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Home My WebLink About6.i. Budget AmendmentsAGENDA ITEM: Budget Amendments AGENDA SECTION: Consent PREPARED BY: Jeff May, Finance Director AGENDA NO. 6.1. ATTACHMENTS: Council Memo, Resolution, Donation Worksheets Supporting Documents APPROVED BY: r I RECOMMENDED ACTION: Motion to adopt A Resolution Approving the Amendment of Certain 2009 Budget Items for the General Fund as outlined in the attached memo. 4 ROSEMOUNT CITY COUNCIL City Council Meeting Date: December 15, 2009 EXECUTIVE SUMMARY ISSUE Amend the General Fund budget to reflect donations expended during the 4t quarter of 2009. BACKGROUND This item is on the agenda for Council to formally amend the 2009 General Fund budget by resolution for donation items that Council had previously authorized covering expenditures made during the fourth quarter of 2009 and for a CDA grant that will be received prior to year -end to help with the costs of the Downtown Streetscape Project. 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 4 quarter of 2009. M E M O R A N D U M To: Mayor Droste Council Members Bills, DeBettignies, Shoe Corrigan Weisensel From: Jeff May, Finance Director Date: December 8, 2009 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 and for a CDA grant received to help with the costs of the Downtown Streetscape Project. 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. Detail for Revenues: 101 36230.00 (Donations) 101 33620.00 (Other County Grants Aids) Total Revenues Detail for Expenditures: 101 41110 -01- 225.00 (Downtown Streetscape Expenditures) 101 41910 -01- 433.10 (Broadband Video Cost Share) 101 42110 -01- 208.02 (Miscellaneous Supplies Equipment) 101 45100 -01- 439.00 (Other Miscellaneous Charges) Total Expenditures 4 ROSEMOUNT MINNESOTA GENERAL FUND DETAIL 19,779.30 41,000.00 60,779.30 41,000.00 627.92 5,120.38 14,031.00 60,779.30 ATTEST: Amy Domeier, City Clerk CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2009 A RESOLUTION APPROVING THE AMENDMENT OF CERTAIN 2009 BUDGET ITEMS WHEREAS, the City Council recognizes the need to amend certain items from the 2009 General Fund Operating Budget, the totals which are as follows: (1) General operating revenues, the total which reflects an increase of $60,779.30; (2) General operating expenditures, the total which reflects an increase of $60,779.30; 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 2009 General Fund Operating Budget. ADOPTED this 15th day of December, 2009. William H. Droste, Mayor Motion by: Seconded by: Voted in favor: Voted Against: Members Absent: RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Account for Donation: (Must be Liability assigned for each individual Department.) Amount to be Spent: To be Spent from Acct Purpose of Expenditure: Amend Donation Revenue Acct #101 36230.00: Amend Expenditure Acct #101- 41910 -01- 433.10 (The two dollar amounts should be the same.) Credit: 101- 36230.00 DONATION REVENUE WORKSHEET EXPENDITURE OF DONATION $627.92 101- 41910 -01- 433.10 (Must be Expenditure corresponding to individual Department.) Broadband Video Cost Share AMENDMENT OF BUDGETS GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 -22225 (Donation Liability $627.92 $627.92 $627.92 $627.92 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on November 17, 2009 AGENDA ITEM: Expenditure of Donation from Dakota Electric AGENDA SECTION: Consent Agenda PREPARED BY: Kim Lindquist, Community Development Director AGENDA NO. ,1 ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve an expenditure of $627.92 from the donation received from Dakota Electric to be used for the city's share of Broadband Video. 4 ROSEMOUNT CITY COUNCIL City Council Regular Meeting: November 17, 2009 EXECUTIVE SUMMARY DISCUSSION A donation in the amount of $5000 was received from Dakota Electric to be used in conjunction with the City's economic development efforts. Dakota Electric annually contributes to City economic development efforts including past expenditures for technology upgrades, Downtown Redevelopment planning, City marketing, and payment to consultants for work on the St. Joseph's Task Force work. There is money encumbered from the Dakota Electric donations to continue pursuing these goals. These funds were identified for payment of the City's share of the Broadband Video created through collaboration with other Dakota County cities and the Dakota County CDA. Half the cost for the video was paid for by the CDA, with the remaining costs allocated on a pro rata share based upon the communities' population size. Rosemount's share is calculated at $627.92 out of a total $26,579.02 price tag. RECOMMENDATION Motion to approve the expenditure of $627.92 from the donation funds received from Dakota Electric. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: August 3, 2009 Amount Received: $7000 Purpose of Donation: 800 MHz Conversion for Portable Alarms Account for Donation: 101 22222 (Must be Liability Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent: $5120.38 To be Spent from Account #:101 42110 01 208.02 (Must be Expenditure Corresponding to Individual Department) Purpose of Expenditure: Conversion of Radio Alarms AMENDMENT OF BUDGETS Amend Donation Revenue Account #101 36230.00: $5120.38 Amend Expenditure Account #101 -22222 $5120.38 (The Two Dollarr mounts Must be the Same) E NERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: #101 -2222 (Donation Liability $5120.38 Credit:101- 36230.00 $5120.38 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: October 20, 2009 AGENDA ITEM: Donation Account Expenditure Police Equipment Fund AGENDA SECTION: Consent PREPARED BY: Gary Kalstabakken, Chief of Police ENDA NO. 6 ATTACHMENTS: Worksheet APPROVED BY: Do RECOMMENDED ACTION: Motion to approve expenditure from the Police Equipment Fund in the amount of $5120.38. 4 ROSEMOUNT CITY COUNCIL City Council Meeting: October 20, 2009 EXECUTIVE SUMMARY BACKGROUND On August 3, 2009 the City Council accepted a donation of $7000 from AAA Auto Parts. The donation was designated for use to convert the Police Department's three (3) radio alarms to 800 MHz. ISSUE The expenses related to the conversion of the alarms have been incurred and Council is asked to approve the expenditures of funds from the Donation Account to pay for the conversion. Total cost of the conversion is $5120.38 and is broken down as follows: Purchase three (3) 800 MHz radios Shipping Costs to Vendor for Conversion Conversion Kits and Installation $4080.75 $94.01 $945.62 Council is asked to approve the expenditure of the donated funds to pay for the expenses for which the funds were donated. RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) Amount to be Spent: To be Spent from Acct (Must be Expenditure corresponding to individual Department.) Purpose of Expenditure: Amend Donation Revenue Acct #101 36230.00: $500 Amend Expenditure Acct #101 45100 -01- 439.00 $500 (The two dollar amounts should be the same.) Credit: 101- 36230.00 DONATION REVENUE WORKSHEET 07 -21 -09 Debit: 101 22223.00 (Donation Liability $500 $1500 from Life Wellness Center N/A Run for the Gold Groundpounders Event Mailings Apple Valley EXPENDITURE OF DONATION $500 101- 45100 -01- 439.00 Run for the Gold Groundpounders Event Mailings AMENDMENT OF BUDGETS GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY $500 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on October 6, 2009. 3 EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $122.55 Pizza Man Pizzas for Teen Night 1" State Bank of Rosemount $244.45 Coca Cola Pop for Teen Night 1" State Bank of Rosemount $350.00 DJ Services Teen Night 1" State Bank of Rosemount $500.00 City of Apple Valley Reimbursement for Groundpounders Running Series Mailing Life Wellness Ctr $1217.00 Total AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO, ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the donation expenditures of $122.55, $244.45 and $350, totaling $717, for Teen Night; and $500.00 from the Run for the Gold donation account to reimburse the City of Apple Valley for postage for event mailings. 4ROSEMOUNT CITY COUNCIL City Council Regular Meeting: October 6, 2009 EXECUTIVE SUMMARY SUMMARY Please consider the expenditure from the Donation Account for the above items. RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Amount to be Spent: To be Spent from Acct Purpose of Expenditure: Credit: 101- 36230.00 DONATION REVENUE WORKSHEET 1 State Bank of Rosemount Various N/A Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) Teen Night DJ, Pizza Man, Coca -Cola EXPENDITURE OF DONATION $717 (Must be Expenditure corresponding to individual Department.) AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $717 Amend Expenditure Acct #101 45100 -01- 439.00 $717 (The two dollar amounts should be the same.) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $717 101- 45100 -01- 439.00 Teen Night DJ, Pizza Man, Coca -Cola $717 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on October 6, 2009. 2 EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $122.55 Pizza Man Pizzas for Teen Night 1'` State Bank of Rosemount $244.45 Coca Cola Pop for Teen Night 1" State Bank of Rosemount $350.00 DJ Services Teen Night 1' State Bank of Rosemount $500.00 City of Apple Valley Reimbursement for Groundpounders Running Series Mailing Life Wellness Ctr $1217.00 Total AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO, ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: ^,i RECOMMENDED ACTION: Motion to approve the donation expenditures of $122.55, $244.45 and $350, totaling $717, for Teen Night; and $500.00 from the Run for the Gold donation account to reimburse the City of Apple Valley for postage for event mailings. ROSEMOLINT CITY COUNCIL City Council Regular Meeting: October 6, 2009 EXECUTIVE SUMMARY SUMMARY Please consider the expenditure from the Donation Account for the above items. RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) Amount to be Spent: To be Spent from Acct Purpose of Expenditure: DONATION REVENUE WORKSHEET 1 State Bank of Rosemount Various N/A Teen Night Pizza Man EXPENDITURE OF DONATION $114.00 (Must be Expenditure corresponding to individual Department.) AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $114 Amend Expenditure Acct #101 45100 -01- 439.00 $114 101- 45100 -01- 439.00 Teen Night Pizza Man (The two dollar amounts should be the same.) G ENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $114 Credit: 101- 36230.00 $114 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on October 20, 2009. CO1M1F4M) its -fit 2 EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $114.00 Pizza Man Pizzas for Teen Night 1" State Bank of Rosemount $12,000.00 St. Croix Recreation Brockway Park Shelter Lions Club of Rosemount $12,114.00 Total AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. 11 C� i D ATTACHMENTS: Donation Revenue Worksheets APPROVED BY: 04) RECOMMENDED ACTION: Motion to approve the donation expenditures of $114.00 for Teen Night and $12,000 for the shelter building at Brockway Park. ROSEMOUNT SUMMARY CITY COUNCIL City Council Regular Meeting: October 20, 2009 EXECUTIVE SUMMARY Please consider the expenditure from the Donation Account for the above items. RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Amount to be Spent: To be Spent from Acct Purpose of Expenditure: Credit: 101- 36230.00 DONATION REVENUE WORKSHEET Rcvd 03 -16 -09 approved 05/20/09 $12,000 from Lions Club of Rosemount N/A Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) Miscellaneous Acct Brockway Park Shelter EXPENDITURE OF DONATION $12,000 Debit: 101 22223.00 (Donation Liability $12,000 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Amend Donation Revenue Acct #101-36230.00: $12,000 Miscellaneous Acct Brockway Park Shelter AMENDMENT OF BUDGETS Amend Expenditure Acct #101 45100 -01- 439.00 $12,000 (The two dollar amounts should be the same.) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY $12,000 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on October 20, 2009. 3 EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $114.00 Pizza Man Pizzas for Teen Night 1" State Bank of Rosemount $12,000.00 St. Croix Recreation Brockway Park Shelter Lions Club of Rosemount $12,114.00 Total AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. L ATTACHMENTS: Donation Revenue Worksheets APPROVED BY: p41 RECOMMENDED ACTION: Motion to approve the donation expenditures of $114.00 for Teen Night and $12,000 for the shelter building at Brockway Park. City Council Regular Meeting: October 20, 2009 SUMMARY ROSEMOUNT CITY COUNCIL EXECUTIVE SUMMARY Please consider the expenditure from the Donation Account for the above items. RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: DONATION REVENUE WORKSHEET Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) Amount to be Spent: To be Spent from Acct Purpose of Expenditure: 1s State Bank of Rosemount Various N/A Teen Night DJ EXPENDITURE OF DONATION $350 (Must be Expenditure corresponding to individual Department.) AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $350 Amend Expenditure Acct #101 45100 -01- 439.00 $350 (The two dollar amounts should be the same.) '�GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $350 Credit: 101- 36230.00 $350 101- 45100 -01- 439.00 Teen Night DJ Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on November 3, 2009. 2 I AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. (0. 1 9 ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: Do) RECOMMENDED ACTION: Motion to approve the donation expenditure of $350 for Teen 1 Night DJ services. EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $350.00 DJ Services Teen Night October 9, 2009 1' State Bank of Rosemount ROSEMOUNT CITY COUNCIL City Council Special Meeting: November 3, 2009 EXECUTIVE SUMMARY SUMMARY Please consider the expenditure from the Donation Account for the above item. RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Amount to be Spent: To be Spent from Acct Purpose of Expenditure: DONATION REVENUE WORKSHEET 1S State Bank of Rosemount Various N/A Debit: 101 22223.00 (Donation Liability $350 Credit: 101- 36230.00 $350 Teen Night DJ Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) EXPENDITURE OF DONATION $350 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Teen Night DJ AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $350 Amend Expenditure Acct #101 45100 -01- 439.00 $350 (The two- dollar amounts should be the same.) JOURNAL ENTRY TO ADJUST DONATION LIABILITY Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on December 1, 2009. 2 AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. (Y. h. ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the donation expenditure of $350 for Teen Night DJ services. EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $350.00 DJ Services Teen Night November 13, 2009 1" State Bank of Rosemount SUMMARY ROSEMOUNT CITY COUNCIL City Council Special Meeting: December 1, 2009 EXECUTIVE SUMMARY Please consider the expenditure from the Donation Account for the above item.