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Madison council approves two year‑end transfer resolutions, encumbrances for late bills
Summary
Council approved Resolution 2025‑21c (miscellaneous year‑end appropriation transfers, $130,000) and Resolution 2025‑22c (year‑end fund‑to‑fund transfers) to cover payroll, FICA, salt purchases and MVH fund needs; staff also noted encumbrances for late HVAC bills and planned capital invoices.
The City of Madison common council approved two year‑end finance measures on Dec. 16 to adjust appropriations, shift fund balances and encumber late bills.
Finance staff (Mindy, Speaker 7) described Resolution 2025‑21c as a set of appropriation transfers totaling approximately $130,000 from general‑fund balances to cover payroll items (including two payrolls and FICA) and a $25,000 salt purchase for winter operations. Mindy said the transfers are routine year‑end true‑ups and are modest compared with the overall budget (discussed as roughly $7.2–$7.4 million in the packet).
Council then considered Resolution 2025‑22c, a set of fund‑to‑fund transfers to address updated county receipts and to make permitted transfers from MVH subfunds into the regular MVH account to cover street department expenditures. Mindy explained the state treats MVH as one fund with restricted subfunds; the transfer applied a permitted percentage to the regular MVH fund.
Both resolutions were moved and seconded and approved by roll call. Council members recorded affirmative votes when called by the clerk. Separately, staff notified the council that two HVAC units had failed and were replaced immediately (bills of roughly $8,100 and $9,100); those costs will be encumbered against this year’s appropriations to avoid using next year’s building and structure funds. Staff said existing contracts or invoices justify the encumbrances, and the approach avoids an additional appropriation process in 2026.
Council emphasized these transfers are estimates with final 'true up' adjustments to be made if necessary after year‑end accounting.
