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Home My WebLink About6.c. Budget Amendments 9ROSEN4OLINT SUMMARY CITY COUNCIL City Council Meeting Date: July 1, 2008 AGENDA ITEM: Budget Amendments AGENDA SECTION: Consent PREPARED BY: Jeff May, Finance Director AGENDA NO. (0.c• ATTACHMENTS: Council Memo, Resolution, Donation APPROVED BY Worksheets Supporting Documents 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. ISSUE Amend the General Fund budget to reflect donations expended during the 2° 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 second quarter of 2008. This item also addresses the grant revenues and expenditures for the Police Department's Buffer Zone grant through the first half 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 2n quarter of 2008. 4ROSEMOUNT 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: June 23, 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 summati7ed in the Resolution before you. GENERAL FUND DETAIL Detail for Revenues: 101- 36230.00 (Donations) 2,549.64 Total Revenues 2,549.64 Detail for Expenditures: 101 42110 -01- 208.01 (Miscellaneous Supplies D.A.R.E.) 85.00 101- 42110 -01- 208.02 (Miscellaneous Supplies Equipment) 1,412.65 101- 45100 -01- 439.00 (Other Miscellaneous Charges) 1,051.99 Total Expenditures 2,549.64 EQUIPMENT CIP FUND DETAIL Detail for Revenues: 207- 33100.00 (Federal Grants Aids) 23,356.04 Total Revenues 23,356.04 Detail for Expenditures: 207 49007 -01- 585.00 (Police Grant Equipment) 23,356.04 Total Expenditures 23,356.04 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 $2,549.64; (2) General operating expenditures, the total which reflects an increase of $2,549.64; 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 $23,356.04; (2) Equipment CIP expenditures, the total which reflects an increase of $23,356.04; 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 1 day of July, 2008. William H. Droste, Mayor ATTEST: Amy Domeier, City Clerk Motion by: Seconded by: Voted in favor: Voted Against: Members Absent: DONATION REV UE WORKSHEET RECEIPT OF DONATION Donation Received on: 44 f?tK.<` J 4cef Amount Received: Receipt for Donation: Purpose of Donation: D.A.R.E. PROGRAM Account for Donation: 101 -22221 (Must be Liability assigned for each individual Department) EXPENDITURE OF DONATION Amount to be Spent: Fig To be Spent from Acct 101 42110 208, (Must be Expenditure corresponding to individual Department) Purpose o-f Expenditure: C 4 .1,r teMe 1 A).5 A.MENDI ENT OF BUDGETS Amend Donation Revenue Acct #101- 36230 -00 -000: 6 �a 5 Amend Expenditure Acct 101-42110-01-208,t ES (The two dollar amounts should be the same) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY 4* Debit: .101 -22221 (Donation Liability $FS Y Credit: 101 36230 -00 �5.- Journal entry to reduce deferred donation revenue and increase donation revenue to actual per council action on L "c,7 R[' 4 ROSR\4OUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: April 1, 2008 AGENDA ITEM: Expenditure of Funds from Donation AGENDA SECTION: Accounts Consent j PREPARED B ry Kalstabakken, Chief of Police AGENDA NO. t v. ATTACHM S: Worksheets APPROVED BY:'V RECOMMENDED ACTION: Motion to approve the expenditure of $875.65 from the Police Equipment Fund for the purpose of providing CPR training to Rosemount city employees and the expenditure of $85 from the Police DARE Fund to purchase classroom supplies for the 2008 DARE classes. A $2000 donation was previously accepted by the Council from the SKB Community Trust Fund for the purpose of providing first aid /CPR training as part of the City's participation in the Get Ready! campaign of the American Red Cross. Council is asked to approve the purchase of workbooks and other supplies for training being offered to City employees as part of the campaign. The supplies will total $875.65. Council is asked to approve the expenditure of $85 from the Police DARE Fund to purchase classroom supplies for this year's DARE classes. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: 1 Amount Received: Purpose of Donation: Account for Donation: (Must be Liability Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent: 5 3:1 To be Spent from Account 101 42110 -01- 208.0 37 (M ust be Expenditure Corresponding to Individual Department) Purpose of Expenditure: c A re 5t vim.. ,4 ye l (..5 AMENDMENT OF BUDGETS Amend Donation Revenue Account #101 36230.00: Amend Expenditure Account #101- 42110- 01- 208.0a (The Two Dollar Amounts Must be the Same) 0 91 GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: a (Donation Liability c3 Cred it:101- 36230.00 S 3T Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: l 5 O 7 rik ir 1N 4 RESFN4EILINJT EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: January 15, 2008 AGENDA ITEM: Approve Expenditure of Funds From the AGENDA SECTION: Police Equipment Fund Consent PREPARED BY: Gary Kalstabakken, Chief of Police GENDA NO. 6 c ATTACHMENTS: None APPROVED BY: ,r RECOMMENDED ACTION: Motion to authorize expenditure of funds in an amount not to exceed $600 from the Police Equipment Fund for the purpose of purchasing short sleeve shirts for the police reserve officers. Council is asked to approve the expenditure of funds from the Police Equipment Fund for the purpose of purchasing short sleeve shirts for the police reserve officers. These shirts will be white polo style shirts and are used by the reserves during bike patrol duties and for activities worked during Leprechaun Days. The Equipment Fund does have sufficient funds to cover this expense. The Reserve Officers have done occasional fund raising and have requested that the donated funds be used to fund this purchase. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: ept Amount Received: Purpose of Donation: C Q P fe fit Account for Donation: (Must be Liability Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent: To be Spent from Account 101 42110 -01- 208.0' (Must be Expenditure Corresponding to Individual Department) Purpose of Expenditure: C.ik gLpe. S h o ok etS AMENDMENT OF BUDGETS Amend Donation Revenue Account #101 36230.00: Amend Expenditure Account #101- 42110- 01- 208.D9: c--- (The Two Dollar Amounts Must be the Same) ■Q GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: (Cy f a D (Donation Liability Y7C 6 Credit:101- 36230.00 R7r (o-r Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: 4 e ac, 12)0 It ROSE1\4G.UNT EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: April 1, 2008 AGENDA ITEM: Expenditure of Funds from Donation AGENDA SECTION: Accounts Consent PREPARED B ry Kalstabakken, Chief of Police AGENDA NO. 6.v. ATTACHM S: Worksheets APPROVED BY:V RECOMMENDED ACTION: Motion to approve the expenditure of $875.65 from the Police Equipment Fund for the purpose of providing CPR training to Rosemount city employees and the expenditure of $85 from the Police DARE Fund to purchase classroom supplies for the 2008 DARE classes. A $2000 donation was previously accepted by the Council from the SKB Community Trust Fund for the purpose of providing first aid /CPR training as part of the City's participation in the Get Ready! campaign of the American Red Cross. Council is asked to approve the purchase of workbooks and other supplies for training being offered to City employees as part of the campaign. The supplies will total $875.65. Council is asked to approve the expenditure of $85 from the Police DARE Fund to purchase classroom supplies for this year's DARE classes. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received on: Various Amount Received: Various Receipt for Donation: N/A Purpose of Donation: Vets' Memorial Memorial Day Event Supplies Account for Donation: 101 22223.00 (Must be Liability assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $201.99 To be Spent from Acct 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Purpose of Expenditure: Vets' Memorial Memorial Day Event Supplies AMENDMENT OF BUDGETS Amend Donation Revenue Acct #101 36230.00: $201.99 Amend Expenditure Acct #101 45100 -01- 439.00 $201.99 (The two dollar amounts should be the same.) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101- 22223.00 (Donation Liability $201.99 Credit: 101- 36230.00 $201.99 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on June 17, 2008. p 2 4 RDSEN4OUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: June 17, 2008 AGENDA ITEM: Expenditure Approval from the Donation AGENDA SECTION: Account Parks Recreation Dept. Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. j. ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: 0/ RECOMMENDED ACTION: Motion to approve the donation expenditure of $201.99 for the annual Memorial Day event. EXPENDITURE DONATION AMOUNT USE /ITEM PURCHASED FROM $201.99 Cub,Kwik Trip Supplies for Memorial Day Event Various SUMMARY Please consider the expenditure of funds from the Donation Account for the above item. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received on: Various Amount Received: Various Receipt for Donation: N/A Purpose of Donation: Safety Camp- Raptor Center Account for Donation: 101- 22223.00 (Must be Liability assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $350 To be Spent from Acct 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Purpose of Expenditure: Safety Camp- Raptor Center 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.) 1 NERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $350 Credit: 101- 36230.00 $350 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on May 20, 2008. F. 3 ROSEI \4OLINT EXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: May 20, 2008 AGENDA ITEM: Expenditure Approval from the Donation AGENDA SECTION: Account Parks Recreation Dept. Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. 6. a, ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the donation expenditure of $350 for Safety Camp and $500 for Arbor Day as detailed on the attached donation revenue worksheets. EXPENDITURE DONATION AMOUNT USE /ITEM PURCHASED FROM $350.00 Raptor Education Program Safety Camp Various $500.00 Cross Nursery Arbor Day Dakota Electric $850.00 TOTAL SUMMARY Please consider the expenditure of funds from the Donation Account for the above items. DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received on: 03 -18 -08 Amount Received: $500 from Dakota Electric Receipt for Donation: N/A Purpose of Donation: Arbor Day —Cross Nursery Account for Donation: 101- 22223.00 (Must be Liability assigned for each individual Department.) EXPENDITURE OF DONATION Amount to be Spent: $500 To be Spent from Acct 101- 45100 -01- 439.00 (Must be Expenditure corresponding to individual Department.) Purpose of Expenditure: Arbor Day —Cross Nursery AMENDMENT OF BUDGETS 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.) ,A- ENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY Debit: 101 22223.00 (Donation Liability $500 Credit: 101- 36230.00 $500 Journal entry to reduce deferred donation revenue and increase donation revenue to actual per Council action on May 20, 2008. RIO TSTE D1 2 ROSEN1OLINT SUMMARY CITY COUNCIL City Council Regular Meeting: May 20, 2008 AGENDA ITEM: Expenditure Approval from the Donation AGENDA SECTION: Account Parks Recreation Dept. Consent PREPARED BY: Dan Schultz, Parks Recreation Director AGENDA NO. 6. d, ATTACHMENTS: Donation Revenue Worksheet APPROVED BY: RECOMMENDED ACTION: Motion to approve the donation expenditure of $350 for Safety Camp and $500 for Arbor Day as detailed on the attached donation revenue worksheets. EXPENDITURE DONATION AMOUNT USE /ITEM PURCHASED FROM $350.00 Raptor Education Program Safety Camp Various $500.00 Cross Nursery Arbor Day Dakota Electric $850.00 TOTAL SUMMARY Please consider the expenditure of funds from the Donation Account for the above items. CITY OF ROSEMOUNT Official Receipt by lJ_� 0 7 7 2 5 6 Received Of r 1- 0- Wnane.,e_.--- Date 5 °r For BUcirf n CQkU M t) occnroorn of D3 Separate Deposit 11 V. WV? VVVVVJ VV 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 EF00003358411 Payment Amount 23,356.04 Payment Date 2008/05/08 Agency Code/ Contact Phone Voucher Vendor Payment Description Number Number Invoice Number Amount P07 EMER MGMT 651/201 -7026 20000000579 2008 -BZPP -00253 97.078 1/31/08 23,356.04 VICKY Return to Payment Summary Page Select a Different Location &A Zone- Pmt r. P am a 0'7.331 oo 00 ikrrad- to ttps: /www2.mainserver. state. mn .us /potw /servlet/PaymentDetail. j sp ?PaymentNo= EF000033 58411 &Pay... 5/8/2008