*CRITICAL BUDGET SCHEDULE INFORMATION*

Budget Builders,

Thank you for all your hard work and patience during the IFAS entry phase of the budget process. There were a lot of new challenges that had to be conquered and you all did great!

With the budget information now entered into the system, we want to communicate some important next steps for the period of March 12-31:

-March 12, 2009—Decision Package information is due. Please have all Decision Package requests entered into the database by the end of the day.
-- There have been questions about what to do with attachments associated with the Decision Package database submittal. We’ve set up a folder called “Attachments” in the Decision Package folder on the G-Drive for you to place any attachments you may have for your submittals. Please save the attachments with the Decision Package number and a reference to the attachment number (for example—DP-0049, Attachment 1 of 2).

-March, 12, 2009 5:00 pm (Thursday)—Department Budget Coordinators are to review budget reports with Department Heads and submit any significant changes to Roberta by this deadline.
--§ Please see Attachments 1, 2, 3, 4, 5, & 6 distributed at the Sr. Staff meeting for samples of reports available for review.
--§ Finance is confirming labor numbers are correct, interfund transfers are booked properly, etc. Therefore, there may be changes between the report you review and the report submitted to the City Manager.

-March 13-15 (Friday-Sunday)—Finance Review Team will review budget submissions for material errors or problems.

-March 16, 2009 Morning (Monday)—Department Heads and Budget Coordinators will receive e-mails from the Finance Review Team regarding any potential issues or major variances with the IFAS entries. Coordinators need to be prepared to research identified issues or variances through out the morning and respond to Roberta by 2 pm as to the cause of the variance or advise if and what corrective action is necessary. Budget Coordinators and Department Heads will need to review items identified in the e-mail and determine if corrective action is necessary. Instructions will be provided on how to submit any needed corrections.

-March 16, 2009 5:00 pm (Monday)—We are asking all Departments to submit bullet points to Roberta outlining key budget changes by division. The purpose is to provide concise information about major budget changes or explain any adjustments that will help in the meeting with the City Manager. This should only address the budget numbers entered into IFAS and not include any information about Decision Packages submitted as the information for Decision Package requests will be included in the budget information reviewed with the City Manager.

-March 16, 2009 5:00 pm (Monday)—The City Manager’s Office will distribute the schedule for the City Manager/Department budget meetings.

-March 18, 2009 Night (Wednesday)—Electronic copies of Department budget sections will be e-mailed to Department Heads and Budget Coordinators.

-March 19th, 4:00 PM (Thursday)—Meeting with Department Heads and Budget Builders to discuss the departmental budget review meeting agenda. This meeting will cover:
Reports City Manager will receive
Discuss what Mike will be looking at (bottom line for divisions/departments)
Show examples of information that will need extra explanation
Answer questions

-March 19th and 20th (Thursday and Friday)—Finance Director and staff will be available to meet with individual departments as needed.

-March 20, 2009 After 3:00 pm (Friday)—Hard copy budget binders containing the information to be discussed in the Department/City Manager meetings will be available for pick up in Finance.

-March 23-27 (Monday thru Friday)—City Manager budget meetings with Department representatives.

-March 30 and 31st (Monday and Tuesday)—In addition to your scheduled meeting with the City Manager, please be prepared to respond to possible follow-up questions and requests on these days.

As always, please let us know if you have any questions or concerns, as well as any ideas for improving communications as we move through the budget process.

Thank you,

Budget Team