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Home My WebLink AboutItem 14 - Budget Calendar and Community Engagement Plan for Fiscal Year 2025-26Finance and Management Services www.santa-ana.org/finance Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 17, 2024 TOPIC: Budget Calendar and Community Engagement Plan for Fiscal Year 2025-26 AGENDA TITLE Budget Calendar and Community Engagement Plan for Fiscal Year 2025-26 RECOMMENDED ACTION Approve the Budget Calendar and Community Engagement Plan for Fiscal Year 2025- 26 (FY25-26). GOVERNMENT CODE §84308 APPLIES: No DISCUSSION The FY 2025-26 Budget Calendar (Exhibit 1) and the Community Engagement Plan (Exhibit 2) outline the City's approach for a successful, inclusive, and transparent budget process. The goals of community engagement in the annual budget development process are to ensure the budget process is clear and open to the public, gather feedback to ensure the budget reflects the needs and priorities of the community, and foster a relationship of trust among the community, City Council, and city staff. City staff will employ multiple techniques to engage the community such as attending citywide events, hosting Community Budget Meetings in every City Council ward, facilitating Listening Tour visits, and conducting a budget priorities survey. During the Spring months, City leadership conducts internal budget meetings with each of the City departments. These meetings provide departments with an opportunity to propose workforce changes and funding requests. Early Direction, tentatively scheduled for March 18, 2025, has two purposes. The first is to provide information about the current year's fiscal year that will impact the budget in either FY25-26 or future years. The second is to request direction from the City Council regarding budget priorities. The City Council is scheduled to consider the proposed budget in May and hold a public hearing in June. Budget Calendar and Community Engagement Plan for Fiscal Year 2025-26 December 17, 2024 Page 2 The calendar begins in December and concludes with the adoption of the Citywide Operating Budget and Capital Improvement Program (CIP) in June 2025, with an effective start date of July 1, 2025. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Fiscal Year 2025-26 Budget Calendar 2. Fiscal Year 2025-26 Community Engagement Plan Submitted By: Kathryn Downs, FMSA Executive Director Approved By: Alvaro Nunez, City Manager r f' Present FY2025-26 Budget Calendar & Community Engagement Plan for City Council Approval Ir rrr) , r� , r r� Community Engagement Campaign and Internal Budget rrDf JJjr�JIVIAPfIA Prep Meetings -')J rrrj Preliminary Capital Improvement Program (CIP) to f r-r Planning Commission 11J�rlfs City Council Provides Early Budget Policy Direction UF City Council Meeting: FY2025-26 Budget Discussion City Council Work Session: �� J'J�r��f Community Engagement Results Prioritization of Funding Requests City Council Meeting: f�J J'JJiI'J' Proposed FY2025-26 Budget- Operating & CIP Miscellaneous Fees & Workforce Changes Public Hearing: Citywide Operating Budget that includes CIP, Miscellaneous Fees, Budget Ordinance & Personnel Resolution Second Reading & Adoption: J7 JU r Final Citywide Operating Budget I JU I `j -1 FY2025-26 Fiscal Year Begins r� u Outreach strategies designed to promote broad - based participation in the annual budget process across all Council Wards r "iilllfl fff Wlliliil IIIII �� SANTA ANA 1869 4 � r The purpose of community engagement is to obtain widespread input on Santa Ana's budget priorities so the governing body has a full toolbox when allocating resources. This 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 the community sees that input translates into action via the resource allocation process. This is done through activities that facilitate interaction, nuanced discussions, and budget simulation. This plan is based on citywide best practices provided by the Government Finance Officers Association. 1 INCREASE TRANSPARENCY AND ACCESSIBILITY • Provide budget materials in multiple languages to ensure broader community access. • Simplify complex budget items and numbers for the general public. • Reduce barriers to engagement by leveraging the relationships local non -profits and neighborhood associations have throughout the community. ALIGN BUDGET TO REFLECT BUDGET PRIORITIES ■ ............ ■ 1 • Develop and publicize key budget items that show how budget spending impacts community goals. LEVERAGE VOICES FROM MARGINAZALIZED COMMUNITIES Broaden efforts to include renters, non-English speakers, and other historically disenfranchised groups. ............................................. STRENGTHEN TRUST 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. This should be a combination of informal and formal methods. ■ . 1W rj 2 INFORMATIVE PARTICIPATION Goal: Share easy -to - understand budget information in popular places. Why It Matters: This transparency helps you understand how your tax dollars are spent and your input helps inform budget decisions. How We'll Do It: Expect simple budget breakdowns on our city website, budget news on social media, and information in our city newsletter. 0- 0= PREPARATORY & BUDGET PARTICIPATION Goal: Source your ideas and feedback to create a budget that truly represents our community. Why It Matters: Your input directly influences city spending, and online options make it easier for everyone to participate. How You'll Do It: Attend community workshops, speak at public budget meetings, or fill out our surveys online or on paper. 3 Citywide Events Community Nor Profits, Community CentE Churches, Schoo Neighborhood Associations, Com-Link M isT Santa Ana Unified School District (SAUSD), Santa Ana College (SAC) City Departments & Agencies, Commissions & Committees 4 EDUCATIONAL INSTITUTIONS Students, families, and educators are the heart of our schools, offering unique insights into the educational needs and aspirations of students. • Host public forums or workshops with Santa Ana Unified School District (SAUSD) and Santa Ana College (SAC) to gather input on priorities and budget allocation. • Provide multilingual (English, Spanish & Vietnamese) materials and interpreters to ensure broad community participation. • Provide easy -to -understand presentations to clearly explain how financial resources are being used to support youth success and community development. CITY DEPARTMENTS & AGENCIES City departments connect us to our diverse community, offering unique channels to reach residents and gather invaluable input on budget priorities and civic initiatives. • 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: o City Manager's Newsletter, Santa Ana Police Department, Library, Parks and Recreation, Economic Development, and Arts & Culture. COMM ITEE/COMMISSION MEETINGS We are requesting to speak about the budget as a guest speaker at various City Committee/ Commission meetings in February, March & April. Commission/Committee Meeting Dates & Times Planning Commission 2nd & 4th Monday of the month @ 5:30pm Environmental and Transportation Advisory Commission 2nd Thursday of the month @ 5:00pm Youth Commission 1st Wednesday of the month (time varies) Community Development 4th Wednesday of the month @4:30pm Historic Resources Commission 1st Thursday of every other month @ 4:30pm Police Oversight Commission 2nd Tuesday of the month @ 4:00pm Arts and Culture Commission 3rd Thursday of the month @ 5:30pm Parks and Recreation 4th Thursday of the month @ 5:30pm LOCAL BUSINESS & SERVICE CLUBS Connect with civic service clubs such as the Chamber of Commerce, the Lion's Club, Elks Lodge, and the Rotary Club because they serve as excellent bridges between city government and the business community to gather diverse perspectives on our city's financial future. • Provide listening tours, where city officials visit local groups to discuss the budget, demonstrate the Budget Priorities survey, and gather input. • Invite representatives of each organization to participate in the public workshops and formal public hearings on the budget. t*: ti==/, // 7 PARTNERSHIPS Local non-profit organizations are essential partners in our engagement efforts, providing connections to diverse communities and insights into the needs of our city's most vulnerable residents. Partner with local non -profits to enhance community engagement and gather input. These organizations span areas such as youth development, senior services, immigrant and refugee support, educational and religious institutions, health outreach, and cultural advocacy. COUNCIL WARD MEETINGS Ensure that community engagement efforts reach and adequately represent residents from all council wards. This means engaging with diverse voices from each area of the city to reflect the unique needs, priorities, and perspectives within each ward. CITYWIDE EVENTS Community events and organizations are essential in Santa Ana, fostering civic engagement and providing platforms for residents to shape our city's future from infrastructure to arts and culture. The following upcoming events for Winter/Spring 2025 are: Lunar New Year Festival - January 25, 2025 y Me Encanta Santa Ana - May 3, 2025 M TOOLS TO PROVIDE INPUT • Complete our Online / Paper Budget Priorities Survey! • Give us your feedback at our community workshops and city meetings! • Contact us via email or by phone! HELPFUL LINKS & INFORMATION WWw https://www.santa-ana.org/budget — FY24-25 Local Sales Tax Budget Betails Accountabilit M*:B:udgetOffice@santa-ana.org_) r (714) 647-5420 Qfearch Graffiti Removal AReport Encampment -A- Cotle Violation AI- vark Issue illegal Dumping Tl— Illegal Advert shopping Cart Enforcement ah(` Potholes •`` Sidewalk Defects �t CHECK OUT THE SANTA ANA APP! 10