CR 98-41 Approve Budget & Funding for Orthophotographic Mapping ServiceFebruary 3,1998
Council Report 98 -041
APPROVE BUDGET AND FUNDING FOR ORTHOPHOTOGRAPHIC
MAPPING SERVICE
Proposed Action
Staff recommends adoption of the following Move to approve a budget adjustment of
$33,000 in General Fund revenues and expenditures to provide funds for the
orthophotographic mapping service approved by council on March 3` 1998.
Adoption of this motion will result in staff moving forward with the orthophotographic
mapping service using $33,000 of general fund dollars and $6,000 of Sanitary Sewer
funds.
Overview
Recently the City of Hopkins received a grant from FEMA for costs it incurred resulting
from the summer storms of 1997. It was unclear during the 1998 budget process whether
these funds would be received. The grant was not included in the budgeted revenues for
1998. The orthophotograhic mapping service was included in the Five -year Capital
Improvements Plan but was not included in the operating budget for 1998.
Primary Issues to Consider
• The additional revenues received allows the council to either appropriate those dollars
to be spent on existing operations or to increase the budget by the amount of additional
revenues and to spend those funds on unbixdgeted expenditures.
• The estimated costs for the orthophotograhic mapping services is about $39,000. The
additional $6,000 dollars needed to fund this project will come out of existing funds
budgeted in the Sanitary Sewer Fund.
Staff Recommendation
Finance recommends increasing the revenue budget by $33,000 in account #101 - 43350 -330
in the general fund and increasing the expenditure budget, account #101 - 43350 -582 by that
same amount to provide funding for the orthophotographic mapping services.
Supporting Information
• Section 7.07 of the City of Hopkins Charter.
Lori Yager
Finance Director
1
1
1
1
1
1
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 unless there
• is sufficient unexpended balance left after deducting the total past expenditures and the sum of all
outstanding bills, orders and incumbrances. 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. The City Manager, or her or his designees, shall issue and sign a
check•upon the proper City fund for each disbursement approved by the Council. 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.
22
EMERGENCY BONDS
Section 7.16. EMERGENCY BONDS. If any year the receipts from taxes or other sources should for
some unforeseen reason become insufficient for the budgeted expenses of the City, or if any calamity
or other public emergency should subject the City to the necessity of making extraordinary
expenditures, then the Council may expend monies for such extraordinary purposes and authorize the
sale of emergency bonds to run not to exceed ten years and to bear interest at not to exceed the rate
allowed by State Statute from time to time. As part of all succeeding budgets and until such bonds are
paid, at least ten percent of any such emergency bond issues shall be included in the levy each year,
beginning with the next year after issue. The authorization of an issue of such emergency bonds shall
take the form of an ordinance approved by four -fifths of the members of the Council; the ordinance
may, if deemed necessary, be passed as an emergency ordinance.
25