wednesday |
5 |
Budget Work Session |
5:30-7:30 p.m.; presentations by Downtown Commission and Visitors Bureau |
|
|
|
8-16 |
|
UNC Spring Break |
|
|
|
7-11 |
|
National League of Cities Meeting |
|
|
|
13-16 |
|
ACC Men’s Basketball Tournament |
|
|
Monday |
17 |
Hearing |
|
|
|
Monday |
24 |
Business |
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
March |
Wednesday |
26 |
Public Forum |
|
|
|
|
March 29- Apr. 6 |
|
|
|
|
|
|||
April |
Wednesday |
|||
|
|
|
7 |
|
|
|
|
Wednesday |
9 |
To be determined |
|
|
|
Monday |
14 |
Business |
Recommendation by the Human Services Advisory Board on the total amount to be allocated for human services performance agreements in 2003-2004 |
|
|
|
16-17 |
|
Passover (begins at sundown on 16th) |
|
|
18 |
|
||
|
|
|
21 |
|
|
|
|
Wednesday |
23 |
Hearing |
|
|
|
Monday |
28 |
Business |
Submittal of: · recommended budget and capital program · proposed plans for using grants: 1. Comprehensive grant, 2. HOME program, and 3. Community Development grant |
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
April |
Wednesday |
30 |
5:30-7:30 p.m., if desired. |
|
May |
Monday |
12 |
Business |
|
|
|
Wednesday |
14 |
Hearing |
Budget, capital program, Downtown Service District, transportation grant |
|
|
|
18 |
|
UNC graduation |
|
|
Monday |
19 |
Hearing |
|
|
|
Wednesday |
NCLM Town Hall Day |
||
|
|
Wednesday |
4-6 p.m., if desired |
||
|
|
|
26 |
|
Memorial Day Holiday |
|
|
Wednesday |
28 |
Business |
|
June |
|
7 |
|
High school graduations |
|
|
9 |
Business |
Consideration of 2003-04 Budget; CIP; related items. |
|
|
|
Monday |
16 |
Hearing |
|
|
|
Monday |
23 |
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 |
|
4 |
|
Independence Day – Town holiday |
August |
Monday |
25 |
Business |
|
|
|
|
|
|
|
Month |
Day of week |
Date |
Type of Meeting |
Notes |
|
September |
|
1 |
|
Labor Day holiday (Monday) |
|
|
Monday |
8 |
Business |
|
|
|
Monday |
|
||
|
|
Monday |
|
||
|
|
|
26-27 |
|
Rosh Hashanah (sundown on the 26th through sundown on the 27th) |
|
October |
|
5-6 |
|
Yom Kippur (sundown on the 5th through sundown on the 6th) |
|
|
Wednesday |
Reserved for Joint Planning Hearing |
Location to be determined (date proposed subject to concurrence by boards) |
|
|
|
Monday |
13 |
Business |
Columbus Day (not Town holiday) |
|
|
|
12-14 |
|
NC League of Municipalities meeting (Winston-Salem) |
|
|
Monday |
20 |
Hearing |
|
|
|
|
|
UNC Fall Break |
|
|
|
Monday |
27 |
Business |
|
|
November |
|
4 |
|
Election Day |
|
|
Monday |
|
||
|
|
|
11 |
|
Veterans’ Day (not Town holiday) |
|
|
Monday |
17 |
Hearing |
|
|
|
Monday |
24 |
Business |
|
|
|
|
27-28 |
|
Thanksgiving Observance – Town Holiday |
December |
8 |
Business |
|
|
|
|
|
9-13 |
|
National League of Cities Annual Conference (Nashville, TN) |
|
|
|
19 |
|
Hanukkah (begins sundown on the 19th) |
|
|
|
24-26 |
|
Christmas Holidays |
This the 9th day of September, 2002.