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Home My WebLink About6.g. Budget Amendments 4ROSEtvlOLINIf EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting Date: December 18, 2012 AGENDA ITEM: Budget Amendments AGENDA SECTION: Consent PREPARED BY: Jeff May, Finance Director AGENDA NO. tO, ATTACHMENTS: Council Memo, Resolution & Donation APPROVED BY: Worksheets A_ RECOMMENDED ACTION: Motion to adopt A Resolution Approving the Amendment of Certain 2012 Budget Items for the General Fund as outlined in the attached memo. ISSUE Amend the General Fund budget to reflect donations expended during the 4th quarter of 2012. BACKGROUND This item is on the agenda for Council to formally amend the 2012 General Fund budget by resolution for donation items that Council had previously authorized covering expenditures made during the fourth quarter of 2012. Rather than bringing a resolution before the Council each time there is a need to spend money from donations previously received,we have developed procedures that allow us to have you authorize the expenditure and amend the budgets at the time the expenditure is made and then periodically bring to you a resolution that formally amends the budgets for a number of these donation expenditures. The attached memo and donation worksheets support the figures given in the resolution. SUMMARY Recommend the above motion to approve the budget amendments for the 4th quarter of 2012. ROSEMOUNT MINNESOTA M E M O R A N D U M To: Mayor Droste Council Members DeBettignies, Kearney, Shoe-Corrigan & Weisensel From: Jeff May, Finance Director Date: December 6, 2012 Subject: Budget Amendments This is a request to amend both the revenue and expenditure budgets for the General Fund for expenditures of donations previously received. This memo is to show the line by line detail of the actual changes to be made to the budgets, of which the totals are summarized in the Resolution before you. GENERAL FUND DETAIL Detail for Revenues: 101-36230.00 (Donations) $ 23,660.33 Total Revenues $ 23,660.33 Detail for Expenditures: 101-42110-01-208.02 (Equipment Donations/Forfeitures) $ 3,245.00 101-42210-01-586.00 (Other Equipment Purchases) 19,900.00 101-45100-01-439.00 (Other Miscellaneous Charges) 515.33 Total Expenditures $ 23,660.33 CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2012 - A RESOLUTION APPROVING THE AMENDMENT OF CERTAIN 2012 BUDGET ITEMS WHEREAS, the City Council recognizes the need to amend certain items from the 2012 General Fund Operating Budget, the totals which are as follows: (1) General operating revenues, the total which reflects an increase of$23,660.33; (2) General operating expenditures, the total which reflects an increase of$23,660.33; NOW,THEREFORE, BE IT RESOLVED, that the City Council of the City of Rosemount hereby approves the amendment of the above listed budget items for the 2012 General Fund Operating Budget. ADOPTED this 18th day of December, 2012. William H. Droste,Mayor ATTEST: Amy Domeier, City Clerk DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: Amount Received: Purpose of Donation: Account#for Donation: (Must be Liability#Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent: $ 3245.00 To be Spent from Account#:101 42110 01 208.02 (Must be Expenditure# Corresponding to Individual Department) Purpose of Expenditure: Ballistic Vest Purchase AMENDMENT OF BUDGETS Amend Donation Revenue Account#101-36230.00: $ 3245.00 Amend Expenditure Account#101-22222 $ 3245.00 (The Two Dollar Amounts Must be the Same) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY# Debit: #101-22222 (Donation Liability#) $ 3245.00 Credit:101-36230.00 $ 3245.00 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: October 16. 2012 �STE 4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: October 16, 2012 AGENDA ITEM: Donation Account Expenditure—Police AGENDA SECTION: Equipment Fund Consent PREPARED BY: Eric Werner, Police Chief �.-- AGENDA NO. tQ . ATTACHMENTS: Budget Worksheet APPROVED BY: 00.1 RECOMMENDED ACTION: Motion to approve the expenditure of$3245.00 from the Police Equipment Fund for the purchase of body armor for three officers. ISSUE The Police Equipment Fund has been set up for the purpose of accepting donations,monies received from some forfeiture and reimbursement grant funds for specific purchases. BACKGROUND Both the State of Minnesota and the federal government have reimbursement programs for the purchase of body armor for law enforcement officers. When the City purchases body armor for police officers a request for reimbursement is sent to both programs for reimbursement. Funds received through the reimbursement program are put into the Police Equipment Fund and used to purchase additional body armor when needed. Donated funds to the Equipment Fund are used to pay the balance of the cost not covered by the two reimbursement programs. Body armor was purchased recently for three officers. Body armor is replaced based upon the manufacturer's recommended schedule and the approved replacement schedule of the two reimbursement programs. RECOMMENDATION Staff recommends that Council approve the expenditure of$3245.00 from the Police Equipment Fund for the purpose of purchasing body armor for these officers. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: Several Donations 2001-2012 Amount Received: $ 19,900 Purpose of Donation: Thermo Imagers+Misc. Account#for Donation: 101-22220 (Must be Liability#Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent: $ 19,900 To be Spent from Account#: 10142210-01-586.00 (Must be Expenditure#Corresponding to Individual Department) Purpose of Expenditure: 2 Thermo Imagers AMENDMENT_OF BUDGETS Amend Donation Revenue Account#101-36230.00: $ 19,9000 #101-42210-01 Amend Expenditure Account#586.00 :$ 19,900 (The Two Dollar Amounts Must be the Same) L' GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY# Debit: 101-22220 (Donation Liability#) $ 19,900 Credit:101-36230.00 $ 19.900 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: c- v )\ 31 ■ o STEW 4ROSEN4OI.Jt\IT EXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: October 16, 2012 AGENDA ITEM: Donation Account Expenditure Fire AGENDA SECTION: Department Consent PREPARED BY: Scott Aker, Fire Chief AGENDA NO. (p,C . ATTACHMENTS: work sheet APPROVED BY: 003 RECOMMENDED ACTION: Motion to approve the expenditure of funds from the Fire Department donation account for 2 Thermo Imagers. SUMMARY The City Council is asked to consider the expenditure of$19,900 from the donation account for the purchase of 2 Thermo Imagers. Donations have been received from various sources. Several were designated for Thermo Imagers and others were to be used as needed with Fire Department discretion. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received on: Various Amount Received: Various Receipt#for Donation: # N/A Purpose of Donation: Vets' Memorial — Flags Account#for Donation: 101-22223 (Must be Liability# assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $23.14* To be Spent from Acct#: 101-45100-01-439.00 (Must be Expenditure #corresponding to individual Department.) Purpose of Expenditure: Vets' Memorial — Flags AMENDMENT OF BUDGETS Amend Donation Revenue Acct#101-36230.00: $23.14* Amend Expenditure Acct#101-45100-01-439.00 $23.14* (The two-dollar amounts should be the same.) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: 101-22223 (Donation Liability#) $23.14* Credit: 101-36230.00 $23.14* Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on September 4, 2012. *10-17-12 $23.14 is the tax on the original amount of$336.52 approved by Council on 09-04-12. Tax was not charged at the time of purchase and was not included in the original expenditure amount. PL DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received on: 1st State Bank of Rosemount Amount Received: Various Receipt#for Donation: #N/A Purpose of Donation: Teen Night—Friday Night Live: DJ Services-JPS Entertainment Photography Services—Legacy Creative Images Account#for Donation: 101-22223 (Must be Liability#assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $492.19 To be Spent from Acct#: 101-45100-01-439.00 (Must be Expenditure#corresponding to individual Department.) Purpose of Expenditure: Teen Night—Friday Night Live: DJ Services -JPS Entertainment Photography Services—Legacy Creative Images AMENDMENT OF BUDGETS Amend Donation Revenue Acct#101-36230.00: $492.19 Amend Expenditure Acct#101-45100-01-439.00 $492.19 (The two-dollar amounts should be the same.) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY# Debit: 101-2222 (Donation Liability#) $492.19 Credit: 101-36230.00 $492.19 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on November 5, 2012. ■ 0 STE9 11-1A-11 , D"' 2 4 ROSEMOUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Special Meeting: November 5, 2012 AGENDA ITEM: Expenditure Approval from the Donation AGENDA SECTION: Account— Parks & Recreation Dept. Consent PREPARED BY: Dan Schultz, Parks & Recreation Director AGENDA NO. ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: Dill RECOMMENDED ACTION: Motion to approve the donation expenditure of$225.00 for DJ services and $267.19 for photography services for the new Friday Night Live teen event that was held on 10-26-12. EXPENDITURE DONATION AMOUNT USE/ITEM PURCHASED FROM $225.00 JPS Entertainment—DJ for Friday Night Live teen event 1"State Bank of Rosemount $267.19 Legacy Creative Images—photography services for Friday 1"State Bank of Night Live teen event Rosemount $492.19 Total SUMMARY Please consider the expenditure from the Donation Account for the above items.