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Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 19, 2023
TOPIC: Budget Calendar and Community Engagement Plan for Fiscal Year 2024-25
AGENDA TITLE
Budget Calendar and Community Engagement Plan for Fiscal Year 2024-25
RECOMMENDED ACTION
Approve the Budget Calendar and Community Engagement Plan for Fiscal Year 2024-
25.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Calendar (Exhibit 1) and Community Engagement Plan (Exhibit 2) are provided for
City Council consideration as documents that set the parameters for a successful,
inclusive, and transparent budget process. The proposed Calendar provides a framework
of key tasks and dates for City Council, the community, and city staff.
The purpose of community engagement is to focus on activities that facilitate interaction,
nuanced discussions, and exploration of budget simulation tools. Santa Ana’s Community
Engagement Plan proposes specific outreach strategies that promote broad participation
in the annual budget development process across all Council Wards.
Financial Updates, Budget Discussions, and Process
The internal budget process began last month, and the public process will likely begin in
February. During the budget process, the City Council receives reports for two different
fiscal years. Though the budget process focuses on the future FY 2024-25, the current
year reports provide insight on budget trends and challenges.
Current FY 2023-24 Future FY 2024-25
Midyear (or Second Quarter) report
scheduled for February 20
Early Budget Direction scheduled for
March 19
Third Quarter report scheduled for
May 21
Various Budget Work Sessions and
agenda items scheduled for May
Public Hearing and Adoption scheduled
for June
Budget Calendar and Community Engagement Plan for Fiscal Year 2024-25
December 19, 2023
Page 2
3
9
2
9
Beginning in mid-March, staff will present a framework for the FY 2024-25 Budget
Discussion and seek direction from City Council. Discussion topics may include but are
not limited to City Council priorities and strategies on funding programs and/or services,
and recommendations for one-time resources.
In addition to attending various citywide events, Community Budget Meetings are planned
for March and April 2024 to gather community input. During this time, the Budget Team
also begins conducting budget meetings with city departments. These meetings provide
departments an opportunity to propose any organizational changes, budget requests, and
enhancements to existing programs.
On May 21, 2024, staff has planned for a Ten-Year General Fund Financial Outlook, and
preliminary Capital Improvement Program (CIP) update. This provides an additional
opportunity for further FY 2024-25 budget discussion by City Council.
Subsequently, during May and June of 2024, staff has planned to present multiple
iterations of the Citywide Operating Budget and CIP. A public hearing (first reading) is
planned for June 4, 2024, and the final adoption (second reading) will occur on June 18,
2024.
The Calendar commences on December 19, 2023, and concludes with the adoption of
the FY 2024-25 Citywide Operating Budget and CIP, which becomes effective July 1,
2024.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Fiscal Year 2024-25 Budget Calendar
2. Fiscal Year 2024-25 Community Engagement Plan
Submitted By: Kathryn Downs, FMSA Executive Director
Approved By: Tom Hatch, Interim City Manager
19
DEC
FISCAL YEAR 2024-2025
BUDGET CALENDAR*
Present FY2024-25 Budget Calendar & Community
Engagement Plan for City Council Approval
Preliminary Capital Improvement Program (CIP) to
Planning Commission
MAR/
APR
Community Budget Meetings/ City Events
Commission /Committee Meetings
Department Budget Meetings
26
FEB
19
MAR
City Council Provides Early Budget Policy Direction
7
MAY
City Council Meeting: FY2024-25 Budget Discussion
TBD
MAY
City Council Work Session:
Community Engagement Results
Prioritization of Funding Requests
21
MAY
City Council Meeting:
Proposed FY2024-25 General Fund Budget that includes CIP,
Miscellaneous Fees & Workforce Changes
Public Hearing: Citywide Operating Budget/ CIP
Ordinance, Miscellaneous Fees & Personnel Resolution
4
JUNE
*Budget Calendar is subject to change
18
JUNE
Second Reading & Adoption: Final Citywide Operating
Budget/ CIP Ordinance
1
JULY
FY2024-25 Fiscal Year Begins
EXHIBIT 1
FY2024 -25
COMMUNITY
ENGAGEMENT PLAN
Outreach strategies designed to promote broad-based
participation in the annual budget process across all
Council Wards
EXHIBIT 2
PURPOSE STATEMENT:
THE WHY
The purpose of community engagement is to focus on
activities that facilitate interaction, nuanced discussions,
and budget simulation.
Santa Ana’s Community Engagement Plan proposes
specific outreach strategies that promote broad
participation in the annual budget development process
across all Council Wards. The challenge is to make
budget engagement exciting and captivating, so folks
want to participate and see that input translates into
action via the resource allocation process.
This plan is based on citywide best practices in
combination with the April 2023 edition of Government
Finance Review, a magazine dedicated to showcasing the
best and the brightest in local government finance.
City of Santa Ana Finance &
Management Services
December 19, 2023
BEST PRACTICES-
QUALITY CONTROL CHECKS
Communicate the numbers in a way that everyone is able
to grasp.
Broaden efforts to include renters, non-English speakers
and other historically disenfranchised groups.
Reduce barriers to engagement by leveraging the
relationships local non-profits have throughout the
community.
Continue translating materials in Spanish and Vietnamese.
Internal partnerships: Collaborate with various
departments as they interact in the community. Don’t
compete with each other.
Always close the feedback loop. Demonstrate how the
allocation of resources aligns with community priorities.
Utilize multiple methods of engagement so they
complement one another. These should be a combination
of informal and formal methods.
City of Santa Ana Finance &
Management Services
December 19, 2023
ENGAGEMENT METHOD- COMMITTEE/
COMMISSION MEETINGS
City of Santa Ana Finance &
Management Services
December 19, 2023
We are requesting to speak about the budget as a guest speaker at
various City Committee/ Commission meetings in February, March &
April.
ENGAGEMENT METHOD- COUNCIL
WARD MEETINGS
City of Santa Ana Finance &
Management Services
December 19, 2023
Target community influencers and neighborhood champions to
conduct information gathering sessions by partnering with various
organizations such as area non-profits, churches, schools, and
neighborhood associations.
*Meeting location is dependent upon site availability
ENGAGEMENT METHOD- CITYWIDE
EVENTS
City of Santa Ana Finance &
Management Services
December 19, 2023
It is estimated that fewer than 20% of residents have ever attended a
public meeting (Polco, November 2022). To reach the other 80%, it is
incumbent on the City to cast a wider net. Citywide events tend to have
higher rates of attendance and are therefore the most productive in
terms of reach. These are the events currently planned for Winter/Spring
2024.
Lunar New Year Festival- February 3, 2024
Eggcellent Adventure- March 30, 2024
Santa Ana Fun Run- April 27, 2024
Dia de los Niños- April 27, 2024
BUDGET PARTICIPATION
OUTREACH CAMPAIGN
Collaborate with City Manager’s Office of Public Information to
advertise engagement efforts through press releases (English,
Spanish & Vietnamese), social media ads, Nixle, digital
marquees, City Hall lobby screens & other display
advertisements.
Tap into the City’s multiple social media platforms by
collaborating with the most active departments that have the
largest number of followers.
Promote community engagement through various city
published newsletters such as:
COSAS (City Manager’s Newsletter)
SAPD
Library
PRCSA
Economic Development
Arts & Culture
Partner with local non-profits to promote engagement and
input. These organizations include but aren’t limited to
America on Track, Asian American Senior Citizens Center,
Cambodian Family Community Center, Garden Grove USD-
Russell Elementary School, Immaculate Heart of Mary Church,
KidWorks, Latino Health Access, Newhope Church THE MIXX,
St. Barbara Catholic Church, Templo Calvario Community
Development, and VietRISE.
City of Santa Ana Finance &
Management Services
December 19, 2023
TOOLS
& RESOURCES
City of Santa Ana Finance &
Management Services
December 19, 2023
Budget Engagement Simulation Tool (BEST)- This
software suite consists of two tools:
The Simulate Tool provides a way for the community
to frame financial tradeoffs by allowing users to
build their own city budget.
The Prioritize Tool offers a simple way to present
projects and costs. The City sets an overall budget
and users select projects up to a specified amount,
and then rank-orders them.
Budget Priorities Survey- Online Survey
In Person Feedback
Tools to Provide Input
1 or 2 minute infomercial illustrating how to use both
Live Sim and Prioritize
Brief video showcasing Santa Ana’s budget
Other Resources