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Home My WebLink AboutORD-2009-093 - Fiscal Year 2008-09 Budget Amendment #9d ~p-~a~ U ~ 3 !I~ n yp~,r/ Q C~ ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 16, 2009 Action Agenda Item No. ~ - i ~ SUBJECT: Fiscal Year 2008-09 Budget Amendment #9 DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Attachment 1. Budget as Amended INFORMATION CONTACT: Spreadsheet b R ~ - goy % p~~ Donna Coffey, (919) 245-2151 Attachment 2. Year-To-Date Budget Summary Attachment 3. Senior Citizen Health ati'~ .?ody • OS'~ Promotion Program Grant Project Ordinance d v y 5 Attachment 4. Human Rights and D/Q /0- aiU q Relations HUD Grant Project Ordinance " Attachment 5. Board of Elections Office ~/tq ~ ,~,py• G5G Capital Project Ordinance Attachment 6. Value-Added Processing oQ 4 • ava 9 - d ~ 7 Center Capital Project Ordinance Attachment 7. Medicaid Maximization . ~~a^ ~UV~' ~ ~~ Capital Project Ordinance PURPOSE: To approve budget, grant, and capital project ordinance amendments for fiscal year 2008-09. " BACKGROUND: Department of Social Services 1. The Department of Social Services has received notification of additional Adoption Enhancement Fund donations totaling $5,154 to offset costs for the on-going needs of foster care children. The department has also received additional State funds totaling $2,282 for the Independent Living Services programs for older foster care children, transitioning out of foster care. (See Afachment 1, Column 1) Department on Aging 2. The Department on Aging has received unanticipated and unbudgeted fees totaling $14,400 for the Senior Health program. Increased participation in wellness classes has generated $12,000, and "Fit Feet" clinic has generated $2,400. The department will use these funds to offset costs of providing the classes. (See Attachment 1, Column 2 and Attachment 3, Senior Citizen Health Promotion Program Grant Project Ordinance) 3. This amendment corrects the budgets for two multi-year county grant projects within the Department on Aging: the Senior Health Coordination Program and the Senior Net Program. These project accounts were not closed after the Munis conversion in 2003 leaving a net deficit of $5,443. This budget amendment remedies the deficit situation by appropriating $5,443 from fund balance in the multi-year grant project fund where these projects were located. (See Attachment 1, Column 3) Orange Public Transportation 4. The department has received $18,200 from the Triangle Transit Authority (TTA). These monies would offset costs of public shuttle routes operated by OPT. (See Attachment 1, Column 4) Solid Waste Equipment Financing 5. On September 4, 2008, the County entered into a Board approved debt-financing arrangement totaling $1,191,638 for Solid Waste equipment. Included in the financing was Solid Waste Enterprise Fund equipment at $846,021 and General Fund Sanitation equipment at $345,617. Approved equipment included a hook lift truck, two front loading garbage trucks and a landfill compactor. This amendment provides for the receipt of the loan proceeds as revenues and the offsetting expenditures for the equipment. Annual debt service payments of $678,850 for the Solid Waste Enterprise Fund and $276,460 for the General Fund related to the financing will begin in FY 2009-10. The FY 2009-10 annual operating budget includes funding for debt payments. (See Attachment 1, Column 5) Human Rights and Relations 6. In past years, Orange County has accounted for Human Rights and Relations federal Housing and Urban Development (HUD) grant funds in the General Fund. Current. federal accounting standards, however, require grant recipients to account for these monies separate from the General Fund. An amendment approved by the Board on August 16, 2008 moved HUD monies received prior to the current fiscal year from the General Fund to the new grant project. Similarly, this amendment moves HUD monies for the current year grant from the General Fund where they were originally budgeted to the Grant Project Fund. The amount of the grant funds totals $26,586. Beginning with FY 2009-10, all Humari Rights and Relations HUD grant monies will be budgeted directly in the new grant project. (See Attachment 1, Column 6 and Attachment 4, Human Rights and Relations HUD Grant Project Ordinance) Efland Sewer Operating Fund 3 7. Revenues to fund operation of the Efland Sewer have always consisted of a combination of user fees plus a subsidy from the County's General Fund. The subsidy has been needed because revenues generated by user fees were not sufficient to cover actual costs of operating the sewer system. The amount of General Fund subsidy has ranged between $82,250 and $122,250 annually. In 2008, the County completed a user fee study for the system. During budget deliberations last spring, Commissioners anticipated the new fees would be in place for at least some portion of the current fiscal year. With that in mind, the' Board approved a subsidy of $82,250 for the sewer fund instead of the recommended amount of $122,250. In actuality, the fee increases have not been put in place this fiscal year. This has created an anticipated deficit between revenues and expenditures totaling $24,500. This budget amendment transfers $24,500 from the General Fund to the Efland Sewer Operating Fund to cover the anticipated deficit. (See Attachment 1, Column 7) Governing and Management 8. The original FY 2008-09 approved budget included appropriations to a number of employee pay and benefit related reserves. This budget amendment allocates the reserved .funds to the appropriate functions: a. Reserve for Temporary Staffing Needs -The current year budget reserved $110,750 for unexpected and unbudgeted temporary staffing needs in County departments. Over the course of the year, the County Manager approved use of $40,775 of these reserved monies to a number of departments to cover unanticipated needs. (See Attachment 1, Column 8) b. Equity Retention -The approved budget included $25,000 for equity retention. The purpose of these monies was to allow the County Manager to address inequitable salary relationships and retain employees. Since Jufy 1, 2008, the Manager has approved $15,550 in salary adjustments for employees meeting the criteria for equity retention. (See Attachment 1, Column 9) c. Reserve for Health Insurance increase -The FY 2008-09 budget reserved $264,000 to cover anticipated health insurance premium increases effective December 1, 2008. (See Attachment ~, Column 10) d. During the budget approval process last spring, the Board implemented a 3-month hiring delay for non-critical vacancies occurring throughout the year. The approved budget anticipated the hiring delay would generate savings of $400,000. (See Attachment 1, Column 11) This budget amendment allocates the reserved funds to individual departments to cover the costs outlined above. County Capital Project Ordinance 9. At its June 2, 2009 meeting, the Board of County Commissioners approved the the use of HAVA grant funds totaling $97,000 received during FY 2008-09 to offset costs of renovating the Government Services Center Annex for the Board of Elections Offices. This budget amendment transfers the monies from the General Fund to the Board of Elections Office Capital Project (See Attachment 1, Column 12, Attachment 5, Board of Elections Office Capital Project Ordinance) SportsPlex Enterprise Fund 4 10.The purpose of this amendment is to align budgeted revenues and expenditures in the SportsPlex Enterprise Fund with actual financial transac#ions. Over the course of the year, the SportsPlex has received $313,700 in unanticipated and unbudgeted user generated revenues such as fees. In addition, the Board has approved a number of capital maintenance expenditures this fiscal year. Examples of the approved capital . items include replacement of the Dectron and repair of the ice surface. Revenues to cover these expenditures would come from the unappropriated fund balance in the SportsPlex Enterprise Fund ($405,000) and a supplemental transfer from the General Fund ($47,000). This budget amendment provides for receipt of the additional revenues to cover the costs of the approved capital maintenance items. (See Attachment 1, Column 13) Value-Added Processing Center 11. Orange County has received notification of the receipt of $132,000 in grant funds from the North Carolina Agriculture Development and Farmland Preservation Trust Fund. These funds will be used transform the former Orange Enterprises Facility located on Valley Forge. Road in Hillsborough into aValue-Added Processing Center. This budget amendment provides for the receipt of these grant funds for the above stated purpose. (See Attachment 1, Column 14, Attachment 6, Value-Added Processing Center Capital Project Ordinance) Health Department 12.The Orange County Health Department has received its FY 2007-08 Medicaid Maximization Cost Settlement funds totaling $70,194. The department plans to use these funds to replace aging dental equipment. This budget amendment provides for the receipt of these funds. (See Attachment 1, Column 15 and Attachment 7, Medicaid Maximization Capital Project Ordinance) Juvenile Crime Prevention Council 13. The North Carolina Department of Corrections has awarded $850 to Orange County's Juvenile Crime Prevention Council program (JCPC). These are pass-through funds JCPC will provide to Mental Health Association ($850). This budget amendment provides for the receipt of these funds. (See Attachment 1, column 16) Solid Waste Department 14.Orange County has received a competitive grant of $15,000 from the NC Department of Environment and Natural Resources (NCDENR) for community waste reduction and recycling programs. The department will use these funds for administrative costs. This 5 budget amendment provides for the receipt of these grant funds. (See Attachment 1, Column 17) Animal Services 15.The Orange County Animal Services Department has received additional donations of $8,000 this fiscal year. The department plans to use these funds to offset the cost of new equipment for the surgical suite in the new facility. This budget amendment provides for the receipt of these additional donated funds. (See Attachment 1, Column 1$) FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION(S): The Manager recommends the Board of County Commissioners approve the budget, grant, and capital project ordinance amendments for fiscal year 2008-09. 0 ~~ ~ggg5~ ~~ 88 ~€ ;~sg~g8 BBEB$g~i R ~ ~~~ z„s~ o LL ~°,?N$ ~ dSO°~°g ° So ~. WLL ~i~~e~ES g o~~ 5 e ¢ NN w ° ~ X W n y a .9. 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Section 1. This project authorized is the Senior Citizen Health Promotion Program to develop a comprehensive and coordinated County health promotion and disease prevention program for citizens involving a partnership of public agencies, University Health Affairs and private groups.. Section 2.The officers of the County are hereby directed to proceed with the grant project in accordance with the mutual cooperation agreement between the County and the University of North Carolina at Chapel Hill, as approved by the Board of County Commissioners on June 30, 1997. Section 3. The following revenue is anticipated to be available to complete this project: Grant Funds (2007-08) $41,470 Fees for Service (2007-08) $95,500 Transfer from General Fund (2007-08) $32,142 Total FY 2007-08 Revenue $169,112 Grant Funds (2008-09) $37,300 Fees for Service (2008-09) $94,900 Transfer from General Fund (2008-09) $36,443 -Total FY 2008-09 Revenue $168, 643 Total Revenue $337,755 Section 4. The following amount is appropriated for this project: Human Services -Senior Citizen Health Promotion $337, 755 Section S.The finance officer is hereby directed to maintain within the Grant Project sufficient specific detailed accounting records to provide the accounting to the grantor agency. Section 6. Funds may be advanced from the General Fund for the purpose of making payments due. Reimbursement requests should be made to the grantor agency in an orderly and timely manner. Section 7.Copies of this grant project ordinance shall be made available to the finance officer for direction in carrying out this project. is Section .8.Positions authorized through this grant project ordinance include: 1. D Full Trme Equivalent Senior Public Health Educator This position is authorized through June 30, 2009. Subsequent funding in future years is contingent upon the availability of grant funds. Section 9.This ordinance supersedes all previous "Senior Citizen Health Promotion" Grant Project Ordinances. Sectionl0.This project, originally adopted May 2, 1994 and subsequently amended, is in effect through June 30, 2009. Modified this 16th day of June 2009. Ju ~,J 13 Human Rights and Relations HUD Grant Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following grant project is hereby adopted. Section 1. The project authorized is the Human Rights and Relations HUD Grant as awarded to the Orange County Human Rights and Relations Office by Housing and Urban Development (HUD). HUD funds from this grant will be used to affirmably further fair housing in Orange County. This is accomplished through projects including housing investigations, community outreach, and the Community Civil Rights Educator Program. Section 2. The officers of the County are hereby directed to proceed with the grant project within the grant document and the budget contained herein. Section 3. The following revenue is anticipated to be available to complete this project: Housing and Urban Development (HUD) funds $272,063 Total $272,063 Section 4. There is no required County match for this grant. Section 5. The following amount is appropriated for this project: Sousing and Urban Development (HUD) Grant $272,063 Section 6. The finance officer is hereby directed to maintain within the grant project specific detailed accounting records to provide the accounting to the grantor agency required by the grant agreement and federal and state regulations. Section 7. Copies of this grant project ordinance shall be made available to the finance officer for direction in carrying out this project. Section 8. No full-time equivalent County positions are related to this grant project ordinance. Section 9. This project ordinance is in effect until June 30, 2010. Adopted this 16th day of June 2009. -^~~..1 Board of Elections Office Capital Project Ordinance '~ Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds to offset costs of renovating the Government Services Center Annex to make it serviceable as an Elections office. Proceeds from the receipt of Help America Vote Act (HAVA) grant funds finance this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: Through FY yA07-0g FY 2006-09 p~ FY 2009-10 Th~9h ~ 20010 Sales Tax and Dedrated Property Tax $0 $0 $0 $0 Alternative Fnanang $0 ~ ~ ~ 2004 Tvw Thirds Net Debt $0 $0 $0 $0 C~~k Futxls ~0 $97,000 $0 $97,000 Fees $0 ~ ~ ~ OtFrer - Owner Reimbursetn~is $0 ~ $0 $0 $0 Trial Funding $0 $97,000 ~0 $97,000 Section 4. The following amount is appropriated for this project: Through FY 2()07.06 FY Z00~-09 Amet'tchnerrts FY 2009.10 Through FY 2009-10 Land/&ildng $0 $0 $0 $0 Design ~ $0 ~ ~ CAr~strudion $.97,000 $0 $97,000 F~1/AC ~ ~ Olher $0 $0 $0 Total Costs $97,000 $0 $97,000 Section 5. This ordinance, adopted on June 16, 2009, supersedes all previous Board of Elections Office Capital Project Ordinances for Orange County. Section 6. This ordinance shall remain in effect until June 30, 2010. Adopted this 16th day of June 2009. ~ ~' .. ,'r^ .u YJ +~,YC s. ~ / r! >" L-t t ~5 Value-Added Processing Center Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds to transform the former Orange Enterprises Facility located on Valley Forge Road in Hillsborough into a Value-Added Processing Center. Grant funds from the North Carolina Agriculture Development and Farmland Preservation Trust Fund finance the project. Section 2, The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3, Section 4. Section 5. The following revenue is anticipated to complete this project: Through FY 2007-08 FY 2008-09 Through FY 200&09 Sales Tax $0 $0 $0 2001 Bonds $0 $0 $0 2004 Two-Thirds Net Debt $0 $0 $0 Fees $0 $0 $0 Grant Funds $0 $132,000 $132,000 Total Funding $0 $132,000 $132,000 The following amount is appropriated for this project: Through FY 2007-08 FY 2008-09 Through FY 2008-09 Land/Buiiding $0 $0 $0 Planning/Architect/Engineering $0 $0 $0 Construction $0 $132,000 $132,000 Total Costs $0 $132,000 $132,000 This ordinance, adopted on June 16, 2009, shall be in effect until June 30, 2010. Adopted this 16th day of June 2009. ,- •' _ r_' if j ~ '~ Medicaid Maximization Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds for the Health Department to purchase capital items and make minor renovations to clinic space_ Medicaid maximization funds received by the Health Department finance this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. Section 4. The following revenue is anticipated to complete this project: • Through FY 2007-08 FY 2008-09 Through FY 2008-09 Sales Tax $0 $0 $0 Bond Funds $0 $0 $0 2004 Two-thirds Net Debt $0 $0 $0 Grant Funds $0 $0 $0 Medicaid Cost Settlement Funds (FY 06-07 and prior years) $1,280,302 $465,597 $1,745,899 Other (FY 07-08 allocation) $0 $70,194 $70,194 Total Fundin $1,280,302 $535,791 $1,816,093 The following amount is appropriated for this project: Through FY 2007-08 FY 2008-09 Through FY 2008-09 I,andBuilding $0 $0 $0 Design $0 $0 $0 Construction $0 $0 $0 Other $1,280,302 $535,791 $1,816,093 Total Costs $1,280,302 $535,791 $1,816,093 Section 5. This ordinance supersedes atl previous Medicaid Maximization Capital Project Ordinances for Orange County. Section 6. This ordinance, originally adopted February 16, 1999, shall be in effect until June 30, 2009. Adopted this 16th day of June 2009. ~~~yo ~~~ The Board adopted a Resolution Supporting An Alternative Method of Recognizing Veterans Status for Merchant Marine Seamen from World War II and authorized the Chair to sign. hh. Contract to Prepare an Indirect Cost Plan This item was removed and placed at the end of the consent agenda for separate consideration. ii. Change in BOCC Regular Meeting Schedule for 2009 The Board amended its regular meeting calendar for year 2009 by: - Adding a meeting (closed session) on Thursday, August 20, 2009 at 5:30 p.m. at the Link Government Services Center, 200 South Cameron Street, Hillsborough, NC for the purpose of "to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee" NCGS 143-318.11 (a)(6). This meeting will take place prior to the BOCC Work Session at 7:00 p.m. at Link Government Services Center. ji Fiscal Year 2008-09 Budget Amendment #9 The Board approved budget, grant, and capital project ordinance amendments for fiscal year 2008-09 for Department of Social Services, Department on Aging, Orange Public Transportation, Solid Waste Equipment Financing, Human Rights and Relations, Efland Sewer Operating Fund, Governing and Management, County Capital Project Ordinance, Sportsplex Enterprise Fund, Value-Added Processing Center, Health Department, Juvenile Crime Prevention Council, Solid Waste Department, and Animal Services. kk. Resolution Endorsing American Recovery and Reinvestment Act (ARRA) Grant Agreements with the North Carolina Department of Transaortation The Board endorsed the Resolution Accepting Conditions in the Project Agreement with NCDOT to construct a 10-foot asphalt multi-use trail through Twin Creeks Park (Moniese Nomp), and authorized the Interim County Manager to sign the agreement; and authorized the Interim County Manager to sign the Project Agreement with NCDOT for the purchase of two 28-foot light transit vehicles, subject to final review and approval by the County Attorney and others to ensure the County's policies and procedures adhere to federal requirements of the agreement. II. Emgloyment Agreement for Frank Clifton- Interim Orange County Manager The Board approved the terms of an employment agreement with Frank Clifton as Orange County Interim Manager VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: h. Classification and Pay Plan Amendment -Add Value Engineer Classification The Board considered amending the Orange County Classification and Pay Plan to reflect the addition of the Value Engineer classification, with a proposed pay grade of 26. ~i2.19 - ~° S' d per.