S-1334 - 04/10/2012 - BUDGET - Ordinances Supporting DocumentsITEM 6.F.6)
`Y �+tt�t c,r ii s$'1�
�
AGENDAITEM
Regular Board of Trustees Meeting
of
April 10, 2012
SUBJECT: Budget Amendment
FROM: Sharon Dangles, Finance Director
BUDGET SOURCEIBUDGET IMPACT: Equipment Replacement, Account 342 - 90200,
$464,735.00.
RECOMMENDED MOTION: I move that the Village Board approve Ordinance S -1334,
"An Ordinance Amending the 2012 Budget ".
Background/History:
During the course of a year, there are numerous situations that may arise that cause an account,
program, or even a fund to exceed its budget. When this occurs, State statutes provide that the
corporate authorities may make transfers from "one corporate object or purpose to another
corporate object or purpose ". Additionally, statutes provide that the corporate authorities may
delegate authority to heads of municipal departments to "delete, add to, change, or create sub-
classes within object classes budgeted previously to the department with the approval of the
budget officer or executive officer of the municipality ". The Village has defined a corporate
object or purpose to be an individual program or fund. Sub - classes within object classes have
been defined as accounts and categories within a budget program.
The Village Board's policy on Finance, Taxation, and Budget, prepared based on the previously
mentioned statutes, outlines the following procedures for budget administration and how these
variances are to be addressed:
1. That the Budget Officer, with the approval of the Village Manager, may authorize
transfers of budgeted funds between accounts or between account categories within a
single budget program.
2
2. That any transfer of budgeted funds from one budget program to another shall be
subject to approval by the Board of Trustees upon the recommendation of the Village
Manager.
3. That any transfer from contingency shall be subject to approval by the Board of
Trustees upon the recommendation of the Village Manager.
4. That any increase in the total appropriation within any fund shall be subject to
approval by the Board of Trustees upon the recommendation of the Village Manager.
The Equipment Replacement Fund is one of three internal service funds utilized by the Village.
There is only one budget program in this fund, Program 342 - Equipment Replacement. This
program is used to account for all of the expenditures relative to the replacement of major capital
equipment, primarily vehicles. For 2012, the total budget for this program is $534,500 which is
for the replacement of police units ($225,000), Public Works Dump Truck ($151,800), Public
Works Utility Truck ($52,700), and Public Works Backhoe ($105,000). As an internal service
fund, the total program costs are charged back to the budget programs in the General Corporate
Fund, Infrastructure Fund, and Water Fund.
Due to the recent 2011 audit, the vehicles that were purchased at the end of the year cannot be
recorded as a 2011 expense since the vehicles were not delivered until this year in 2012. The
vehicle purchases were approved by the Board in 2011 as they were included in the 2011
Budget. The Equipment Replacement Fund ended the year at December 31, 2011 with $1.3
million under budget. The vehicles purchased at the end of the year were an Ambulance
($208,382), two administration pooled cars ($27,421), four Ford Escapes for the Police
Department ($82,972), and a Public Works Dump Truck ($145,960) for a grand total of
$464,735. Due to this timing issue, the recording of these purchases need to be reflected in the
2012 accounting records, thus increasing the 2012 Budget by $464,735, which would increase
the Budget from $534,500 to $999,235.
Recommendation:
I recommend that the Village Board adopt Ordinance 2012 -BU -S -1334, "An Ordinance
Amending the 2012 Budget ".
ORDINANCE 2012 -BU -S -1334
AN ORDINANCE AMENDING THE 2012 BUDGET
WHEREAS, on December 13, 2011 the Village Board approved Ordinance 2011 -BU-EX6-S-1 324,
"An Ordinance Adopting the Budget for the Village of Oak Brook for 2012;" and
WHEREAS, since the approval of the 2012 Budget, the Village has encountered a timing issue on
the purchase of several vehicles; and
WHEREAS, due to the timing issue an amendment to the 2012 Budget is required.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS that the following
transfers are hereby authorized:
Section 1: The recitals above are hereby incorporated into and made a part of this ordinance.
Section 2: The Equipment Replacement Fund budget is amended by increasing the amount
budgeted in account 342 - 90200, "Equipment Replacement', by $464,735.00.
Section 3: This ordinance shall be in full force and effect from and after its passage and approval
as required by law.
Section 4: All ordinances or parts thereof in conflict with the provisions of this ordinance be and
the same are hereby repealed to the extent of such conflict.
APPROVED THIS W day of April, 2012.
PASSED THIS 10v' day of April, 2012.
Ayes:
Nays:
Absent:
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk