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HomeMy WebLinkAbout6.f. Budget AmendmentsAGENDA ITEM: Budget Amendments AGENDA SECTION: Consent PREPARED BY: Jeff May, Finance Director AGENDA NO. bff: ATTACHMENTS: Council Memo, Resolution, Donation Worksheets Supporting Documents APPROVED BY: Z..:DJ RECOMMENDED ACTION: Motion to adopt A Resolution Approving the Amendment of Certain 2008 Budget Items for the General Fund and the Equipment CIP Fund as outlined in the attached memo. 4 ROSEMOUNT CITY COUNCIL City Council Meeting Date: October 7, 2008 EXECUTIVE SUMMARY ISSUE Amend the General Fund budget to reflect donations expended during the 3` quarter of 2008. Also, to amend the Equipment CIP Fund budget to reflect the Police Department Buffer Zone grant program. BACKGROUND This item is on the agenda for Council to formally amend the 2008 General Fund budget by resolution for donation items that Council had previously authorized covering expenditures made during the third quarter of 2008. This item also addresses the grant revenues and expenditures for the Police Department's Buffer Zone grant for the third quarter of 2008. 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 3` quarter of 2008. 4 ROSEMOUNT MINNESOTA M E M O R A N D U M To: Mayor Droste Council Members Baxter, DeBettignies, Shoe Corrigan Sterner From: Jeff May, Finance Director Date: September 17, 2008 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 is also a request to amend both the revenue and expenditure budgets for the Equipment CIP Fund for the Police Department Buffer Zone Grant program. 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) Total Expenditures GENERAL FUND DETAIL Total Revenues Detail for Expenditures: 101 42110 -01- 208.01 (Miscellaneous Supplies D.A.R.E.) 101 42110 -01- 208.02 (Miscellaneous Supplies Equipment) 101 42210 -01- 586.00 (Computer Equipment Purchases) 101 45100 -01- 439.00 (Other Miscellaneous Charges) EQUIPMENT CIP FUND DETAIL Detail for Revenues: 207 33100.00 (Federal Grants Aids) Total Revenues Detail for Expenditures: 207 49007 -01- 585.00 (Police Grant Equipment) Total Expenditures 10,458.77 10,458.77 2,252.59 2,534.70 3,827.07 1,844.41 10,458.77 39,548.41 39,548.41 39,548.41 39,548.41 ATTEST: Amy Domeier, City Clerk CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2008 A RESOLUTION APPROVING THE AMENDMENT OF CERTAIN 2008 BUDGET ITEMS WHEREAS, the City Council recognizes the need to amend certain items from the 2008 General Fund Operating Budget, the totals which are as follows: (1) General operating revenues, the total which reflects an increase of $10,458.77; (2) General operating expenditures, the total which reflects an increase of $10,458.77; WHEREAS, the City Council recognizes the need to amend certain items from the 2008 Equipment CIP Fund Budget, the totals which are as follows: (1) Equipment CIP revenues, the total which reflects an increase of $39,548.41; (2) Equipment CIP expenditures, the total which reflects an increase of $39,548.41; 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 2008 General Fund Operating Budget and the 2008 Equipment CIP Budget. ADOPTED this 7 day of October, 2008. William H. Droste, Mayor Motion by: Seconded by: Voted in favor: Voted Against: Members Absent: Donation Received On: Amount Received: Purpose of Donation: Undesignated Account for Donation: 101 22222 (Must be Liability Assigned for Each Individual Department) DONATION REVENUE WORKSHEET RECEIPT OF DONATION EXPENDITURE OF DONATION Amount to be Spent: $2252.59 To be Spent from Account #:101 42110 01 208.01 (Must be Expenditure Corresponding to Individual Department) Purpose of Expenditure: DARE graduation supplies AMENDMENT OF BUDGETS Amend Donation Revenue Account #101 36230.00: $2252.59 Amend Expenditure Account #101 -2222* $2252.59 (The Two DollapAnts Must be the Same) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: #101 -22221 (Donation Liability 2252.59 Credit:101- 36230.00 2252.59 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: August 19, 2008 AGENDA ITEM: Approve Expenditure of Funds From the Police Equipment Fund and DARE Fund AGENDA SECTION: Consent NO. f Chief of P 1 \Z- olice PREPARED BY: Gary Kalstabakken, ATTACHMENTS: Worksheets APPROVED of funds in the amount of purchasing badges for police RECOMMENDED ACTION: Motion to authorize expenditure $1249.25 from the Police Equipment Fund for the purpose of reserve officers and $2252.59 from the DARE Fund. 4 ROSEMOUNT CITY COUNCIL City Council Meeting: August 19, 2008 EXECUTIVE SUMMARY Council is asked to approve the expenditure of funds from the Police Equipment Fund for the purpose of purchasing badges for the reserve officers. The reserves requested this expenditure to allow each reserve to have two (2) badges, one to be worn on the uniform shirt and one on the jacket when worn. Funds for this expenditure are available in the Equipment Fund from donations and fund raising efforts done by the reserve officers. The total amount requested is $1249.25. Council is asked to approve the expenditure of funds from the DARE Fund to pay for the supplies used in the 2007 -2008 DARE program. Approval of $2252.59 is sought to pay for the items used primarily for the graduation events at the three schools. This includes T- shirts, medallions, balloons and miscellaneous other items. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: Amount Received: Purpose of Donation: Undesianated Account for Donation: 101 22222 (Must be Liability Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent: $1249.25 To be Spent from Account #:101 42110 01 208.02 (Must be Expenditure Corresponding to Individual Department) Purpose of Expenditure: Police reserve officer badges AMENDMENT OF BUDGETS Amend Donation Revenue Account #101 36230.00: $1249.25 Amend Expenditure Account #101 -22222 $1249.25 (The Two Dollar A nts Must be the Same) 4)-114 GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: #101 -22222 (Donation Liability $1249.25 $1249.25 Credit: 101-36230.00 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: August 19, 2008 AGENDA ITEM: Approve Expenditure of Funds From the Police Equipment Fund and DARE Fund AGENDA SECTION: Consent PREPARED BY: Gary Kalstabakken, Chief of Police' \J GENDA NO. APPROVED r= v ATTACHMENTS: Worksheets Motion to authorize expenditure of funds in the amount of RECOMMENDED ACTION: Mori n p $1249.25 from the Police Equipment Fund for the purpose of purchasing badges for police reserve officers and $2252.59 from the DARE Fund. 4 ROSEMOUNT CITY COUNCIL City Council Meeting: August 19, 2008 EXECUTIVE SUMMARY Council is asked to approve the expenditure of funds from the Police Equipment Fund for the purpose of purchasing badges for the reserve officers. The reserves requested this expenditure to allow each reserve to have two (2) badges, one to be worn on the uniform shirt and one on the jacket when worn. Funds for this expenditure are available in the Equipment Fund from donations and fund raising efforts done by the reserve officers. The total amount requested is $1249.25. Council is asked to approve the expenditure of funds from the DARE Fund to pay for the supplies used in the 2007 -2008 DARE program. Approval of $2252.59 is sought to pay for the items used primarily for the graduation events at the three schools. This includes T- shirts, medallions, balloons and miscellaneous other items. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: September 16, 2008 Amount Received: $300 Purpose of Donation: Commemorative Badges Account for Donation: 101 22222 (Must be Liability Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent: $1285.45 To be Spent from Account #:101 42110 01 208.02 (Must be Expenditure Corresponding to Individual Department) Purpose of Expenditure: Police reserve officer badges AMENDMENT OF BUDGETS Amend Donation Revenue Account #101 36230.00: $1285.45 Amend Expenditure Account #101 -22222 $1285.45 (The Two Dollar Amounts Must be the Same) G.� GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: #101 -22222 (Donation Liability $1285.45 Credit:101- 36230.00 $1285.45 Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: September 16, 2008 4 ROSEMOUNT $100 CITY COUNCIL City Council Meeting: September 16, 2008 EXECUTIVE SUMMARY AGENDA ITEM: Accept Donations To and Approve Expenditure of Funds From the Police Equipment Fund PREPARED BY: Gary Kalstabakken, Chief of Polio ATTACHMENTS: Worksheets AGENDA SECTION: Consent AGENDA NO. 6•. APPROVED BY: cn) RECOMMENDED ACTION: Motion to authorize expenditure of funds in the amount of $1285.45 from the Police Equipment Fund for the purpose of purchasing commemorative badges for police and accept three (3) donations of $100 each to the Police Equipment Fund. Council is asked to approve the expenditure of funds from the Police Equipment Fund for the purpose of purchasing badges for the police officers. The badges are commemorative badges for the City's 150 year anniversary and are modeled after one of the badges worn by Rosemount officers in the 1950s. There are sufficient funds available in the. Equipment Fund from donations. The total amount requested is $1285.45. Officers have each paid a portion of the cost for the commemorative badge. Equipment Fund monies will be used to cover the balance of the cost. Donations were sought to offset the cost of the commemorative badges. Council is asked to accept the following donations that have been received and designated for the purchase of the badges: Rosemount McDonalds Mr. Steve Kopel $100 Terry's Ace Hardware Chuck and Darlene Terry Bernice Wenzel DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: Amount Received: Purpose of Donation: Account for Donation: (Must be Liability Assigned for Each Individual Department) PENDITURE OF DONATION Amount to be Spent:$ 3So2 r To be Spent from Account /O /c R/ "—eV— -rgg 0 (Must be Expenditure Corresponding to Individual Department) Purpose of Expenditure: 0,1;1 p-me 1, L eT) d91- 97 AMENDMENT OF BUDGETS Amend Donation Revenue Account #101- 36230 -00 -000:$ 3 a 7, O7 Amend Expenditure Account Mae" 43 a/) 7,1 S8d (The Two Dollar.Aliounts Must be the Same) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Q C� (Donation Liability 380 7 6 Debit: r�r�o� a Credit:101- 36230 00-000 ekd 7' D Joumal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: l 1C-`'' 4 ROSEMOUNT CITY COUNCIL City Council Meeting; July 15, 2008 EXECUTIVE SUMMARY BACKGROUND: The council is asked to consider the expenditure of $3,827.07 from the donation account, for the purchase of a LCD Projector at Station #2. The cost includes all materials, shipping and installation. The money for this purchase comes from donations and fund raisers held over the past several years. I:\FIRE \awn donation CC7- 17 -08.d« AGENDA ITEM: Expenditure From Donation Account for Fire Department AGENDA SECTION: Consent PREPARED BY: Scott Aker, Fire Chief AGENDA NO. ATTACHMENTS: Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the expenditure of funds, from the Rosemount Fire Department donation account, for the above listed item. 4 ROSEMOUNT CITY COUNCIL City Council Meeting; July 15, 2008 EXECUTIVE SUMMARY BACKGROUND: The council is asked to consider the expenditure of $3,827.07 from the donation account, for the purchase of a LCD Projector at Station #2. The cost includes all materials, shipping and installation. The money for this purchase comes from donations and fund raisers held over the past several years. I:\FIRE \awn donation CC7- 17 -08.d« RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Account for Donation: DONATION REVENUE WORKSHEET Various CF Industries N/A (Must be Liability assigned for each individual Department.) Amount to be Spent: $148.11 To be Spent from Acct 101 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Fishing Derby Supplies Purpose of Expenditure: Fishing Derby Supplies 101- 22223.00 EXPENDITURE OF DONATION AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $148.11 Amend Expenditure Acct #10145100 -01- 439.00 $148.11 (The two- dollar amounts should the same.) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $148.11 Credit: 101- 36230.00 $148.11 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on July 15, 2008. 3 4 ROSEMOLIN 1 CITY COUNCIL City Council Regular Meeting: July 15, 2008 EXECUTIVE SUMMARY AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. PREPARED BY: Dan Schultz, Parks Recreation Director ATTACHMENTS: Donation Revenue Worksheet AGENDA SECTION: Consent AGENDA NO. t0. I. APPROVED BY: 4/ RECOMMENDED ACTION: Motion to approve the donation Safety Camp; and $148.11 for the Fishing Derby event. expenditure of $1,100 for EXPENDITURE AMOUNT $1,100.00 $148.11 $1,248.11 USE/ITEM PURCHASED Pilgrim Promotions Safety Camp t- shirts WalMart Fishing Derby supplies TOTAL DONATION FROM Dakota Electric, 1' State Bank of Rsmt, Toombs Ins CF Industries SUMMARY Please consider the expenditure of funds 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 Various N/A Safety Camp Account for Donation: 101- 22223.00 (Must be Liability assigned for each individual Department.) Amount to be Spent: $1,100 To be Spent from Acct 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Purpose of Expenditure: Amend Donation Revenue Acct #101 36230.00: Amend Expenditure Acct #10145100 -01- 439.00 (The two-dollar amounts should be the same.) Dakota Electric, 1 State Bank of Rsmt, Toombs Ins EXPENDITURE OF DONATION Safety Camp AMENDMENT OF BUDGETS $1,10 1,1 0 0 GENERAL JOfNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $1,100 Credit: 101- 36230.00 $1,100 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on July 15, 2008. 2 ROSEMOLNT CITY COUNCIL City Council Regular Meeting: July 15, 2008 EXECUTIVE SUMMARY SUMMARY Please consider the expenditure of funds from the Donation Account for the above items AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. to. j. ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the donation expenditure of $1,100 for Safety. Camp; and $148.11 for the Fishing Derby event. $148.11 ROSEMOLNT CITY COUNCIL City Council Regular Meeting: July 15, 2008 EXECUTIVE SUMMARY SUMMARY Please consider the expenditure of funds from the Donation Account for the above items EXPENDITURE AMOUNT USE/ITEM PURCHASED DONATION FROM $1,100.00 Pilgrim Promotions Safety Camp t -shirts Dakota Electric, 1' State Bank of Rsmt, Toombs Ins $148.11 WalMart Fishing Derby supplies CF Industries $1,248.11 TOTAL ROSEMOLNT CITY COUNCIL City Council Regular Meeting: July 15, 2008 EXECUTIVE SUMMARY SUMMARY Please consider the expenditure of funds from the Donation Account for the above items RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Purpose of Expenditure: DONATION REVENUE WORKSHEET Various Various N/A Account for Donation: 101- 22223.00 (Must be Liability assigned for each individual Department.) Vets' Memorial Memorial Day Event Supplies EXPENDITURE OF DONATION Amount to be Spent: $146.30 To be Spent from Acct 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $146.30 Amend Expenditure Acct #101- 45100 -01- 439.00 $146.30 (The two- dollar amo s should be the same.) RAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $146.30 Credit: 101- 36230.00 $146.30 Vets' Memorial Memorial Day Event Supplies Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on August 4, 2008. 4 EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $250.00 Sam's Club Run for the Gold America's Fitness Center $200.00 First State Bank of Rosemount Coins for Blarney Stone CF Industries Hunt. $146.30 Country Flags, Ace Hardware, Sam's Club Supplies and Flags for Memorial Day Event Various $596.30 TOTAL AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. (7.l1, ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: V RECOMMENDED ACTION: Motion to approve the donation expenditure of $250 for the annual Run for the Gold event; $200 for the Blarney Stone Hunt; and $645 for the Leprechaun Days Battle of the Bands and $146.30 for the annual Memorial Day event. ROSEMOUNT City Council Special Meeting: August 4, 2008 SUMMARY CITY COUNCIL EXECUTIVE SUMMARY Please consider the expenditure of funds 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: DONATION REVENUE WORKSHEET Various Various N/A Account for Donation: 101- 22223.00 (Must be Liability assigned for each individual Department.) Leprechaun Days Blarney Stone Hunt EXPENDITURE OF DONATION $200.00 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Leprechaun Days Blarney Stone Hunt AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $200.00 Amend Expenditure Acct #101 45100 -01- 439.00 $200.00 (The two- dollar amounts should be the same.) L JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $200.00 Credit: 101- 36230.00 $200.00 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on August 4, 2008. 3 EXPENDITURE AMOUNT USE /ITEM PURCHASED DONATION FROM $250.00 Sam's Club Run for the Gold America's Fitness Center $200.00 First State Bank of Rosemount Coins for Blarney Stone CF Industries Hunt. $146.30 Country Flags, Ace Hardware, Sam's Club Supplies and Flags for Memorial Day Event Various $596.30 TOTAL AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. (0.0 1, ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: 0 RECOMMENDED ACTION: Motion to approve the donation expenditure of $250 for the annual Run for the Gold event; $200 for the Blarney Stone Hunt; and $645 for the Leprechaun Days Battle of the Bands and $146.30 for the annual Memorial Day event. 4 ROSEMOUNT SUMMARY CITY COUNCIL City Council Special Meeting: August 4, 2008 EXECUTIVE SUMMARY Please consider the expenditure of funds from the Donation Account for the above items. RECEIPT OF DONATION Donation Received on: Amount Received: Receipt for Donation: Purpose of Donation: Purpose of Expenditure: Credit: 101- 36230.00 DONATION REVENUE WORKSHEET 08 -04 -08 Americas Fitness Center $250.00 N/A Run.for the Gold Supplies Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $250.00 To be Spent from Acct 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Run for the Gold Supplies AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $250.00 Amend Expenditure Acct #101- 45100 -01- 439.00 $250.00 (The two- dollar amounts should be the same.) 6 1 1 1 c GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101- 22223.00 (Donation Liability $250.00 $250.00 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on August 4, 2008. 2 I ROSEMOLINT CITY COUNCIL City Council Special Meeting: August 4, 2008 EXECUTIVE SUMMARY AGENDA ITEM: Expenditure Approval from the Donation Account Parks Recreation Dept. PREPARED BY: Dan Schultz, Parks Recreation Director ATTACHMENTS: Donation Revenue Worksheet AGENDA SECTION: Consent AGENDA NO. (0.111. APPROVED BY: 0 RECOMMENDED ACTION: Motion to approve the donation expenditure of $250 for the annual Run for the Gold event; $200 for the Blarney Stone Hunt; and $645 for the Leprechaun Days Battle of the Bands and $146.30 for the annual Memorial Day event. EXPENDITURE AMOUNT $250.00 $200.00 $146.30 $596.30 USE /ITEM PURCHASED Sam's Club Run for the Gold First State Bank of Rosemount Coins for Blarney Stone Hunt. Country Flags, Ace Hardware, Sam's Club Supplies and Flags for Memorial Day Event TOTAL DONATION FROM America's Fitness Center CF Industries Various SUMMARY Please consider the expenditure of funds from the Donation Account for the above items. an o 5.1"5- Lfi Department of Finance Vendor Payments PaymentDetail Payment Detail For Vendor: ROSEMOUNT CITY OF T No. 04406000100 If you have any questions regarding this payment, call the Contact Phone Number listed next to the Agency Code/Description. This is the state agency that made the payment to you and will be able to answer any questions. Payment Number Payment Amount Payment Date Agency Code/ Description P07 EMER MGMT VICKY Contact Phone Number 651/201 -7026 EF00003471406 39,548.41 2008/07/14 Voucher Number 20000000790 Return to Payment Summary Page CITY OF ROSEMOUNT Official Receipt by 077708 41 Received Of ()1` I- 1c r 111 r Date 3 For e Cam_ c )1 `71`4 tO'fCkrr\. 10#) t— L r H 1 Separate Deposit Vendor Invoice Number 2008 -BZPP -00253 CFDA 97.078 Select a Different Location Page 1 of 1 400 Centennial Building 658 Cedar Street Saint Paul, MN 55155 Phone 651- 201 -8000 Fax 651- 296 -8685 Minnesota Relay Service 800 -627 -3529 Payment Amount 39,548.41 M4-- VA-5 i, vr-,Pntnetail i cn ?PavmentNo= EF00003471406 &Pa... 7/14/2008