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HomeMy WebLinkAbout6.e. Budget Amendments4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Meeting Date: April 2, 2013 AGENDA ITEM: Budget Amendments AGENDA SECTION: Consent PREPARED BY: Jeff May, Finance Director AGENDA NO. ATTACHMENTS: Council Memo, Resolution & Donation APPROVED BY: Worksheets RECOMMENDED ACTION: Motion to adopt A Resolution Approving the Amendment of Certain 2013 Budget Items for the General Fund as outlined in the attached memo. ISSUE Amend the General Fund budget to reflect donations expended during the 1" quarter of 2013. BACKGROUND This item is on the agenda for Council to formally amend the 2013 General Fund budget by resolution for donation items that Council had previously authorized covering expenditures made during the first quarter of 2013. 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 1" quarter of 2013. 4ROSEMOUNT MINNESOTA M E M O R A N D U M To: Mayor Droste Council Members DeBettignies, Demuth, Shoe - Corrigan & Weisensel From: Jeff May, Finance Director Date: March 27, 2013 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) Total Revenues Detail for Expenditures: 101 - 42110 -01- 208.01 (D.A.R.E. Donations) 101 - 42210 -01- 586.00 (Other Equipment Purchases) 101 - 45100 -01- 439.00 (Other Miscellaneous Charges) Total Expenditures $ 4,436.76 $ 4,436.76 $ 249.65 1,870.00 2,317.11 $ 4,436.76 CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2013 - A RESOLUTION APPROVING THE AMENDMENT OF CERTAIN 2013 BUDGET ITEMS WHEREAS, the City Council recognizes the need to amend certain items from the 2013 General Fund Operating Budget, the totals which are as follows: (1) General operating revenues, the total which reflects an increase of $4,436.76; (2) General operating expenditures, the total which reflects an increase of $4,436.76; 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 2013 General Fund Operating Budget. ADOPTED this 2nd day of April, 2013. William H. Droste, Mayor ATTEST: Amy Domeier, City Clerk DONATION REVENUE WORKSHEET C�© p \V/ 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: $ 249.65 To be Spent from Account #:101 42110 01 208.01 (Must be Expenditure # Corresponding to Individual Department) Purpose of Expenditure: Dare Graduation Gifts AMENDMENT OF BUDGETS Amend Donation Revenue Account #101 - 36230.00: $ 249.65 Amend Expenditure Account #101 -22221 $ 249.65 ( lh� p Dollar Amounts Must be the Same) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: #101 -22221 (Donation Liability #) $ 249.65 Credit: 101 -36230.00 $ 249.65 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: March 19, 2013 POSTED 4ROSEMOUNTEXECUTIVE C TIVE SUMMARY CITY COUNCIL City Council Meeting: March 19, 2013 AGENDA ITEM: Donation Account Expenditure — Police D.A.R.E. Fund AGENDA SECTION: Consent PREPARED BY: Eric T. Werner, Police Chief '��O AGENDA NO. .•.11 ATTACHMENTS: Budget Worksheet APPROVED BY: ocu RECOMMENDED ACTION: Motion to approve the expenditure of $249.65 from the Police D.A.R.E. fund for the purchase of gifts for D.A.R.E. graduates BACKGROUND The D.A.R.E. Fund has been set up for the purpose of receiving donations, which are designated for the D.A.R.E. Program. This is a drug awareness program taught to elementary school age children by the Rosemount Police Department. Expenditures from this account are only made after approval is received from the City Council. ISSUE The Council is being asked to approve the expenditure in the amount of $249.65 from the Police D.A.R.E. Fund which was previously donated by the Knights of Columbus. These funds are being designated for the purpose of purchasing gifts for the 2013 Graduates of the D.A.R.E. Program. The gifts being purchased are D.A.R.E. t- shirts and water bottles. RECOMMENDATION Staff recommends that Council approve the expenditure of $249.65 from the Police D.A.R.E. Fund for the purpose of purchasing Gifts for these graduates. DONATION REVENUE WORKSHEET PID RECEIPT OF DONATION Donation Received On:Z5 Yyto1/A-r, Done /%Ons o? 5--- a4 /0-� 00 Amount Received: s-/8 7 Purpose of Donation: - -�Ylisc/ Account # for Donation: 101— ov ate O (Must be Liability # Assigned for Each Individual Department) EXPENDITURE OF DONATION Q 00 Amount to be Spent:$ O ©. To be Spent from Account M ./& /`' 1%mo r—e9l -- sg46 , 400 (Must be Expenditure # Corresponding to Individual Department) Purpose of Expenditure: "7' c /eAl AMENDMENT OF BUDGETS / av Amend Donation Revenue Account #101 - 36230 -00 -000:$ �i co Amend Expenditure Account # - -.�$6i 00 :$ O %D, (The o Dollar Amounts Must be the Same) zJ GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # �7 � � 00 Debit: AV— - 2W, �0 (Donation Liability #) $ IS/ Credit: 101 -36230-00-000 $_/Q 7©l ao Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: ■ t]STE 4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: February 5, 2013 AGENDA ITEM: Expenditure from Donation Account for AGENDA SECTION: the Fire Department Consent PREPARED BY: Scott Aker, Fire Chief AGENDA NO. (Q,, ATTACHMENTS: Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the expenditure of funds from the Rosemount Fire Department donation account for Fire Department clothing. SUMMARY The Council is asked to consider the expenditure of $1,870.00 from the donation account for the purchase of Fire Department clothing. The money for this purchase is made possible from a donation by various sources. 1AJean Karin \Fire Dept. Forms\20130205 - Expenditure for Fire Department Clothing.doa p�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: $284.59 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: Amend Expenditure Acct #101 - 45100 -01- 439.00 (The two- dollar amounts should be the same.) $284.59 $284.59 GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: 101 -22223 (Donation Liability #) $284.59 Credit: 101- 36230.00 $284.59 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on February 5, 2013. P!N0.�� 4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: February 5, 2013 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: 0 RECOMMENDED ACTION: Motion to approve the donation expenditure of $284.59 from the Veterans' Memorial donation account for flags. EXPENDITURE AMOUNT USE/ITEM PURCHASED DONATION FROM $284.59 Office of Rep. John Kline — Flags Various SUMMARY Please consider the expenditure from the Donation Account for the above item. i DONATION REVENUE WORKSHEET COPY RECEIPT OF DONATION Donation Received on: 09 -18 -12 Amount Received: $2000 — Lions Club of Rosemount Receipt # for Donation: # N/A Purpose of Donation: Egg Hunt — Sam's Club - Supplies Account # for Donation: 101 -22223 (Must be Liability # assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $118.35 To be Spent from Acct #: 101 - 45100 -01- 439.00 (Must be Expenditure # corresponding to individual Department.) Purpose of Expenditure: Egg Hunt — Sam's Club - Supplies AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 - 36230.00: $118.35 Amend Expenditure Acct #101 - 45100 -01- 439.00 $118.35 (The two- dollar amounts should be the same.) 11 GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: 101 -22223 (Donation Liability #) $118.35 Credit: 101- 36230.00 $118.35 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on February 19. 2013. wenavuin 4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: February 19, 2013 AGENDA ITEM: Expenditure Approval from the Donation AGENDA SECTION: Account — Parks & Recreation Dept. Consent Sam's Club — Egg Hunt Supplies r PREPARED BY: Dan Schultz, Parks & Recreation Director AGENDA NO. �. ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the donation expenditure of $800.07 for the Spring Egg Hunt as detailed on the attached donation revenue worksheet. EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $118.35 Sam's Club — Egg Hunt Supplies Rosemount Lions $681.72 Sunny Bunny Easter Eggs — Egg Hunt Supplies Rosemount Lions $800.07 TOTAL SUMMARY Please consider the expenditure of funds from the Donation Account for the above items. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Li Donation Received on: 09 -18 -12 Amount Received: $2000 — Lions Club of Rosemount Receipt # for Donation: # N/A Purpose of Donation: Egg Hunt — Sunny Bunny Easter Eggs - Supplies Account # for Donation: 101 -22223 (Must be Liability # assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $681.72 To be Spent from Acct #: 10145100 - 01439.00 (Must be Expenditure # corresponding to individual Department.) Purpose of Expenditure: Egg Hunt — Sunny Bunny Easter Eggs - Supplies AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 - 36230.00: $681.72 Amend Expenditure Acct #101 - 45100 -01- 439.00 $681.72 (The two- dollar amounts should be the same.) x GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: 101 -22223 (Donation Liability #) $681.72 Credit: 101- 36230.00 $681.72 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on February 19, 2013. P ° m� 4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: February 19, 2013 AGENDA ITEM: Expenditure Approval from the Donation AGENDA SECTION: Account — Parks & Recreation Dept. Consent Sam's Club — Egg Hunt Supplies Rosemount Lions PREPARED BY: Dan Schultz, Parks & Recreation Director AGENDA NO. ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the donation expenditure of $800.07 for the Spring Egg Hunt as detailed on the attached donation revenue worksheet. EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $118.35 Sam's Club — Egg Hunt Supplies Rosemount Lions $681.72 Sunny Bunny Easter Eggs — Egg Hunt Supplies Rosemount Lions $800.07 TOTAL SUMMARY Please consider the expenditure of funds from the Donation Account for the above items. DONATION REVENUE WORKSHEET c�oply RECEIPT OF DONATION Donation Received on: 09 -18 -12 — Lions 03 -05 -13 — J. Walsh Amount Received: $2000 — Lions Club $200 — J. Walsh Receipt # for Donation: # N/A Purpose of Donation: Egg Hunt — Sam's Club & Oriental Trading - Supplies Account # for Donation: 101 -22223 (Must be Liability # assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $978.03 To be Spent from Acct #: 101 - 45100 -01- 439.00 (Must be Expenditure # corresponding to individual Department.) Purpose of Expenditure: Egg Hunt — Sam's Club & Oriental Trading - Supplies AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101- 36230.00: Amend Expenditure Acct #101- 45100 -01- 439.00 (The two- dollar amounts should be the same.) $978.03 $978.03 GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: 101 -22223 (Donation Liability #) $978.03 Credit: 101- 36230.00 $978.03 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on March 5. 2013. "(7t7STE� 4ROSEMOUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: March 5, 2013 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: RECOMMENDED ACTION: Motion to approve the donation expenditure of $978.03 for the Spring Egg Hunt as detailed on the attached donation revenue worksheet. EXPENDITURE AMOUNT USE/ITEM PURCHASED DONATION FROM $789.04 Sam's Club — Egg Hunt Supplies Rosemount Lions $188.99 Oriental Trading — Egg Hunt Supplies Joe Walsh $978.03 TOTAL SUMMARY Please consider the expenditure of funds from the Donation Account for the above items. DONATION REVENUE WORKSHEET RECEIPT OF DONATION COO p Donation Received on: 1st State Bank of Rosemount Amount Received: Various Receipt # for Donation: # N/A Purpose of Donation: Teen Night— Friday Night Live: Twin Cities lnflatables — Obstacle Course Account # for Donation: 101 -22223 (Must be Liability # assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $254.42 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: Twin Cities lnflatables — Obstacle Course AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 - 36230.00: Amend Expenditure Acct #101 - 45100 -01- 439.00 (The two- dollar amounts should be the same.) $254.42 $254.42 GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: 101 -22223 (Donation Liability #) $254.42 Credit: 101- 36230.00 $254.42 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on March 19, 2013. YOM 2 4ROSEMOUNTEXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: March 19, 2013 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: RECOMMENDED ACTION: Motion to approve the donation expenditure of $254.42 for an inflatable obstacle course for the Friday Night Live teen event to be held on 04- 26 -13. EXPENDITURE DONATION AMOUNT USE /ITEM PURCHASED FROM $254.42 Twin Cities Inflatables — Obstacle course for Friday Night 1" State Bank of Live teen event Rosemount SUMMARY Please consider the expenditure from the Donation Account for the above item.