CR 05-067 Budget Carryovers and Additions
CITY OF
m
May II, 2005
NOPKINS
Council Report 2005-067
2004 Budget Carryovers and Additions
Proposed Action
Staff recommends adoption of the following motion: Move to approve the recommended 2004 carrv
over budgets into 2005 in order to complete projects originallv budgeted in 2004 and to increase
expenditure and revenue budgets for specific projects in 2004.
Adoption ofthis motion will result in the adjustment ofthe 2004 budget to offset actual revenues and
expenditures, carry over budget into 2005 to complete projects budgeted in 2004 as described in the
attachments.
Overview
The preliminary 2004 year-end figures conclude that the general fund budget is currently under
budgeted expenditures by approximately $109,700 and that revenues exceed expenditures by about
$155,400. The City of Hopkins Charter states that the city council may authorize the transfer of sums
from unexpended balances to other purposes.
Primarv Issues to Consider
. Actual general fund expenditures are under budget by approximately $109,700
. Actual general fund revenues were over budget by approximately 155,400.
. Project carryover request was a 2004 budgeted item that is uncompleted.
Recommendation
Finance recommends carryover requested amounts from the 2004 budget into the 2005 budget to
complete planned projects and to increase 2004 budgets for specific purposes.
I SEE ATTACHMENT FOR BUDGET CHANGES AND AFFECTS.
Supportinl! Information
Detail Budget Reallocations and Carryovers
Section 7.06 and 7.07 from City Charter
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Christine M Harkess, CPA, CGFM
Finance Director
Council Report 2005-067
Page 2
Requested budget carryovers, reallocatious, additions and transfers
Preliminary results of year-end operations conclude that the general fund budget is under projected
expenses by approximately $109,700. This authorizes the city to carryover unspent budget amounts
from 2004 into 2005 to complete specific projects that, for various reasons, were not completed in
2004.
Carrvovers Requested
.
$65,665 from the unallocated/contingency line item for digital imaging ($11,820) and for additional
contingency for 2005 ($53,845),
.
$30,000 from the Parking Fund for structural ramp work that did not get completed in 2004.
The above carryover requests will reduce the associated budgets in 2004 and increase the budget in
2005. The total amount of carryovers requested from the general fund is, $65,665. This leaves the
unspent general fund budget balance at approximately $44,035 after all adjustments.
Additional Budl!et Needs
The Economic Development fund received a Met Council pass through grant in the amount of
$166,250 for clean up costs on the Hopkins Mainstreet Economic Development project A revenue and
expenditure budget adjustment is required for this.
Tax increment district 1-2 (Entertainment) requires a budget adjustment of$75000 for the annual write
off of the development loan per the development agreement which required the developer to meet
certain criteria.
GENERAL FUND
REVENUES
Original Approved Requested Revised (UNDER)
Budget Budget Budget Budget Actual OVER
2004 Adjustments Adjustments 2004 2004 BUDGET
TAXES
Property Taxes $ 5,925,407 $ (294,275) $ $ 5,631,132 $ 5,523,347 $ (107,785)
Delinquent Property Taxes 49,213 49,213
Fiscal Disparities 740,729 740,729 800,166 59,437
TOTAL 6,666,136 (294,275) 6,371,861 6,372,726 865
LICENSES AND PERMITS
Business Licenses 128,375 128,375 137,217 8,842
Non-Business 358,200 358,200 393,989 35,789
TOTAL 486,575 486,575 531,206 44,631
FINES AND FORFEITS
Court Fines and forfeitures 137,000 137,000 156,449 19,449
INTERGOVERNMENTAL REVENUE
Market Value Credit relief 294,275 294,275 294,275
PERA Aid 20,510 20,510 20,510
State Grants 337,900 337,900 382,525 44,625
State Grants - Other 17,600 17,600 21,712 4,112
Federal Grant 10,061 10,061
County 3,500 3,500 11,896 8,396
Other Miscellaneous Grants 10,000 10,000 2,832 (7,168)
TOTAL 389,510 294,275 683,785 743,811 60,026
REVENUE FROM USE OF MONEY AND PROPERTY
Interest Earned 100,000 100,000 64,534 (35,466)
CHARGES FOR CURRENT SERVICES
General Government $ 92,350 $ $ $ 92,350 $ 130,235 37,885
Public Safety 50,300 50,300 72,658 22,358
Public Works 5,400 5,400 3,495 (1,905)
Recreation 63,600 63,600 52,203 (11,397)
Community Development 4,500 4,500 22,198 17,698
TOTAL 216,150 216,150 280,789 64,639
OTHER REVENUE
Franchise Fees 265,000 265,000 242,431 (22,569)
Contributions 1,000 1,000 9,220 8,220
Miscellaneous 12,250 12,250 27,863 15,613
TOTAL 278,250 278,250 279,514 1,264
OTHER NON REVENUE
Other
TOTAL REVENUES $ 8,273,621 $ $ $ 8,273,62 I $ 8,429,030 155,409
A COMPLETE REPORT ON THE 2004 YEAR WILL BE DONE WITH THE COMPREHENSIVE ANNUAL REPORT
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FUND
AMENDED 2004 DEPARTMENTAL BUDGET SUMMARY
EXPENDITURES
GENERAL FUND
UNDER
(OVER)
BUDGET
2004
ACTUAL
NEW
REVISED
BUDGET
REQUESTED
BUDGET
ADJUSTMENTS
APPROVED
BUDGET
ADWSTMENTS
APPROVED
BUDGET
TRANSFERS
2004
ORIGINAL
BUDGET
18,098
73,409
4,823
5,700
17,444
119,474
85,215
201,086
153,568
118,280
65,085
623,234
$
103,313
274,495
158,391
123,980
82,529
742,708
$
$
$
6,000
$
11,500
17,500
97,313
274,495
158,391
123,980
71,029
725,208
$
City Council
Administrative Services
Finance
Legal
Municipal Building
GENERAL GOVERNMENT
(43,527)
(76,161)
(119,688)
3,569,300
613,329
4,182,629
3,525,773
537,168
4,062,941
14,596
14,596
3,511,177
537,168
4,048,345
Police
Fire
PUBLIC SAFETY
(17,423)
95,431
78,008
78,008
PLANNING
(22,942)
798,507
775,565
775,565
COMMUNITY SERVICES
131,012
9,668
9,602
19,270
1,643,867
270,493
188,447
458,940
1,774,879
280,161
198,049
478,210
8,800
6,500
6,500
1,766,079
273,661
198,049
471,710
PUBLIC WORKS
Activity Center
Park Programs
RECREATION
48,393
48,393
(65,665)
114,058
UNALLOCATED
109,703
7,851,001
7,960,704
(65,665)
47,396
7,978,973
TOTAL OPERATING
294,648
294,648
294,648
OTHER FINANCING USES
109,703
8,145,649
$
18
A COMPLETE REPORT ON THE 2004 YEAR WILL BE DONE WITH THE COMPREHENSIVE ANNUAL REPORT
8,255,352
$
(65,665
$
$
47,396
$
8,273,621
$
TOTAL EXPENDITURES
Explanations for Increased Budget Requests 2004
General Fund
No requests
Economic Development
Pass through funds for Hopkins Mainstreet Econ Dev
Tax Increment 1-2
Loan write off per development agreement
Page 1
Amount
$0
$166,250
$75,000
Travel and Training
Supplies
Telephone
City of Hopkins
Areas of Significant Savings in 2004
Maintenance of structures & vehicles
Sand and Gravel
Utilities - gas, electric, disposal
Miscellaneous
General Fund Budget Savings
Page 1
Amount
$55,000
$5,000
$41,000
$22,000
$15,800
$5,000
$10,000
$153,800
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CHAPTER 7
TAXATION AND FINANCES
Section 7.01. COUNCIL TO CONTROL FINANCES. Except as otherwise provided in this Charter,
the Council shall have full authority over the financial affairs of the City.
Section 7.02. FISCAL YEAR. The Fiscal year of the city shall be the calendar year.
Section 7.03. BOARD OF EQUALIZATION. The Council shall constitute the Board of Equalization
and shall meet as such in the usual place for holding Council Meetings not later than June 1 of each
year to equalize the assessments according to law, or at such other adjourned meetings as it may
designate.
THE BUDGET
Section 7.04. PREPARATION OF THE ANNUAL BUDGET. The annual budget shall provide a
complete financial plan for the budget year by fund, showing all proposed expenditures and estimates
of all anticipated revenues applicable to proposed expenditures and any other information the Council
may require or the City Manager may deem desirable. In parallel columns shall be shown the
amounts, if any, granted and expended under similar heads for the past two complete fiscal years and,
as far as possible, for the current year. The Council may include or exclude at its discretion any fund,
except the general fund. The budget shall be submitted to the Council at a regular Council meeting, in
a manner prescribed by state statute, not less than 30 days prior to final approval. It shall be a public
record open to public inspection by anyone and the City Manager shall cause sufficient copies thereof
to be prepared for distribution to the Mayor, members of the Council and interested persons.
Section 7.05. PASSAGE OF THE BUDGET. The Council shall hold a public hearing on the budget
and it shall make such changes therein as it deems necessary and adopt the budget by Resolution.
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Section 7.06. ENFORCEMENT OF THE BUDGET. Except as set forth in Section 7.16, the City
Manager or the City Council shall not approve any expenditure uncovered by the budget. The City
Council may approve expenditures uncovered by the budget if there is sufficient unexpended balance
left after deducting the total past expenditures and the sum of all outstanding bills, orders and
encumbrances. No employee of the City shall place any orders or make any purchases except for the
purpose and to the amounts authorized in the budget. Except as in this Charter otherwise provided,
any obligations incurred by any person in the employ of the City for any purpose not authorized in the
budget or for any amount in excess of the amount therein authorized shall be a personal obligation
upon the person incurring the expenditure.
Section 7.07. ALTERATIONS IN THE BUDGET. Except as set forth in Section 7.16, after the
budget shall have been duly adopted, the Council shall not have power to increase the amounts therein
fixed, whether by the insertion of new items or otherwise, beyond the estimated revenues, unless the
actual receipts shall exceed such estimates, and in that event not beyond such actual receipts. The
sums fixed in the budget are appropriated at the beginning of the fiscal year for the several purposes
named therein. The Council may reduce salaries or the sums appropriated for any other purpose, or
authorize the transfer of sums from unexpended balances to other purposes.
TAXES
Section 7.08. LEVY AND COLLECTION OF TAXES. On or before the last regular meeting in
December each year the Council shall levy the taxes necessary to meet the requirements of the budget
for the ensuing fiscal year. The City Manager shall transmit to the County Auditor annually a
statement of all the taxes levied, and such taxes shall be collected and the payment thereof be enforced
with and in like manner as State and County taxes. No tax shall be invalid by reason of any
informality in the manner of levying the same, nor because the amount levied shall exceed the amount
required to be raised for the special purpose for which the same is levied, but in that case the surplus
shall go into the fund to which such tax belongs.
Section 7.09. TAX SETTLEMENT WITH COUNTY TREASURER. The City Manager shall
ascertain that all monies in the County Treasury belonging to the City are properly transferred to the
City according to law.
DISBURSEMENTS
Section 7.10. DISBURSEMENTS. Disbursement of city funds shall be made by a negotiable
instrument bearing the actual or authorized facsimile signature of the authorized city officer. No such
negotiable instrument shall be issued until the claim to which it relates has been supported by an
itemized bill, payroll, time-sheet, voucher or the like approved and signed by the responsible city
officer who vouches for its correctness and reasonableness. No check shall be issued until there is
money to the credit of the fund out of which it is to be paid sufficient to pay the same. The council
may by ordinance make further regulations for the safekeeping and disbursements of the funds of the
city.
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