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Prior Lake, MN 55372
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CITY COUNCIL AGENDA REPORT
MEETING DATE: JUNE 24, 2013
AGENDA #: 5H
PREPARED BY: JERILYN ERICKSON, FINANCE DIRECTOR
PRESENTED BY: JERILYN ERICKSON
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING AN AMENDMENT
TO THE 2013 BUDGET FOR PROJECT EXPENDITURES CARRIED FORWARD
FROM 2012
DISCUSSION: Introduction
The purpose of this agenda item is to consider an amendment to the 2013 Facili-
ties Management Fund budget to carry forward the funding and expenditures as-
sociated with the HVAC repairs and upgrades originally approved but not fully
completed in 2012.
Histo
The 2013 Facilities Management Fund budget was adopted on December 10,
2012. The 2013 budget did not include expenditures and revenues associated
with repairing and upgrading the HVAC at Club Prior/Library. Those repairs were
originally included in the 2012 budget.
On November 13, 2012, resolution #12-186 approved $152,250 in expenditures
and funding for the HVAC project and authorized the Mayor and City Manager to
enter into a contract with Yale Mechanical.
Current Circumstances
Costs for the project were as follows:
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Yale Mechanical $132,500 ' $ 1,031 $132,500
Dole�s Associates Inc 16,350 732 17,082
Materials 3,500 272 3,228
Total $152,250 $ 1,491 $153,741
Conclusion
The Council should consider amending the budget in order to reflect expenditures
authorized in 2012 that were completed in 2013.
ISSUES: The project was authorized in November, 2012. Most of the design work was
completed in 2012. The remaining design work as well as the repairs/upgrades
were completed in 2013.
FINANCIAL Approximately $14,465 of the design work was completed in 2012. The remaining
IMPACT: expenditures for design, HVAC repairs/upgrades and materials needed to con-
struct a soffit around the new duct work in the Club Prior area amount to $139,276
and were completed in 2013.
To accurately reflect these expenditures on the quarterly financial reports, the
budget should be amended in the amount of $139,276. Funding that was availa-
ble but unused in 2012 for this project was carried forward as part of the Facilities
Management Fund reserves.
ALTERNATIVES: 1. Approval of a resolution approving amendments to the 2013 Facilities Manage-
ment Fund budget.
2. Deny this item for a specific reason and provide staff with direction.
3. Table this item to a certain date in the future.
RECOMMENDED Alternative #1.
MOTION:
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RESOLUTION 13-xxx
A RESOLUTION APPROVING AN AMENDMENT TO THE 2013 BUDGET
FOR PROJECT EXPENDITURES CARRIED FORWARD FROM 2012
Motion By: Second By:
WHEREAS, The 2013 Facilities Management Fund budget was adopted on December 10, 2012; and
WHEREAS, The 2013 Facilities Management Fund budget does not reflect the revenues and
expenditures associated with designing, repairing and upgrading the HVAC at Club
Prior/Library. Those repairs were originally inclutled in the 2012 budget; and
WHEREAS, The City has entered into agreements for such services and repairs during 2012; and
WHEREAS, Total expenditures and revenues amount to $153,741 of which $14,465 was expended in
2012.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The 2013 Facilities Management Fund budget is amended in the amount of $139,276 for the remaining
work completed in 2013.
PASSED AND ADOPTED THIS 24th DAY OF JUNE, 2013.
YES NO
Hedber Hedber
Keene Keene
McGuire McGuire
Morton Morton
Souku Souku
Frank Boyles, City Manager
http:l/splash/teams/amlOctober 4 2010/June 24, 201312013 Budget Amendment - Resolution - 2013.06.24.doc