HomeMy WebLinkAboutAgenda - 12-15-2009 - 6c~RD-a~o~-«3~
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 15, 2009
Action Agenda
Item No. (~ ° ~.
SUBJECT: Fiscal Year 2009-10 Bud et Amendment #5
DEPARTMENT: Financial Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Attachment 1. Budget as Amended
Spreadsheet
Attachment 2. Year-To-Date Budget
Summary
Attachment 3. Child Care .Health
Consultant Program Grant
Project Ordinance
INFORMATION CONTACT:
Gary Humphreys, (919) 245-2453
Attachment 4. Fairview Park Capital
Project Ordinance
Attachment 5. Emergency Services
Reserve Capital Project
Ordinance
Attachment 6. Human Services Offices &
Clinics at Hillsborough
Commons Capital Project
Ordinance
Attachment 7. FY 2008-09 Budget Carry
Forwards List
Attachment 8. Observation Well Network
Capital Project Ordinance
Attachment 9. Follow-up on Budget
Amendment Questions
1
PURPOSE: To approve budget, grant and capital project ordinance amendments for fiscal year
2009-10.
2
BACKGROUND:
Health Department
The Health Department has received additional Smart Start grant funds of $2,581 for the
department's Child Care Health Consultant Grant Program. This grant program assists
childcare providers to ensure safe and healthy childcare environments. This budget
amendment provides for the receipt of these additional grant funds. (See Attachment 1,
Column 1 and Attachment 3, Child Care Health Consultant Program Grant Project
Ordinance)
Housing and Community Development
2. The department has received notification from the U.S. Department of Housing and
Urban Development (HUD) of changes related to the Section 8 Housing Assistance
payment distributions for the first quarter of this fiscal year. HUD's accounting plan for
the first quarter of the fiscal year was to reduce monthly allocations to force housing
authorities to use their reserves for monthly operations. Staff's review of first quarter
expenditures compared to revenues reflects a $252,634 shortfall. In order to cover this
current shortfall as well as an anticipated reduction in the second quarter, this budget
amendment provides for an appropriation of fund balance of $350,000 from the Housing
Section 8 Fund. (See Attachment 1, Column 2)
Juvenile Justice and Delinquency Prevention
3. The NC Department of Juvenile Justice and Delinquency Prevision (NCDJJDP) has
provided a Justice Assistance Grant (JAG) of $36,890 through the American Recovery
and Reinvestment Act of 2009. With the funds, staff will conduct a comprehensive,
community gang assessment and enhance existing JCPC program operations. These
funds will pass-through to local community agencies for implementation.
4. NCDJJDP has also reduced its original $20,465 appropriation, for reserve funding
throughout the year, to $5,847.This amendment will reduce the state allocation by
$14,618 and corresponding expense line items, accordingly.
This budget amendment provides for the receipt and reduction of these state funds. (See
Attachment 1, Column 3)
Department of Social Services
5. The Department of Social Services has received revenues for the following programs:
Case Management -funds totaling $22,595 from the NC Department of Health and
Human Services of additional case management funds, for nonpermanent personnel
support in critical social work positions.
• Foster Care Donations -donated funds totaling $2,165 from citizens of Orange
County to help with the needs of foster care clients.
3
• General Assistance Donations -donated funds totaling $6,105 to help with special
needs clients, including seniors.
This budget amendment provides for the receipt of these funds; the donations will be
budgeted in a special Adoption Enhancement Fund outside of the General Fund. (See
Attachment 1, Column 4)
Department on Aging
6. The Department on Aging has received contract revenues totaling $7,200 to provide
social work services for the Department of Housing and Urban Development (HUD)-
funded, senior housing complex in Chapel Hill. Funds will employ nonpermanent staff
ten hours each week, as required by HUD. This budget amendment provides for the
receipt of these additional funds. (See Attachment 1, Column 5)
Orange Public Transportation (OPT)
7. Orange Public Transportation has received additional revenues for the following
programs:
Rural Operating Assistance Program (ROAP) -funds totaling $85,570 from the NC
Department of Transportation (NCDOT) for bus route and medical/essential services
for elderly and disabled Orange County residents. Funds will provide non-permanent
drivers during peak hours and for substitute service; motor pool expenses; and taxi
service fees for after-hour trips and demand beyond fleet capacity. The state
requires a 10% local match for Rural Public Transportation funds, which is located
within OPT's operating budget.
Section 18-G - NC Department of Transportation (DOT) funds, totaling $16,865, to
offset administrative costs of providing OPT services. Examples of services include
staff Spanish language training, copier lease, uniforms, and vehicle lettering. The
state .requires a 10% local match, which is located within OPT's operating budget.
This budget amendment provides for the receipt of these additional funds. (See Attachment
1, Column 6)
Parks and Recreation -Fairview Park Capital Project
8. The Parks and Recreation Department has received a contribution, totaling $15,000,
from the Town of Hillsborough for sidewalk construction at Fairview Park. This budget
amendment provides for the receipt of these funds for the above stated purpose. (See
Attachment 4, Fairview Park Capital Project Ordinance)
4
Emergency Services Department
9. At its November 17, 2009 meeting, the Board of County Commissioners approved the
department's plan to strategically relocate Emergency Medical Services (EMS) stations,
including an immediate refurbishment of the Revere Road facility (the former Animal
Services Building), at a cost not to exceed $50,000. Funds will come from the $1.2
million surplus 911 funds that the Board approved setting aside in an Emergency
Services Reserve Capital Project for equipment, vehicles and capital maintenance. This
budget amendment appropriates the $1.2 million currently in the Emergency Telephone
System's fund balance to the Emergency Services Reserve Capital Project and allocates
$50,000 to the department's capital budget section within in the General Fund to cover
refurbishment costs of the Revere Road facility in FY 2009-10. (See Attachment 1,
Column 7 and Attachment 5, Emergency Services Reserve Capital Project Ordinance)
Technical Amendment- Hillsborough Commons Capital Project
10. At its June 2, 2009 meeting, the Board of County Commissioners approved the
Hillsborough Commons Capital Project Ordinance. This technical amendment seeks to
correct and clarify revenue sources.
As approved, the ordinance categorizes a portion of project funding as "Grant Funds"
from the State. However, the Department of Social Services received $1,030,000
through non-project reimbursements (i.e. Medicaid) in prior fiscal years and $265,000
from County pay-as-you-go funds; therefore, it is incorrect to categorize them as project
grant reimbursements. They should be categorized as "Transfers from the General
Fund."
In addition, the county is eligible for state reimbursements totaling $470,000, related to
tax and the owner's contribution. Currently, this is included within the "Owner's
Reimbursement" category, but should be moved to "Grant Funds" for clarity. This
technical amendment corrects the categorization of funds. (See Attachment 6, Human
Services Offices & Clinics at Hillsborough Commons Capital Project Ordinance)
Revenue Department
11. At its October 20, 2009 meeting, the Board of County Commissioners approved aone-
year trial contract with EMS Management & Consultants, Inc., beginning January 1,
2010, for the initial billing and claims processing for EMS Ambulance Service transports.
With the outsourcing of this operation, and thus freeing up the equivalent of .75 FTE to
redirect their work on delinquent collections, the Board also approved amending the
fiscal year 2009-10 budget to receive an anticipated additional $75,000 in delinquent
collections during this fiscal year. This amendment provides for the budgeting of these
anticipated additional revenues. (See Attachment 1, column 8)
5
Carry Forwards
12. On June 30 of each year, there are instances where approved funding for certain Board
approved initiatives is not fully expended at the end of the fiscal year, and the
unexpended monies revert to the County's fund balance. In order for the County to fulfill
financial obligations related to these appropriations, the Board must re-appropriate fund
balance in the next fiscal year for these planned expenditures. For FY 2009-10, the
General Fund Balance appropriation request is $1,988,442. The remaining fund balance
would be approximately $20.7 million or 10.5% of the general fund appropriation.
The largest appropriation of $1,030,000 would fulfill the County's contribution towards the
Hillsborough Commons capital project. (The project's previous year carry forward of
$1.83 million was not expended due to project delays.) Other carry-forward examples
include a $145,000 appropriation from the Critical Needs Reserve for general needs
assistance (Board Priority 4) agreed upon during June 2009 work sessions and human
services grants received in FY 2008-09, but not expended until the current fiscal year.
Descriptions of each carryforward request are included in the Carry Forwards List.
In order to carry funds forward and authorize their expenditure in fiscal year 2009-10, it is
necessary for the Board to approve the attached amendment. (See Attachment 1,
Column 9; Attachment 7, Carry Forwards List; and Attachment 8, Observation Well
Network Capital Project Ordinance)
FINANCIAL IMPACT: Financial impacts are included in the background information above.
RECOMMENDATION(S): The Manager recommends the Board of County Commissioners
approve budget, grant and capital project ordinance amendments for fiscal year 2009-10.
Attachment 1. Orange County Proposed 2009-10 Budget Amendment
The 2009-10 Orange County Budget Ordinance is amended as follows:
#2 Housing and #3 NC Department of
Community Development Juvenile Justice and
#1. The Health fund balance Delinquency Provision #5 Contract revenues
Department receipt of appropriation of $350,000.
(NCDJJDP) stimulus #4 Social Services
($7,200) for the
Original Budget Encumbrance Carry Budget As Amended Smart Start grant funds As a federal savings
funding for gang funding for social worker
Department on Aging's
Forwards Through BOA #4 (52,581) for the Child tactic, HUD has directed assessment (536,890) case management social work services at
Care Health Consultant housing authorities to use and a reduction of its ($22,595.
) Manley Estates.
Program. their reserves for monthly unallocated reserve (-
operations expenses $14,618).
• ($350,000).
General Fund
Revenue
Property Taxas S 130,571,196 S S 130,571,185 S - S - S S i -
Sales Taxes S 16,873,405 S - S 16,873,405 S S S - S S
License and Permits ; 288,000 S S 288,000 S - S - S S - S -
Intergovemmental S 16,724,824 S S 17,413,308 S - S S 722 S 22,595 S 7,200
Charges for Service S 9,688,897 S i 9,732,940 S S - S S S
Investment Earnings S 870,000 S S 670,000 S S -
Mlscellaneous S 782,618 S S 786,694 S - S -
Transfers from Other Funds S 2,000,000 S - S 2,000,000 S - S
Fund Balance S S S 241,878 S S
Total General Fund Revenues S 177,589,038 S - S 178,577,521 S S S 722 S 22,595 S 7,200
Expenditures
Govemin & Management S 8,682,801 S - S 8,804,885 S S S S - S
General Services 20,335,508 20,359,026 S - S -
Community & Environment S 4,077,780 S S 4,077,780 S S S S S
Human Services S 33,414,481 S S 34,043,184 S S S S 22,595 S 7,200
Public Safety S 18,958,475 S S 17,106,27b S S S 722 S S
Culture & Recreation S 4,160,533 S - S 4,176,133 S S S - S S -
Education S 81,665,562 81,665,582
Transfers Out ; 8,285,798 S - S 8,344,596
Total eneral Fund Appropriation ; 177,589,039 S S 178,577,521 5 S S 722 S 22,585 ; 7,200
Section 8 Housing Fund
Rnvwnuwx
Inter ovemmental S 4,273,509 S 4,273,509
Transferfrom General Fund S 81,511 S 81,511
Appropriated Fund Balance S S - S 350,000
Total Housing Fund Revenues S 4,355,020 S - S 4,355,020 S - S 350,000 j - S - S
Expenditures
Housing Fund S 4,355,020 S 4,36b,020 S 350,000
Emergency Telephone System Fund
ROVQn11B4
Charges for Services S 501,227 S 501,227
Grant Funds S S
Appropriated Fund Balance S S
Total Revenues S 501,227 S - S 601,227 S - S - i - S - S
Expenditures
Emer envy Telephone System Fund S 501,227 S 501,227
#2 Housing and #3 NC Department of
CommunRy Development Juvenile Justice and
#1. The Health
Department receipt of fund balance
appropriation of $350,000. Delinquency Prevision
NCDJJDP
ti
l
#4 Social Services #5 Contract revenues
200) for the
($7
Encumbrance Carry Budget As Amended Smart Start grant funds As a tederel savings ) s
mu
us
(
funding for gang funding for social worker ,
Department on Aging's
Original Budget Forwards Through BOA #d ($2,581) forthe Child tactic, HUD has directed
assessment ($36,890) case management
social work services at
Care Health ConsuHant housing authorities to use and a reduction of its ($22'595)' Manley Estates.
Program. their reserves for monthly unallocated reserve (-
operations expenses $14,618).
($350,000).
Grant Project Fund
Inte~'overnmental $ 452,741 $ 1,086,804 $ 2,581 21,550
Charges for Servlees S 24,000 $ 24,000
Transfer from General Fund $ 73,785 $ 73,785
Miscellaneous $
TransferfromOtherFunds $ -
Appropriated Fund Balance $ -
Total Revenues $ 550,528 $ - $ 1,184,589 $ 2,581 $ - $ 21,550 $ - $
cxpenaicures
NPDES Grant
$
Community and Environment $ $ $ - $ - $ - $ $ - $
Child Care Health -Smart Start $ 73,151 S 73,151 $ 2,581
Scattered Site Housing Grant S -
Carrboro Growing Healthy Kids Grant $
Healthy Carolinians $ $
Health S Wellness Trust Grant $ 91,210 $ 81,210
Senior Citizen Health Promotion $ 93,932 $ 93,932
Dental Health -Smart Start $ $
Intensive Home Visitin $ 66,037 $ 88,037
Human Rights & Relations HUD Grant $ $
Senior Citizen Health Promotion Multi-Yr) $ - i 4,000
SeniorNet Program Multi-Year) $ $
Enhanced Child Services Coord -SS $ $
Diabetes Education Pro ram (Multi-Year)
Human Services $ -
S 324,330 $ 203,532
$ 531,862
S 2,581
$ -
$ -
$
$
Criminal Justice Partnershi Pro ram $ 226 196 $ 226 196 $ 21,550
Hazard Miti ation Generator Pro'ect $
Buffer Zone Protection Pro ram $ -
800 MHz Communications Transition $
Secure Our Schools - OCS Grent $ -
Citizen Cor s Council Grenl $ -
COPS 2008 Technolo Pro ram $ $
COPS 2009 Technolo Pro ram $ $ 190,000
Justice Assitance Act JAG Pro ram
Public Safety
Total Expenditures
$ 228,198
$ 550,528
$ -
$ - $ 236,531
$ 852,747
$ 1,184,589
$ -
$ 2,581
$ -
$ -
$ 21,550
$ 21,550
$ -
$ -
S
$
v
Attachment 1. Orange County Pr.
The 2009-10 Orange County Budge
#7 Appropriates $1.2
million from the
#6 Orange Public Emergency Telephone
' #9 Carty Forward request
Transportation funds for System
s fund balance to
from the FY 2008-09
the Rural Operating the Emergency Services #8 Anticipated receipt of
budget totaling
Assistance Program Reserve Capital Project $75,000 in delinquent
$7,988,442. Budget As Amended
($85,570) and for and allocates $50,000 to
' collections during FY
(See attachment 7, FY Through BOA #5
administrative costs for the department
s General 2009-10. 2008-09 Budgef Carry
OPT services ($16,865). Fund capital budget to Forwards List)
cover refurbishment costs
of the Revere Road
facility.
General Fund
Revenue
Pro erty Taxes S ; ; 75,000 S ; 130,648,185
Sales Taxes ; i S ; S 18,873,405
License and Permits ; ; S - S ; 288,000
Intergovernmental S 102,435 S S ; S 17,546,260
Char es Tor Service S S S S ; 9,732,940
Investment Earnings ; - ; S S ; 870,000
Miscellaneous S S - S S - S 786,684
Transfers from Other Funds S S 50,000 ; S S 2,050,000
Fund Balance S S S E 1,988,442 ; 2,230,421
Total General Fund Revenues ; 102,435 S 50,000 S 75,000 ; 1,988,442 S 180,823,915
Expenditures
Governing & Management S S S S 5,000 S 8,809,985
General Services - - 75,000 20,434,028
Community & Environment S S S S 8,987 S 4,088,787
Human Services S 102,435 S S - E 882,505 ; 35,037,919
Public Safety S S 50,000 ; - S 70,000 S 17,228,997
Culture & Recreation S - S S S 10,750 S 4,188,883
Education 81,885,582
Transfers Out 1,031,200 S 9,375,798
Total General Fund Approprladon ; 102,435 S 50,000 S 75,000 ; 1,988,442 ; 180,823,915
Section a Housing Fund
Revenues
Intergovernmental S 4,273,509
Ttansferfrom General Fund S 81,811
Appropriated Fund Balance S 350,000
Total Housing Fund Revenues S - S - S - S - S 4,705,020
Expenditures
Housing Fund S 4,705,020
Emergency Telephone System Fund
Revenues
Charges for Services S 501,227
Grant Funds S
Ap ropriated Fund Balance $ 1,200,000 S 1,200,000
Total Revenues ; - ; 1,200,000 ; - S - ; 1,701,227
Expenditures
Emergency Tele hone System Fund S 1,200,000 S 1,701,227
OO
#7 Appropriates $1.2
million from the
#8 Orange Public Emergency Telephone
System's fund balance to #9 Carry Forward request
Transportation funds for
the Rural Operating
the Emergency Services
#8 Anticipated receipt of from the FY 2008-09
budget totaling
Assistance Program Reserve Capital Project $75,000 in delinquent
$1,988,442. Budget As Amended
($85,570) and for and allocates $50,000 to
' collections during FY
(See attachment 7, FY Through BOA #5
administrative costs for s General
the department 2009-10. 2008-09 Budget Carry
OPT services ($18,865). Fund capital budget to Forwards List)
cover refurbishment costs
of the Revere Road
facility.
Grant Project Fund
oe
Intergovernmental $ 1,110,835
Charges for Servces ; 24,000
Transfer from General Fund $ 73,76b
Miscellaneous $
Transfer from Other Funds $ -
Appropriated Fund Balance $ •
Total Revenues $ - $ - $ - $ - $ 1,208,720
NPDES Grant $
Community and Environment $ - $ - $ - $ - $ -
Child Care Health -Smart Start $ 75,732
Scattered Site Housing Grant $
Carrboro Growing Healthy Kids Grant $
Healthy Carolinians $ -
Health & Wellness Trust Grant $ 91,210
Senior Citizen Health Promotion S 93,932
Dental Health -Smart Start
Intensive Home Visiting $
$ 86,037
Human Ri hts 8 Relations HUD Grant $
Senior Citizen Health Promotion Multi-Yr) $ 4,000
SeniorNet Program (Multi-Year) $
Enhanced Child Services Coord -SS $
Diabetes Education P ram (Multi-Year) $ 203,532
Human Services S $ - $ $ - $ 834,443
Criminal Justice Partnershi Pro ram $ 247 748
Hazard Miti ation Generator Pro ed $
Buffer Zone Protection Pro ram $ -
800 MHz Communications Transition $ -
Secure Our Schools - OCS Grant $
Citizen Cor s Council Grant $
COPS 2006 Technolo P ram $ -
COPS 2009 Technol Pro ram $ 190 000
Justice Assitance Act JAG Pro ram $ 236 531
Publlc Safety $ $ - $ $ $ 674,277
7otalExpend/tures $ - $ $ - $ $ 1,206,720
Cfl
10
Year-To-Date Budget Summary
Fiscal Year 2009-70
General Fund Budget Summary
Ori final General Fund Bud et $177,589,039
dditional Revenue Received Through Budget
mendment #5 (December 7, 2009)
Grant Funds $130,800
Non Grant Funds $873,655
General Fund Fund Balance for
ticipated Appropriations (i.e. Carry
Forwards) $2,087,240
General Fund Fund Balance Appropriated
to Cover Unanticipated Ex enditures $143,181
Total Amended General Fund Budget $180,823,915
Dollar Change in 2009-10 Approved
General Fund Budget $3,234,876
Change in 2009-10 Approved General
Fund Budget 1.82%
Authorized Full Time Equivalent Positions
Original Approved General Fund Full Time
E uivalent Positions 838.150
Original Approved Other Funds Full Time
Equivalent Positions 69.800
dditional Positions Approved Mid-Year 2.000
Total Approved Full-Time-Equivalent
Positions for Fiscal Year 2009-10 909.950
Notes:
1. Appropriation of $48,798 from the
GF liability account to set up the newly
established Spay/Neuter Fund (BOA
#1)
$50,000 FY 2008-09 canyforward to
dace two patrd cars (BOA #3)
$1,988,442 FY 2008-09 Cant'
rwards (BOA #5)
1. $119,664 to add an additional staff
attorney position and unbudgeted legal
contact fees for Geoff Gledhill (BOA
#3)
2. $23,517 for Bradshaw Quarry to
remain open from September 21, 2009-
January 2, 2010 (BOA #3)
BA #3 (October 20, 2009):
1) Staff Attorney (1.0 FTE7 effective
January 4, 2010.
' 2) Deputy Tax Collector (1.0 FTC
effective January 1, 2010.
oRD-aoo~- i81
11
Child Care Health Consultant Program
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 Child Care Health Consultant Program as awarded
to the Orange County Health Department by the Orange County Partnership for
Young Children (OCPYC), the local Smart Start Agency. This grant provides
funding for 1.0 permanent, time-limited Registered Nurse position through the
grant period to assist child care providers in assuring safe and healthy child care
environments.
Section 2. Under the terms of the agreement, Orange County will administer the grant as
fiscal agent. The officers of the County are hereby directed to proceed with the
grant project within the rules and regulations contained in the grant document, the
rules and regulations of the North Carolina Department of Health and Human
Services and the budget contained herein.
Section 3. The following revenue is anticipated to be available to complete this project:
Smart Start (2007-08) $57,950
Transfer from General Fund (FY 2007-08) $9,622
Smart Start (2008-09) $75,732
Smart Start (2009-10) $75,732
Total Revenue $219,036
Section 4. The following amount is appropriated for this project:
Child Care Health Consultant (2007-08) $67,572
Child Care Health Consultant (2008-09) $75,732
Child Caze Health Consultant (2009-10) $75,732
Child Care Health Consultant Appropriation $219, 036
Section 5. 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
required by the grant agreement and federal and state regulations.
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.
12
Section 8. Position authorized through this grant project ordinance includes:
1.0 Full-time Equivalent Position -Public Health Nurse 11
Section 9. This ordinance supersedes all previous "Child Care Health Consultant Program"
Grant Project Ordinances.
Section 10. This project ordinance is in effect until June 30, 2010.
Adopted this the 15th day of December 2009.
oR~- aoc~~- ~ ~a , s
Fairview Park
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
ordinance is hereby adopted.
Section 1. The project authorized provides funds for the development of Fairview Park..
Alternative Financing has been issued in place of 2001 Bond Funds.
Section 2. The officers of the County are hereby directed to proceed with the project within the
total budget contained herein.
Section 3. The following revenue is anticipated to complete this project.
FY2008/09 Amendments FY 2009/10
2001 Bonds 150,000 150,000
Transfers from Other Projects 75,000 175,023 250,023
Alternative Financing 700,000 700,000
Grant Funding 0 500,000 500,000
Contribution from Hillsborough 0 15,000 15,000
Total $925,000 $690,023 $1,615,023
Section 4. The following amount is appropriated for this project.
FY2008/09 Amendments FY 2009/10
Professional Services 34,350 34,350
Design 95,000 95,000
Construction 766,150 690,023 1,456,173
Athletic Fields 29,500 29,500
Total $925,000 $690,023 $1,615,023
Section 5. This ordinance supersedes any previous Capital Project Ordinances for this project.
Section 6. This ordinance shall. remain in effect the Board of County Commissioners takes
action to amend the ordinance or close the project ordinance upon completion of
the project.
Adopted this 15th day of December 2009.
dR D' aODa ' (U 3 14
Emergency Services Reserve
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 reserves monies for Emergency Services related
equipment, vehicles and capital maintenance. Proceeds from the use of
Emergency Telephone funds as authorized by the General Assembly in
FY 2008-09 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
2008-09
FY 2009-10 Through FY
2009-10
Sales Tax $0 $0 $0
2001 Bonds $0 $0 $0
2004 Two-Thirds Net Debt $0 $0 $0
Fees $0 $1,200,000 $1,200,000
Other $0 $0 $0
Total Funding $0 $1,200,000 $1,200,000
Section 4. The following amount is appropriated for this project:
Through FY
2008-09
FY 2009-10 Through FY
2009-10
Land/Buildin $0 $0 $0
Planning/Architect/Engineering $0 $0 $0
Reserve $0 $1,150,000 $1,150,000
Construction
Transfer to General Fund (Revere
Road EMS Station - FY 2009-10)
$0
$50,000
$50,000
Total Costs $0 $1,200,000 $1,200,000
Section 5. This ordinance shall remain in effect until the Board of County
Commissioners takes action to amend the ordinance or close the project
ordinance upon completion of the project.
Adopted this 15th day of December 2009.
~fz D- ~~~ - Igo{-- ~ 5
Human Services Offices & Clinics at Hillsborough Commons
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 upfit and renovation of
approximately 56,000 square feet of space previously occupied by Wal-Mart, Inc.
at the Hillsborough Commons Shopping Center for use by the Department of
Social Services. Reimbursements from the N.C. Department of Health and
Human Services (North Carolina Division of Social Services), and owner
reimbursements 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:
Thrace FY
2007-08 Tlvot~ FY 2008-
09 FY 2009-10
Arrendmerrts Ttunugh FY
2009.10
Sales Tax and Deticated Property Tax $0 $0 $0 $0
Altemativ~e Fr~dng $0 $0 $0 $0
2004 Tvw Thirds Net Debt $0 $0 $0 $0
Grant Funds $0 $2,720,000 ($825,000) $1,895,000
Fees $0 $0 $0 $0
Oftter- O,~' Reiff $0 $1,070,000 ($470,000) $600,000
TransferfromtheGer~eral Fund $0 $0 $1,295,000 $1,295,000
Total Funding $0 $3,790,000 $0 $3,790,000
Section 4. The following amount is appropriated for this project:
Tlraxdh FY
2007-08 FY 20003-09
~
FY 2009-10 Though FY
2009-10
L.andBuilcing $0
Design $0 $300, $ i80,
C,or>stnx~ion $0 $3,410, $3,410,
HVAC
Oliver $0
Total Costs $0 $3,790, $3,790,
Section 5. This ordinance supersedes all previous Human Services Offices and Clinics at
Hillsborough Commons Capital Project Ordinances for Orange County.
16
Section 6. This ordinance shall remain in effect until closed by action of the Board of County
Commissioners.
Adopted this 15th day of December 2009.
FY2008-09 Budget Carry Forwards List
Function/D artment Descri lion Recommendation Comments
Goveraine and Maaaeemeat
Coua Attom
IT E ui meat
5000 Recdved new computers in FY 2008-09, but missed the PO
issuance deadline foz a rnt
Total Gorxndn and Man ement 5,000
Human Services
Fitness Studio membership fees used ro pay the personal trainers
CBS -Fitness Studio who provide orientation and monitor equipmrnt use. Also for
Aging Contracts 4,567 maintenance and nit of fitness room ui rnt and lies.
NC Department of Insurance Senior Health Insurance Information
Pmgtam (SHIIP) awarded Orange County funds to assist seniors
resolve health insurance-related prnblems. Due ro the retirement of
the Department on Aging staff person in charge of this service, we
were not able to ecpead all of the funding prior to the end of the
Eldernre -Educational fiscal year. Funds are used for marketing, trsining and computer-
Su lies 3,732 zelated eases.
Private dtizrns and organizations make contributions ro the Frat1
Elderly. Eldercare social workers use this account to provide things
that the older adult is usable ro purchue, such as Lifeline personal
security service, adaptive devises for homes, of emergrnry
Eldercaze - Ftat1 Elded 10,982 food/housia medication.
This is an item that was lefr unresolved at the end of the budget
pzocess, former County Manager Laura Blackmon said she would
Coo erative Extension Eno Rivet Farmers Mazket 5,000 commit to it, but it was not bu ed is FY 2009-10.
Grant funds received in FY 2008-09, but not all funds for the
Health Kate B. R olds Grant 1771 Health Carolinians Pto'ect was eat
Approved during the FY 2009-10 budget process. Permitted the
County to clay forwazd $150,000 from the Critical Needs Reserve
balance in FY 2008-09 for the departmrnt's safety net funds (Board
Sodal Services General Assistance 145 000 Priori 4 .
Will offset a payment made for FY 2008-09 expenses is FY 2009-10.
The state submitted the invoice is September, afrer the audit had
Medicare Pa eats 9,502 commrnced.
FY 2008-09 year-end, daycaze allocation from the state Funds will
Child Da care 57 695 subsidize der raze costs for families.
FY 2008-09 year-end, state allocaioa. Funds provide services for
Pm Pa mrnts 4,25G older children traasitionia from foster care.
Since 2007, Social Services has budgeted funds for capital
improvements sad equipment to bring its offices into compliance
with state requirements for space, privary and file storage. For
examplq funds ~vete originally carniarked for renovation of the old
Orange Enterprises building on Valley Forge Road sad included in
the agrnry caayforwazd allocation from Fiscal Yeaz 2007-2008.
Other revenue sources were idrntified in Fiscal Year 2008-2009 and
are no~v included is this amendment to the Fiscal Year 2009-2010.
These funds are now being budgeted ro pay anticipated costs of
budding rrnovations, moving, equipmrnt and other costs related ro
the staff changes at Hillsbomugh Commons, Southern Human
Services sad Northside Crnter. In addition, DSS recdvcd program
funds that can be utilized in 2009-2010 for Work First and foster
raze. The artictilaz ro'ects are listed below:
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FY 2008-09 Carry Forwards List
December 7, 2009
Page 1 of 3
FY2008-09 Budget Carry Forwards List
18
Function/D artment Descri tioa Recommendation Comments
For ne~v phones for all DSS fimcdons is Hillsborough. These foods
are budgeted in DSS to reflect state reimbursements available for
Social Services (continued) 'meat 170,000 these costs.
To bring Southern Human Seances into compliance with space
regulation. Will also make minor changes to accommodate staff who
will have offices in lLillsbotough, but will work as needed in
Southern Human Scrvices Center. This will ensure all programs are
provided to the southern portion of the county. This will include
some capital improvemrnts anti, equipment (including additional
B hn rovement 100 000 techaolo to su ort access to electronic file stem .
Contract Services 100,000 Work First groat foods recdved in June 2009 to pay ongoing costs
Pro Pa rnt 80000 of program anti to pay foz all costs related to relocating Work First
progrun from Northside Center to the Hillsborough Commons.
Boil ' Im rovements 20,000
Foster Care Boazd 150 000 For foster raze costs anti ro s.
Total Human Senscur 05
Culture and Recreation
Packs and Recreation Little Rivet Park -Capital
cat
10 750 little River Donations that will be used to purchase new equipmrnt
for the ark in FY 2010-11.
Total Cukun and Rccnakon 10 750
Commuai[y anti Environment
For In-house printing the State of the Environment Report In June,
the Commission for the Environment derided to reduce the number
of printed reports and also not outsource the printing, which would
Environment Resource realize a significant savings. However, the department was unable to
and Coaservatioa Priatia 900 urchase needed su lies riot to the end of FY 2008-09.
Wi71 cover the cost of unbudgeted Partnership Development dues
Resezve for Planning from FY 2008-09. Item was passed at a 2007 meeting, but not
Nord artmrntal Initiatives 500 included is the folio eai s bud t
Soil and Wat« USDA Faint Bill Grant 2,570 Federal Funds received but not et eat
NC Matchin Gzaat 3,017 State Groat funds received but not et ent
Total Comm and Entamnmenl 8 987
Public Safely
Emergrnry Services
Fire and Rescue Stud
50 000 Was budgeted in Fey 2008-09, but did not get encumbered by yeaz-
rnd no known vendor ;this is a BOCC initiative.
Received additional Performance Groat funds from the State in FY
' 2008-009 totaling 821,000; has permission from State to use monies
to fund the Code Red Alert Notification System (as part of cost-
cuttiitg measures is the IT departmctt, this expense was cut from
Code Red Service Contras 20 000 their bu t
Total Pubic S c 70 000
FY 2008-09 Carry Forwards List
December T, 2009
Page 2 of 3
FY2008-09 Budget Catty Forwards Lrst
Function/De artment Descri lion Recommendation Comments
Capital Projects (Fund 61)
Funds for the Hillsborough Commons project These FY 2007-08
curyfonvazd funds (approximately g1.8 million) were reimbursed by
the state for needs unrelated to the capital projcct (Le. Medicaid,
Work First) in previous fiscal years. Funds were unspent in FY 200
Hillsborough Commons 09 due to project delays during the ycat. Will be listed as ze~-rnucs
Capital Project (Human received (actuals) is the Transfers from the General Fund line item.
Senvccs Function N/A 1,030 000 Services
Additional funds for the Observation Well Nehvork set~rices
Well Observation Network inducting prepping of wells, video reconnaissance, placemrnt of
Capital Project transducers and data loggers. Observation Well Networks monitor
(Community and natural stresses on the quantity of groundwater ava$ablc in storage
Eavitonmrnt Function Constmction 1,200 which arc caused b variations in climatic conditions. RCD
Total ita/ P 2clr 031
propriated Fund Balance $ .1,988,442
FY 2008-09 Carry Forwards List
December 7, 2009
19
Page 3 of 3
Ot2D- aooq - IS S 20
Observation Well Network
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 provides funds to establish an observation well network
throughout Orange County. Proceeds from the County's share of one-half
cent sales tax 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. The following revenue is anticipated to complete this project:
Through FY
2008-09
FY 2009-10 Through FY
2009-10
Sales Tax $0 $10,130 $10,130
2001 Bonds $0 $0 $0
2004 Two-Thirds Net Debt $0 $0 $0
Fees $0 $0 $0
Other $0 $0 $0
Tsft from the General Fund $0 $1,200 $1,200
Total Funding $0 $11,330 $11,330
Section 4. The following amount is appropriated for this project:
Through FY
2008-09
FY 2009-10 Through FY
2009-10
Land/Buildin $0 $0 $0
Planning/Architect/Engineering $0 $0 $0
Other $0 $0 $0
Construction $0 $11,330 .$11,330
Total Costs $0 $11,330 $11,330
Section 5. This ordinance, originally adopted on June 2, 2009, shall be in effect until
June 30, 2010.
Adopted this 15th day of December 2009.
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.,
ORANGE COUNTY `°'~~r °`
41~ i
4
HILLSBOROUGH ,7 Q
..
NORTH CAROLINA "~~,a ~ ,,.•°°
Financial Services
To: Orange County Board of County Commissioners
From: Gary Humphreys, Financial Services Director
Subject: December 15"' Budget Amendment Questions
Date: December 10, 2009
Established 1752
At its December 7, 2009 meeting, the BOCC moved Item 4-K, Budget Amendment #5, to the December
15 agenda because of questions it had about the item. Staff received no additional questions; however,
this memo outlines responses to board members' previous questions.
Commissioner Yuhasz
Location: Attachment 1, Budget as Amended Spreadsheet
Question: Should the third column of the table reflect Budget as Amended Through BOA #5?
(Some rows otherwise do not add up.)
Response: There was a formula error within the first and third columns on the spreadsheet, but it
did not have any impact on the "Budget As Amended Through BOA #5" column totals. A
corrected spreadsheet is included in the December 15 agenda packet.
Commissioner Gordon
Question 1: "Carry Forwards" for which the fund balance request is $1,988,442 (p. 5 and pp. 14
&15). I was not aware of that it was our practice to authorize "carry forwards" in this way. Please
advise.
Document Reference: Attachment 1, Budget as Amended Spreadsheet and Attachment 7, FY
2008-09 Budget Carry Forwards List
Response: Carryforward appropriations from fund balance have generally been $400,000-
$600,000 prior to the last two fiscal years. The FY 06-07 Carryforward Appropriation from Fund
Balance December 2008 was $1,439,166. The FY 07-08 Carryforward Appropriation from Fund
Balance in February 2009 was $2,257,592.
December 15'h Budget Amendment Questions Page 1 of 4
22
Question 2: Please give an explanation of how the technical amendment is reflected in the
ordinance. Also, in the Carry Forwards section for this project, it is stated that $1,030,000 "will be
listed as revenues (actuals) in the Transfers from the General Fund line item (Social Services)."
Where is that amount listed as revenues, either in this project or elsewhere?
Document Reference: Agenda Abstract and Attachment 6, Human Services Offices & Clinics
and Hillsborough Commons Capital Project Ordinance
Technical Amendment Response:
Through FY
2007-08 Through FY
2008-09 FY 2009-10
Amendments Through FY
2009-10
Sales Tax and Dedicated Property
Tax
$0
$0
$0
$0
Altemati~e Financing $0 $0 $0 $0
2004 Two Thirds Net Debt $0 $0 $0 $0
Grant Funds $0 $2,720,000 ($825,000) $1,895,000
Fees $0 $0 $0 $0
Other -Owner Reimbursements $0 $1,070,000 ($470,000) $600,000
Transterfrom the General Fund $0 $0 $1,295,000 $1,295,000
Total Funding $0 $3,790,000 $0 $3,790,000
Grant Funds: $825,000 net decrease (Owner's reimbursement from the state (+$470,000) minus
state reimbursements not related to the project (-$1,030,000) and county CIP contribution
(-$265,000).
Owner Reimbursements: $470,000 decrease (Moved the state reimbursement portion
(-$470,000) to the Grant Funds line item. The $600,000 that remains is revenue from the owner's
contribution).
Transfer to the General Fund: New line item. Net increase of $1,295,000. (Moved the state
reimbursements not related to the project (+$1,030,000) and county CIP contribution (+$265,000)
from the Grant Funds line item).
The change clarifies the funding sources for auditing purposes and county review, in the future.
Please see the diagram on page 4 for a visual explanation.
The $1,030,000 (for Hillsborough Commons) is in fund balance. In FY 2008-09, the Board
approved a $1,874,374 carryforward to the Hillsborough Commons project. These were state
reimbursements DSS received in prior fiscal years for its programs (i.e. Work First, Medicaid).
Once approved, these funds should have been transferred to the capital project, but were not. As
a result, the funds again reverted to fund balance at the end of FY 2008-09.
The revised ordinance and the above diagram show how the $1.03 million is part of the
Hillsborough Commons budget. In May 2008, staff transferred $265,000 in pay-as-you-go funds
to the project; once the $1.03 million is transferred, the only outstanding revenue is for the owner
purchase and state reimbursement.
Carry Forwards Response: The majority of the carryforward in the two previous years is related
to the Hillsborough Commons project and the Department of Social Services (DSS). Fiscal Year
2006-07 appears to have been when the funds accumulated in the General Fund for the
Hillsborough Commons Project and other capital needs. Because the funds for the Hillsborough
Commons Project were not appropriated for transfer to the County Capital Project last fiscal year,
they reverted again to fund balance. Additionally, in the Hillsborough Commons Capital Project
Ordinance, the amount to be transferred from the General Fund was included in the amount
shown as coming from Grant Funds. The funding for this project and the remaining amounts
listed for DSS accounts for $1,892,505 of the carryforward.
December 15'" Budget Amendment Questions Page 2 of 4
23
The major, DSS items include:
• $1,030,000 of funding for the Hillsborough commons project.
• $200,000 relates to carrying forward grant funds received in June of 2009
• $145,000 is carrying forward unspent safety net funds and
• $270,000 relates to other capital funding accumulated as part of the fund balance
during the last two years.
Question 3: The BOCC only discussed the use of $50,000, yet the entire reserve has been
transferred. Has the BOCC previously discussed or approved moving the entire amount (over $1
million) as shown?
Document Reference: Agenda Abstract and Attachment 5, Emergency Services Reserve
Capital Project Ordinance
Response: The. BOCC approved the Emergency Services Reserve Capital Project Ordinance for
$1.2 million on June 2, 2009, but a budget amendment was not included to appropriate E911
funds from fund balance within the Emergency Telephone System Fund. This December 7
budget amendment appropriates funds from the Emergency Telephone System Fund to the
Reserve Capital Project. As stated in Section 4 of the Ordinance for tonight's meeting,- only
$50,000 is being used from the Reserve at this time (for Revere Road EMS Station); the
remaining $1.150 million is still in the Reserve account, until the BOCC approves the release of
additional funds.
Question 4: Are all of the items mathematically correct? Also, the next time you distribute this
matrix, please make sure the information is clearly legible.
Document Reference: Attachment 1, Budget as Amended Spreadsheet
Response: A larger matrix has been included in the December 15 agenda packet.
December 15"' Budget Amendment Questions Page 3 of 4
24
State
reimbursements for
HC project
($1,425,000)
Present Ordinance
1. Grant Funds
($2,720,000)
State
reimbursements for
DSS programs
unrelated to HC
project
2. Owner
Reimbursement
($1,070,000)
Technical Amendment Diagram
County Contribution
from Pay-as-You-
Go funds (CIP 08-
09)
($265,000)
Proposed Ordinance
1. Grant Funds
($1,895,000)
State
reimbursements for
HC project
($1,425,000)
State
reimbursements for
owner purchase and
other taxes
($470,000)
Owner Contribution State
for HC Space reimbursements for
($600,000) owner purchase and
other taxes
($470,000)
i
2. Owner
Reimbursement for
HC Space
($600, 000)
3. Transfer from
the General Fund
($1,295,000)
State
reimbursements for
DSS programs
unrelated to HC
project
($1,030,000)
County Contribution
from Pay-as-You-Go
funds (CIP p8-09)
($265,000)
December 15th Budget Amendment Questions Page 4 of 4