The 2016 budget process will follow the same process adopted by Diocesan Council for use in preparing previous budgets. This process more easily allows individuals and organizations to request funding as part of the 2016 Budget. Funding requests for 2016 are due by September 21, 2015.
This procedure provides:
- A way for funding requests to be submitted to Council for consideration well in advance of Convention;
- An opportunity for requestors to present their proposals to Council for consideration in the upcoming year’s budget; and
- A process for requestors to interact with Council if Council determines not to include the request in the budget or proposes changes to the request.
Experience has demonstrated that budget adjustments presented late in the budget process and close to the Convention make it difficult, if not nearly impossible, for deputies attending the Annual Convention to adequately consider and make a reasoned determination regarding proposed changes. Because of this difficulty, Council believes that continuing this expanded process will allow for better communication and discussion of budget matters prior to the start of the actual Convention.
Summary
Individuals or organizations are being offered the opportunity to request that programs and funding not already included in the 2015 budget be considered by Council for inclusion in the proposed 2016 budget to be presented to the January 2016 Convention. Such requests are due by September 21, 2015. Organizations already included in the 2015 budget will be required to submit their 2016 request for continued funding as directed by the Chief Financial Officer. This schedule will provide for an adequate period of time for Council to consider the requests and, if helpful, to meet with those making such requests during the Fall.
Items requested and the conclusions reached will be presented at Pre-Convention Meetings in January 2016 so that deputies have the opportunity to understand such requests and the decisions reached.
The current Rules of Order relating to Convention allow for budget resolutions (i.e., changes to the proposed budget) be submitted by noon on Friday of the week before Convention (i.e., January 22, 2016).
Council believes that, since it can be very difficult to effectively and fully communicate to all deputies such proposed changes in the short period of time from the proposal to the Convention, using this budget process will make requests more open and transparent to all deputies and provide for a longer period of time to consider the impact of all requests.
2016 Budget Process
August 2015
Publication of notice announcing 2016 Budget Process and Fall Budget Hearing in October to discuss Budget Funding Requests
Proponents of Budget Funding Requests will be advised that their Budget Funding Request is to be submitted in writing to the Chief Financial Officer by September 21, 2015
September 2015
September 21 – Budget Funding Requests due (to be submitted in writing to Chief Financial Officer). Download the Budget Funding Request Form.
October 2015
October 14 – Fall Budget Hearing – Open meeting with Diocesan Council
- Review of year-to-date 2015 results
- First presentation of proposed 2016 budget
- Open discussion to gather input and clarification of Budget Funding Requests; individuals or organizations that submitted Budget Funding Requests by September 21 may make short presentation to Diocesan Council; Council may ask questions regarding Requests
November 2015
November 11 – Council makes decision with regards to all Budget Funding Requests
November 18 – By this date, Council will advise those who submitted Budget Funding Requests of its decision as to whether or not the Budget Funding Request is or is not to be included in the 2016 Budget and, if so, the amount to be included in the budget
December 2015
December 1 – Those who submitted Budget Funding Requests and who were advised that Council decided to (a) not include the request in the 2016 Budget or (b) change the amount requested, must advise the Chief Financial Officer that they would like to attend the Council meeting on December 9 to request reconsideration, and will be required to provide a brief explanatory paragraph in writing as to the rationale supporting their request. Those who do not make this request by December 1 may not make a presentation to the Council at its meeting on December 9.
December 9 – At Council meeting–Individuals or organizations whose Budget Funding Requests were not accepted or were otherwise altered (including the dollar amount) may attend to discuss Council’s decisions and request reconsideration, provided that they requested to do so by December 1.
December 16 – Council will advise those who attended the December 9 meeting requesting reconsideration of its Budget Funding Requests of its decision
December 16 – 2016 Budget that has been adopted by Council to recommend to Convention will be posted on diocesan website as soon as possible (within seven days of adoption by Council) to allow deputies and others an opportunity to review prior to the Pre-Convention Meetings
January 2016
January 4 – Individuals or organizations whose Budget Funding Requests were not accepted or were altered by Council may have the opportunity to make a brief (up to two-minutes) presentation at a Pre-Convention Meeting, if they wish to do so.
- If the individual or organization wishes to present a brief explanation of their Funding Request at a Pre-Convention Meeting, they must request time by advising the Chief Financial Officer no later than January 4. This is required so that there is advance notice of the amount of time needed to be set aside at the Pre-Convention Meetings.
- In such a situation, the individual or organization must submit to the Chief Financial Officer by January 4 a brief written explanation of their Budget Funding Request; a copy of that explanation will be provided to those attending all Pre-Convention Meetings. This will enable all deputies who attend one of the Pre-Convention Meetings to understand the request and Council’s decision. Because it is important that all deputies be provided the same information, the brief written explanation must be received by January 4, prior to the first Pre-Convention Meeting.
January 9, 12 & 14 – Pre-Convention Meetings
- Presentation of proposed 2016 Budget as approved by Council
- Individuals or organizations whose Budget Funding Requests were not accepted or were altered by Council will be allowed a brief time to explain their Funding Request if they had advised the Chief Financial Officer by January 4 of their desire to do so, and if they had submitted a written explanation to the Chief Financial Officer by January 4; members of the Council, Budget & Finance Committee, and/or the Chief Financial Officer will be provided a brief period to respond and explain its reasoning
January 22 – Final deadline of proposed budget resolutions; must be submitted to Secretary of Convention by noon on the Friday before Convention
January 29-30 – Diocesan Convention
- Presentation of proposed 2016 Budget for consideration and approval
Questions relating to this process should be addressed to the Chief Financial Officer, Paul Shackford, at pshackford@dioceseofnewark.org.
