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Home My WebLink About6.j. Budget AmendmentsEXECUTIVE SUMMARY City Council Regular Meeting: December 20, 2016 AGENDA ITEM: Budget Amendments AGENDA SECTION: Consent PREPARED BY: Jeff May, Finance Director AGENDA NO. 6.j. ATTACHMENTS: Council Memo, Resolution & Donation Worksheets APPROVED BY: ddj RECOMMENDED ACTION: Motion to adopt A Resolution Approving the Amendment of Certain 2016 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 2016. BACKGROUND This item is on the agenda for Council to formally amend the 2016 General Fund budget by resolution for donation items that Council had previously authorized covering expenditures made during the fourth quarter of 2016. 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 2016. CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2016 - A RESOLUTION APPROVING THE AMENDMENT OF CERTAIN 2016 BUDGET ITEMS WHEREAS, the City Council recognizes the need to amend certain items from the 2016 General Fund Operating Budget, the totals which are as follows: (1) General operating revenues, the total which reflects an increase of $37,294.11; (2) General operating expenditures, the total which reflects an increase of $37,294.11; 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 2016 General Fund Operating Budget. ADOPTED this 20th day of December, 2016. _____________________________ William H. Droste, Mayor ATTEST: __________________________ Clarissa Hadler, City Clerk MEMORANDUM To: Mayor Droste Council Members DeBettignies, Demuth, Nelson & Weisensel From: Jeff May, Finance Director Date: December 12, 2016 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) $ 37,294.11 ----------------- Total Revenues $ 37,294.11 ======== Detail for Expenditures: 101-42110-01-208.02 (Equipment Donations/Forfeitures) $ 2,279.99 101-42210-01-439.05 (Station Needs) 14,114.12 101-45100-01-439.00 (Other Miscellaneous Charges) 20,900.00 ----------------- Total Expenditures $ 37,294.11 ======== EXECUTIVE SUMMARY City Council Regular Meeting: December 20, 2016 AGENDA ITEM: Donation Account Expenditure AGENDA SECTION: Consent PREPARED BY: Mitchell Scott, Chief of Police AGENDA NO. 6.i. ATTACHMENTS: Budget Worksheet APPROVED BY: ddj RECOMMENDED ACTION: Motion to approve an expenditure from the Donation Fund Account in the amount of $679.99 for Shop with a Cop. ISSUE The Police Department hosted a Shop with a Cop event for children in need of support this holiday season. In September donations were collected to offset the cost needed to take the children shopping to purchase a gift for themselves and for their family members. BACKGROUND In 2015 the Rosemount Police Department began a Shop with a Cop program to provide support to children in our community who are experiencing difficulties in their lives. This program takes referrals from schools, churches, and other community organizations to identify children who are facing financial difficulties, family tragedies, and other situations where they could use some support. In 2016 the police department assisted 20 families. This was possible due to a donation from the American Legion and Officers bagging groceries to raise funds. The Rosemount Police Department also had cooperation with Target and McDonalds to make the night as special as possible for the children. This year the Dakota County Sheriff’s Office had several deputies volunteer their own time to join us with our event. SUMMARY Council previously approved an expenditure of $1500 on November 1st. The total cost of the event was $2179.99. Council is asked to approve an additional expenditure of $679.99 to support Shop with a Cop program. 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: $679.99 To be Spent from Account #: 101-42110-01-208.02 (Must be Expenditure # Corresponding to Individual Department) Purpose of Expenditure: Expenses related to Shop with a Cop AMENDMENT OF BUDGETS Amend Donation Revenue Account #101-36230.00: $679.99 Amend Expenditure Account # 101-42110-01-208.02: $679.99 (The Two Dollar Amounts Must be the Same) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: 101-22222 (Donation Liability #) $679.99 Credit: 101-36230.00 $679.99 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: December 20, 2016.