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Home My WebLink AboutORD-2009-180 - Fiscal Year 2009-10 Budget Amendment #5 ~R D - a~c~~ - ~~~ ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 15, 2009 1 Gc Action Agenda Item No. (~ ~` . SUBJECT: Fiscal Year 2009-10 Budget Amendment #5 DEPARTMENT: Financial Services 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 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 PUBLIC HEARING: (Y!N) No INFORMATION CONTACT: Gary Humphreys, (919) 245-2453 PURPOSE: To approve budget, grant and capital project ordinance amendments for fiscal year 2009-10. 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. Staffs 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 2009-70 Orange Countyy Budget Ordinance is amended as follows: #2 Housing and #3 NC Department of Community Development Juvenile Justice and #1. The Health fund balance Delinquency Previ8lon #5 Contract revenues Department receipt of approprtation of 5850,000. (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) forthe Child tactic, HUD has directed assessmem (536,880) 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 5 7 4,618). (5350,000). General Fund Revenue Pro arty Taxes i 130,571,196 S S 130,571,196 S - S - S i i - Sales Taxes S 18,873,40b S S 18,873,406 ; S S S S - Licenseand Permits 5 288,000 S ; 288,000 S S S - S - S Into ovemmental i 18,724,824 S S 17,413,306 S - 5 S 722 S 22,68b S 7,200 Cha es for Service S 8,688,887 ; ; 9,732,840 S S S S S - Investment Earnings ; 870,000 S S 870,000 S S Miscellaneous S 782,818 5 ; 786,894 S S Transfers from Other Funds ; 2,000,000 S S 2,000,000 S S - Fund Balance S S S 241,879 S S Total Genera! Fund Revenues 5 177,689,039 S S 178,677,621 S S S 722 S 22,595 S 7,200 Expenditures Govemin 8 Mana ement S 8,882,901 S S 8,804,885 i S S S S General Services 20,33b,509 20,359,026 - S S Communl & Environment S 4,077,780 S S 4,077,780 ; ; S i i - Human Services S 33,414,481 S S 34,043,184 S S S S 22,596 ; 7,200 Publie Safety S 18,968,478 S S 17,108,276 S S S 722 S S Culture & Recreation S 4,160,533 S i 4,178,133 S 5 S S S Education 81,665,582 81,686,682 Transfers Out S 8,285,788 ; - i 8,344,596 Tote enera Fund Approp at on S 177,589,039 S S 178,577,521 S S S 722 S 22,586 S 7,200 Section 8 Housing Fund Revenues Inte ovemmental S 4,273,509 ; 4,273,509 Transfer from General Fund S 81,511 S 81,511 Ap ropriated Fund Balance S S S 350,000 otaf Housing Fund Revenues 5 4,356,020 S - i 4,356,020 ; ; 350,000 j S - S Expenditures Housing Fund S 4,355,020 S 4,355,020 S 350,000 Emergency Telephone System Fund Revenues Cha es for Services S 501,227 5 601,227 Grant Funds S S Appropriated Fund Balance S S otalRevenues S 501,227 S - S 501,227 ; S S S i ExpendRures Emer a Tele hone S stem Fund S 501,227 5 601,227 • 1 #2 Housing and #3 NC Department of - Community Development Juvenile Justice and #1. The Health Department receipt of fund balance appropriation of $350,000. Delinquency Prevision #4 Social Services #5 Contract revenues OHginal Budget Encumbrance Carry Budget As Amended Smart Start grant funds As a federal savings (NCDJJDP) stimulus funding for gang funding for social worker t ($7,200) for the Department on Aging's Forwards Through BOA #4 ($2,581) for the Child tactic, HUD has directed assessment ($36,890) case managemen social work services al Care Health Consultant housing authorities to use end a reduction of Its ($22,595). Manley Estates. Program. their reserves for monthly unallocated reserve (- operations expenses $14,618). ($350,000). Grant Protect Fund Intergovernmental S 482,741 ; 1,088,804 $ 2,581 21,550 Charges for Services ; 24,000 $ 24,000 Transfer from General Fund $ 73,785 $ 73,785 Miscellaneous $ Transfer from Other Funds $ - A ropriated Fund Balance Total Revenues $ 550,528 ; - $ - $ 1,184,589 $ 2,581 $ - $ 21,880 ; - $ cxpenuum va NPDES Grant $ - Communl and Environment $ - S - $ $ - $ - $ $ - $ Child Care Health -Smart Start $ 73,151 $ 73,151 $ 2,581 Scattered Site Housin Grant $ Carrboro Growing Healthy Klds Grant $ Health Carolinians $ $ Health & Wellness Trust Grant $ 91,210 $ 91,210 Senior Ctizen Health Promotion $ 93,932 ; 83,832 Dental Health -Smart Start $ E Intensive Home Visiting $ 86,037 $ 88,037 Human Rf Ms 8 Relations HUD Grant $ $ - Senior Citizen Heallh Promotion Multi-Yr $ - $ 4,000 SenlorNet Pro ram Mufti-Year) $ $ Enhanced Child Services Coord -SS $ $ Diabetes Education Pro ram (MuIU-Year) Human Services Criminal Justice Partnershl Pro ram Hazard Miti atlon Generator Pro act $ - $ 324,330 $ 228 198 $ 203,532 $ 531,882 S 226 196 $ - $ 2,581 S - S - $ 21 550 $ - i Buffer Zone Protection Pro ram $ 800 MHz Communications Transition $ Secure Our Schools - OCS Grant $ Citizen Cor s Council Grant $ - COPS 2008 Technolo Pro ram $ $ COPS 2009 Technolo Pro ram $ $ 190,000 Justice Assllance Act JAG Pro rem Public Safety Total Expenditures $ 228,198 $ 550,528 ; - ; - $ 236 531 $ 852,727 $ 1,184,589 $ - S 2,581 $ - $ - $ 21,580 $ 21,550 ; - $ - i $ ~.1 Attachment 1. Orange County Pn The 2009-10 Orange County Budge #7 Appropriates 51.2 million from the #8 Orange Public Emergency Telephone ' #9 Carty Forward request Transportation funds for s fund balance to System the Emergency Services #8 AntlGpated receipt of from the FY 2008-09 the Rural Operoting i P Reserve Capltai Project ;75,000 in delinquent budget totaling 442 958 51 Budget As Amended stance rogram Ass (;85,570) and for and allocates 550,000 to collections during FY , , . (See attachment 7, FY Through BOA #5 administrative costs for ~e departmenYs General 2009-10. 20pg.09 Budgef Carry 865). OPT services (516 Fund capital budget to Forwards List) , cover rofurbishment wets of the Revere Road facility. General Fund Revenue Property Taxes 5 ; ; 78,000 ; ; 130,646,186 Sales Taxes ; 5 S ; ; 18,873,406 License and Permits i - S 5 5 ; 288,000 Intergovernmental ; 102,438 ; i i - ; 17,648,280 Charges for Servcce S ; S S ; 9,732,940 Investment Earnings ; ; - ; ; 5 870,000 Miscellaneous ; ; ; ; ; 788,894 Transfers from Other Funds 5 ; 60,000 ; ; S 2,050 000 Fund Balance S ; S ; 1,988,442 ; 2,230,421 Total Genera Fund Revenues ; 102,438 ; 80,000 ; 78,000 5 1,888,442 ; 180,823,915 c.,.,e.,.~i*„~e~ Governing 8: Management i ; ; ; 5,000 ; 8,809,966 General Services ; 76,000 20,434,028 Communi & Environment i ; ; i 8,887 ; 4,088,787 Human Services ; 102,435 ; ; ; 882,605 ; 35,037,919 Public Safety ; ; 60,000 ; ; 70,000 ; 17,228,887 Culture 8 Recreation ; ; ; ; 10,760 ; 4,186,883 Education 81,88 ,882 Transfers Out 1,031,200 ; 9,376,796 Total General Fund Appropriation ; 102,436 S 50,000 ; 76,000 ; 1,988,442 ; 180,823,916 Section B Housing Fund Intergovernmental i 4,273,508 Transfer from General Fund 5 81,511 A ro riated Fund Balance S 350,000 Total Hous ng and Revenues ; - ; ; - ; - ; 4,705,020 Expenditures Housing Fund ; 4,708,020 Emergency Telephone System Fund Rev Char es for Services ; 501,227 Grant Funds : A ropriated Fund Balance $ 1,200,000 ; 1,200,000 Total Revenues ; - ; 1,200,000 S - ; - ; 1,701,227 Expenditures Erne enc Teie hone System Fund ; 1,200,000 ; 1,701,227 00 3 #7 Appropriates;l.2 million from the #6 Orange Public Emergency Telephone ' #9 Cany Forward roqueat Transportation funds for System s fund balance to the Emergency Services #8 Anticipated receipt of from ihs FY 2008-09 the Rural Operating Assistance Program Reserve Capital Project ;75,000 In delinquent budget totaling ;1,988,442. Budget As Amended (;85,570) and for and allocates 550,000 to ' collections during t=Y (see attar#rment 7, FY Through BOA #8 adminlatretlve costa for s General the department 2009-10• 2008-08 Budget Carry OPT services (;18,885). Fund capRai budget to Forwards LIsQ cover refurbishment costs of the Revere Road taGlfty. Grant Project Fund oe Inte ovsmmental ; 1110,836 Cha es for Services ; 24,000 Transfer from General Fund ; 73,786 Mlacellaneous ; Transior from Other Funds ; A ro dated Fund Balance s Tots Revenues ; ; - ; - ; - ; 1,208,720 Fxnwnditurww NPDES Grant ; Communi and Environment S - ; - i - i - i Child Care Health -Smart Start ; 78,732 Scattered Site Housl Gran) ; Can'boro Growin Hea Kida Grant ; Health Carolinlana ; Health & Wellness Trust Grant ; 81,210 Senior ClOzen Health Promotion ; 83,932 Dental Health -Smart Start ; Intensive Home Visltin ; 88,037 Human RI hW & Relations HUD Grant ; Senior Citizen Health Promotion Multi-Yr ; 4,000 SeniorNet Pro rem Multi-Year ; Enhanced Child Services Coord -SS = Diabetes Education P ram MuilMYear ; 203,b32 Human Services ; - ; - ; ; - ; 634443 Criminal Justice Partnerahi Pro ram ; 249 746 Hazard Mltl ation Generator Pro act ; Buffer Zone Protection P ram ; 800 MHz Communlcetiona Transition ~ Secure Our Schools - OC5 Grant ; ClUzen Cor a Council Grant ; COPS 2008 Technolo P ram ; - COPS 2009 Technolo P ram S 190 000 Justice Aaaltance Ad JAG Pro ram S 236 531 Public Sate ; ; ; ; - S 874,277 Total Expenditures ; - ; - ; - ; - ; 1,208,720 ``~ .~ to Year-To-Date Budget Summary Fiscal Year 2009-90 General Fund Budget Summary Ori final General Fund Bud et $177,589,039 dditional Revenue Received Through Budget Amendment #5 December 7, 2009 Grant Funds $130,800 Non Grant Funds $873,655 General Fund Fund Balance for ticipated Appropriations (i.e. Cant' Forwards $2,087,240 General Fund Fund Balance Appropriated- to Cover Unantici ated Ex nditures $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 Equivalent Positions 838.150 Original Approved Other Funds Full Time Equivalent Positions 69.800 dditional Positions A roved 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 IiatHlity account to set up the newly established Spay/Neuter Fund (BOA z. $so,ooo Flr zoos-o9 canyforward m replace two patrol cars (BOA #3) $1,988,442 FY 2008-09 Cant' nnrards (BOA #5) i. $119,664 m add an additional staff atinmey position and unbudgetied legal wntract fees for Geoff Gledhill (BOA #3) 2. $23,517 for Bradshaw lZuany bD remain open from September 21, 2 January 2, 2010 (BOA #3) BA #3 (October 20, 2009): 1) Staff Attorney (1.0 F~ effective January 4, 2010. 2) Deputy Tax Collector (1.0 ~ effective January 1, 2010. ,o~ oRp-aoo~- isl 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 Care 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: 7.0 Full-time Equivalent Position -Public Health Nurse /l 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. a~D- aoo~_ ~ Sa 13 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 2009110 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 2009110 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. OR D - aOU~-i ~ I S 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 29-10 Through FY 2009-10 Sales Tax $0 ~ ~ 2001 Bonds $0 ~ ~ 2004 Tv-ro-Thirds Net Debt $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. ~~ D` ~~cl - lS~f - 15 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: Thrargh FY 2007-08 Tfx+ou~ FY 2008- 09 FY 2000-10 Amy Through FY 2009-10 Sales Tax and Dedicated Property Tax $0 $0 $0 $0 Alternaitive Ftrancing $0 $0 $0 $0 2004 Tvw Thirds Pld Debt $0 $0 $0 $0 Grant Funds $0 $2,720,000 ($825,000) $1,895,000 Fees $0 $0 $0 $0 Other - Owner Reimbuserr>ents $0 $1,070,000 ($470,000) $600,000 Transfer from the General Fund $0 $0 $1,295,000 $1,295,000 Total Furxling $0 $3,79(1y000 $0 $3,790,000 Section 4. The following amount is appropriated for this project: 7trough FY x007-08 FY 2008'09 Arrtendtner~ls FY 2009-10 TFrough FY 2009.10 LandBr,ilcing Design $300, $~, CArrshtxtion $3,410, $3,410, HVAG Older Total Costs $0 $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/De artment Descri tion Recommendation Comments Go and Man eat Coua Attom IT eat 5000 Recdved new computers is FY 2008-09, but missed the PO issuance deadline for a eat 1-alalGoutrnin and Man ement 5,000 Human Services Fitness Studio membership fees used ro pay the personal trainers CBS -Fitness Studio who provide orientation and moairor equipment use. Also for Aging Coatraets 4,5ti7 maintenance and air of fitness room ent and ]ies. NC Department of Insurance Senior Health Insurance Information Program (SHIII~ awarded Orange County funds to assist seniors resolve health insurance-related problems. Due ro the retirement of the Department on Aging staff person in charge of this service, we were not able ro expend all of the fiuidiag prior ro the end of the Eldercare -Educational fiscal yew Funds ate used for marketing, trriaiag and computer- Su lies 3,732 related eases. Private dtizens and organizations make contnbutions ro the Fratl Elderly. Eldcrcue social workers use this account to provide things that the older adult is unable ro purchase, such as Lifeline personal security service, adaptive devises for homes, or emergeary Eldeseate - Fra>7 Eldcz3 10,982 food/housia medieadoa. This is an item that was left unresolved at the end of the budget process, former County Manages Laura Blackmon said she would Coo five Exreasioa Eno River Farmers Market 5,000 commit ro i but it was~not bu red in FY 2009-10. Grant fiords received in FY 2008-09, but not all funds for the Health Kate B. olds Grant 1,771 Health Cazoliaians Pro'ect was ent Approved during the FY 2009-10 budget process. Permitted the County ro caay forward $150,000 from the Critical Needs Reserve balance in FY 2008-09 for the department's safety net funds (Board Sodal Services General Assistance 145 000 Priori 4 . Will offset a payment made for FY 2008-09 a~penscs is FY 2009-10. The state submitted the invoice in September, after the audit had Medicare Pa ents 9,502 commenced FY 2008-09 yeaz-end, daycare aIlotation from the states Funds will Cht1d Da care 57,695 subsidize der care costs for famt7ies. FY 2008-09 yeaz-end, state allocation. Funds provide services for Pm Pa eats 4,256 older chtldrea tnnsiti from foster care. Since 2007, Social Services has budgeted funds for capital improvements and equipment to bring its offices iaro compliance with state zequiremmts for space, privary and file srorage. For example, funds were originally carn~atked for renovation of the old Orange Enterprises but7ding on Valley Forge Road and iaduded in the agenry caayforaazd allocation from Fiscal Year 2007-2008. Other revenue sources were identified is Fiscal Year 2008-2009 and are now included is this amendment ro the Fiscal Yrar 2009-2010. These funds are now being budgeted ro pay antidpated costs of building renovations, moving, equipment and other costs related ro the staff changes az Hillsborough Commons, Southern Human Services and Northside Center. Ia addidoa, DSS recdved program funds that can be utilized in 2009-2010 for Work First and foster care The articular r 'ects are listed below: 17 FY 2008-09 Carry Forwards List December 7, 2009 Page t of 3 FY2008-09 Budget Carry Forwards I ist 18• Function/D artment Descri lion Recommendation Comments For new phones for all DSS fimctions >a H~7lsborough. These funds aze budgeted in DSS to reflect state reimbursements available for Soaal Services (wntinued) meat 170 000 these costs. To bring Southern Human Services into compliance with space regulation. Wt~ also make minor changes to accommodate staff who wiIl have offices in HtTsbomugh, but wf71 work as needed in Southern Human Services Center. This will ensure all progruns are provided to the southern portion of the county. This will include some capital improvements and, equipment (mdudiag additional B rovemeat 100,000 technolo to su rt access to electronic file stem . Contract Services 100000 Work First groat funds received in Juac 2009 to pay ongoing costs t P P 60 Opp of pmgnm and to pay for all costs related to zelocadag Work First a ro program from Northside Cents to the Hillsborough Commons. B Im rovements 20 000 Foster Care Board 150,000 For fostrr care vests and m s. Total Haman Snvinr 862,505 Culture and Reaeatron Parks and Recreation Little River Park -Capital eat 10 750 Little River Donations that will be used to purchase new equipment for the is FY 2010-11. Total Cuhxn and Ra~ralian 10 750 Commuai and Environment For Ia-house printing the State of the Environment Report Ia 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 Conservation Priatia 900 urrt`av needed lies rior to the and of FY 2008-09. Wi71 rover the cost of uabudgeted Partnership Development dues Reserve for PLmaing from FY 2008-09. Item was passed at a 2007 meeting; but not Non artmeatal Initiatives 500 included in the foll eai s bud t Sot1 and Water USDA Farm Bt71 Great 570 Federal Funds nxrived but not et eat NC M Groat 3 017 State Groat fiords received but not et eat Total Comma ' and Emaronment ~ 8,987 PnbGe Safe Emcrgenry Services Fire and Rescue Stud 50000 Was budgeted is Fey 2008-09, but did not get encumbered by year- end no known vendor ;this is a BOCC initiative. Received additional Perfonnaace Groat funds from the State in FY • 2008-009 totaling X21,000; has peanission from State co use monies to fund the Code Red Alert Notification System (as part of cost- • cutting measures in the TT department, this expense was cut from Code Red Service Contract 20,000 their bu t Total Px6Gc S 70 000 FY 2008-09 Carry Forwards List December 7, 2009 Page 2 of 3 FY2008-09 Budget Carry Forwards List Ca italPro'ects aced 61 Funds for the Hillsborough. Commons project These FY 2007-08 caayfoxward fiends (appmrimately X1.8 million) wen: rcimburscd b7 the state for nceds unrelated to the capital pmject (r.e. Medicaid, Work Fast) is previous fiscal years. Funds were unspent in FY 200 HiIIsbomugh Commons 09 due to project delays during the year. Will be listed as revrnues Capital Prolecc (Fiumaa recdved (actuals) is the Transfers from the Grneal Fund lice item. Services Function N/A 1,030000 Services Additional fiords for the Obscrvation Well Nehvork ser~ZCes Well Observation Nchvork iacinding prepping of wells, video reconnaissaacc, placcmrnt of Capital Project transduars and data loggers. Observation Well Networks moaitoz (Communtty and natural stresses on the quantity of gmuadwatet available in storage Environment Function Construction 1,?AO which are caused b variations is climatic conditions. RCD Totol P ' ctr ~03~pp (Appropriated Faced Balance $ .1,988,442 FY 2008-09 Carry Forwards List December 7, 2009 19 Page 3 of 3 ot2D- aooq - t S S 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. Section 4. Section 5. 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 ~ Tsfr from the General Fund $0 $1,200 $1,200 Total Funding $0 $11,330 $11,330 The following amount is appropriated for this project: Through FY 2008-09 FY 2009-10 Through FY 2009-10 LandBu((din $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 This ordinance, originally adopted on June 2, 2009, shall be in effect until June 30, 2010. 20 Adopted this 15th day of December 2009. 21 ORANGE COUNTY HILLSBOROUGH NORTH CAROLINA FIIIQTlCIaI SeNICBS To: .Orange County Board of County Commissioners From: Gary Humphreys, Financial Services Director Subject: December 15"' Budget Amendment Questions Date: , December 10, 2009 t~~ntr .r ,, 4f V° + u s 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: "Cany Forwards" for which the fund balance request is $1,988,442 (p. 5 and pp. 14 815). 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 $600,000 prior to the last two fiscal years. Balance December 2008 was $1,439,166. Balance in February 2009 was $2,257,592. from fund balance have generally been $400,000- The FY 06-07 Carryforward Appropriation from Fund The FY 07-08 Carryforward Appropriation from Fund December 15"' Budget Amendment Questions Page 1 of 4 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 ARematrve Financing $0 $0 $0 $0 2004 Two Thinis Net Debt $0 $0 $0 $0 Grand Funds $0 $2,720,000 ($x3'25,000) $1,8.95,000 Fees $0 $0 $0 $0 Other- Owner Reimbtxsements $0 $1,070,000 ($470,000) $600,000 Transierfrom the General Fund $0 $0 $1,295,000 $1,295,000 Total Funding SO S3,790,000 SO 53,790,000 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 owners 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 canyforward 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. 2 c.: 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 tonighYs 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 O.R~D- ~~1'- ~8~ Orange County BudgetAmendment #5 Fiscal Yeat 2009-10 Fund I FunCOron Department Project 29 Human Services Health Child Caze Health Consultant F....., Account Code Account Descri tion Revenue Increase or Ex nditu~e Decrease Revenue Decrease or E enditure Iacrease 29415105-434005-71090 Smart Stazt funds APSACC $ 2,504 29415120-560900-71090 Motor Pool $ 1,362 29415120-590000-71090 Du licatin $ 220 29415120-620000-71090 De aztmentSu lies $ 435 29415120-621000-71090 Office Su lies $ 487 29415105-434005 Smart Stazt Grant funds $ 77 29415110-510000 Permanent Salaries $ 77 Total $ 2,581 $ 2,581 Exp/anation for Change The Health Departrnent has received additional Smatt Start grant funds of $2,581 for the depattmenPs Child Caze Health Consultant Grant Program. This grant program assists childcare providers ro ensure safe and healthy childcaze environments. roved Board o Cammirrioxerr ox December 1 S, 2009 Account Code AccountDescri Lion Revenue Increase or E nditure Decrease Revenue Decrease or E nditure Increase 33480001-499900 HUD Fund Balance A ro riation $350,000 33480098-780003 Rental Assistance $350,000 Total $350,000 $350,000 E /anation for Chan e BOCC approved fund balance appmptiation of $350,000 From the Section 8 Housing Fund to cover shortfall of allocations from HUD for the first 2 quartets of the Fiscal year. A rorxd Board x Cxmmirnoxerr ox December 1 S, 2009 Fund 29 Function Public Safe Deparm~ent Social Services Project C PP/ CPC From To Account Code Account Descri tion Revenue Increase or E nditure Decrease Revenue Decrease or E nditure Increase 29705005-499999 C P Grant $21,550 29705020-630000 Contract Services $21,550 10705005-449904 uvenile Crime Prevention Coundl $15,340 10795050-719014 Dis ute Settlement Center $3,960 10795050-719038 Boomeran $~ 880 10795050-719044 Volunteers for Yourth-Wk Twd Future $1,500 Total $36,890 $36,890 Explanation for Change The NC Depattment of Juvenile Justice and Delinquency Prevision (NCDJ]DP) has provided a Justice Assistance Grant (]AG) 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. A roved Board o Cammirrionerr on Decmber 15, 2009 Fund 10 Function Public Safe Depar~ent Social Services Project CPC From To Account Code Account Descri don Revenue Increase or Ex nditure Decrease Revenue Decrease or Ex enditure Increase 29705005-499999 C PGRANT $ 5,847.00 10795020-719012 CPC ADMIN $ 600.00 10795050-719014 RESTORATIVE USTICE $ 1,274.00 10795050-719035 VFY-TEEN COURT $ 881.00 10795050-719003 VFY-CS & REST $ 2,342.00 10795050-719038 BOOMERANG $ 750.00 Total $5,847 $5,847 Explanation for Change NCDJJDP has also reduced its original $20,465 appropriation, for reserve funding throughout the yeaz, to $5,847.This amendmentwill reduce the state allocation by $14,598 and coaesponding expense line items, accordingly. A mcsd Board o Commirnonerr on December 1 S, 1009 Fund 10 Function Human Services Department Social Services Project From To Account Code AccountDescri don Revenue Increase or Ex nditure Decrease Revenue Decrease or E ndimie Increase 10400205-442213 Monthl Caseworker Visits $22,595 10400210-511000 Tem Personnel $18,000 10400220-680012 Child Welfaze $4,595 Total $22,595 $22,595 Earp/anation for Change Funds robling $22,595 from the NC Department oFHealih and Human Services of additional case management funds, For nonpermanent personnel suppott in critical social work positions. Fund I Function I Depatmtent I Program 39 Human Services Social Services F.n T„ Account Code Account Descri lion Revenue Increase or E nditure Decrease Revenue Decrease or E nditure Increase 39406001-472100 FOSTER CARE DONATION $2,165 39406020-766000 FOSTER CARE DONATION $2,165 Total $2,165 $2,165 Exp/anation for Change Donated funds rotating $2,165 from citizens of Orange County to help with the needs of foster Gaze clients. A roved Board o Cammirnonerr on December 1 S, 1009 Fund I Function I Department I Project I 39 Human Services Social Services Fmm Tn Account Code Account Descri lion Revenue Increase or endt'ture Decrease Revenue Decrease or E nditure Increase 39406001-472102 GENERAL ASST DONATIONS $6,105 39-406020-765001 GENERAL ASST DONATIONS $6,105 Total $6,105 $6,105 Explanation for Change Donated funds totaling $6,105 to help with special needs clients, including seniors. raced Board a Cammirrionen on Duembu 1 S, 1009 Fund Function Department Project 10 Human Services A ' Eldercaze Fm T., Account Code AccountDescri lion Revenue Increase or E nditure Decrease Revenue Decrease or Ex enditure Increase 10432003-435100 Manle Estates $ 7,200.00 10432010-511000 Tem or Personnel $ 6,700.00 10432020-520000 Social Securi $ 410.00 10432020-520001 Medicaze $ 90.00 Total $7,200 $7,200 Explanation !or Change The Department on Aging has received contract revenues totaling $7,200 to provide social work services for the Department of Housing and Urban Development (FiUD)- nded, senior housing complex in Chapel Hill. Funds will employ nonpermanent staff ten hours each week, as required by HUD. Bowd of Commirnoxerr on December 15, 2009 Fund 10 Function Human Services Department A ' Project Eldexcaze From To Account Cade Account Descn lion Revenue Incmase or E nditure Decrease Revenue Decrease or E nditure Increase 10435005-445001 Elderl /Handica TAP DTAP 41,950 10435005-445003 Rural Public Tzans ortation GP 43,620 10435010-511000 Tem or Personnel 40,000 10435010-520000 Social Securi 2,480 10435010-520001 Medicaze 580 10435020-560900 Motor Pool 33,500 10435020-630000 Contract Services 9,010 Total $85,570 $85,570 Explanation for Change 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 diners 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. A roved Board o Commirrionerr ox December 1 S, 2009 Fund 10 Function Human Services - Departtent A Project OPT From To Account Code Account Descri lion Revenue Increase or E nditure Decrease Revenue Decrease or Ex nditure Increase 10435005-445002 Section 18 G 16,865 10435020-530100 Trainin 1,740 10435020-590000 Du licatin 2,466 10435020-591000 Printin 1,692 10435020-620000 De tSu lies 7,817 10435020-629000 Other Su lies 3,150 Total $16,865 $16,865 Explanation for Change NC Department oETransportarion (DOT) funds, roaling $16,865, t®afEset administrative costs of providing OPT services. Examples of services include staff Spanish language training, copier lease, uniforms, and vehicle lettering. The sate requires a 10 % local match, which is located within OPT's operating budget. Board Fund 61 Function Ca ital Pro'ects Department Pazks and Rec Project Fairview From To Account Code Account Descri tion Revenue Increase or nditure Decrease Revenue Decrease or Ex nditrue Increase 61610007-44)9°_7-?il(r05* Contribution form Hillsborou h 15000 (,1370035-880000-20005 Construction 15,000 Totes/ $15,000 $15,000 Explanation for Change The Parks and Recreation Department has received a contribution, totaling $15,000, from the Town of Hillsborough for sidewalk construction at Fairview Park. A rottd Baaaf Commirreonerr ox December 1 S, 2009 Fund Gl/10 Function Public Safe Department Emer ^c Services Project Emer nc Services Reserve From To Account Code Account Descri lion Revenue Increase or nditure Decrease Revenue Decrease or enditure Increase 35755109-499900 A ro riated Fund Balance $ 1,200,000 35755120-910005 Transfer to Emer enc Services Reserve Pro ect $ 1,200,000 61370035-899900-10045 Reserve $ 50,000 G1 170035 910010-10045* Transfer to General Fund $ 50,000 10900009-489904 From Coun Ca ital S Reserve Pro'ect $ 50,000 10750030-803000 Buildin Im rovements $ 50,000 Totes/ $1,300,000 $1,300,000 Exp/anation !or Change At irs November 17, 2009 meeting, the Boazd of County Commissioners approved the departrnent's plan to strategically relocate Emergenry 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 Boazd approved setting aside in an Emergency Services Reserve Capital Project for equipment, vehicles and capital maintenance. This budget amendment appropriates the $1.2 million currendy in the Emergency Telephone System's fund balance to the Emergency Services Reserve Capital Project and allocates $50,000 to the departrnent's capigl budget section within in the General Fund to cover refurbishment costs of the Revere Road Facility in FY 2009-10. A rowed Board o Commirrianerr on Duember 15, 2009 Fund Function Department Project 61 Human Services Social Services Hillbsoxo h Commons Performed as a line item transfer From To Revenue Increase or Revenue Decrease or Account Code Account Descri lion E nditure Decrease Ex nditure Increase 61100001-476007-10040 OWNER REIMBURSEMENTS $ 470,000 61610007-441103-10040 STATE REIMBURSEMENT $ 560,000 61900009-489906-10040 FROM GENERAL FUND $ 1,030,000 Total $1,030,000 $1,030,000 Explanation for Change 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 Erom the General Fund." In addition, the rounty is eligible for state reimbursements totaling $470,000, related to tax and the owner's contribution. Currendy, this is included within the "Owners Reimbuesement" category, but should be moved to "Grant Funds" for clazity. This technical amendment corrects the categorization of funds. A traced Boasd o Commirrionerr on December 15, 2009 Fund Function Department Project 10 General Services Revenue Delia vent Tax Collections t.- From To Revenue Increase or Revenue Decrease or Account Code Account Descri lion Ex enditure Decrease Ex nditure Increase 1010001-400020 Delia vent Taxes $ 75,000 10335020-630000 Contract Svs $ 75,000 Total $75,000 $75,000 Exp/anation for Change At its October 20, 2009 meeting, the Board of County Commissioners approved cone-yeaz trial contract with EMS Management & Consultants, [nc, beginning January 1, 2010, for the initial billing and claims processing for EM$ 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 Boazd also approved amending the Escal yeaz 2009-10 budget to receive an anticipated additional $75,000 in delinquent collections during this fiscal year. roved Board o Commirrionerr ox Duember 15, 2009 Fund Function Department Project 61/10 Ca forwards From To Revenue Increase or Revenue Decrease or Account Code AccountDescri lion Ex nditure Decrease E nditure Increase 10100001-499900 A ro riated Fund Balance $ 1,988,442 10205030-800100 IT E ui ment $ 5,000 10430120-630000-71085 CBS - Fitness Studio Contracts $ 4,567 10432020-620050 Eldercaze -Educational Su lies $ 3,732 7 0432020-770 1 1 0 Eldercaze -Frail Elderl $ 10,982 10450020-630000 Eno River Fanners Market $ 5,000 10412020-680007 Kate B. Re nolds Grant $ 1,771 10405020-765000 General Assistance $ ]45 10400020-760000 Medicaze Pa ents ,000 $ 10405020-764000 Chdd Da Gaze 9,502 10400220-761000 Pro am Pa menu $ 57,695 10400130-500000 ui ment $ 4,256 $ 170 00 10400130-803000 Buildin Im rovement , 0 $ 100 000 10403020-630000-71080 Contract Services , 10403020-761000-71080 Pro am Pa ment $ lOQ,000 $ 8 10403030-803000-71080 Buildin Im covements 0,000 $ 20,000 10405020-766001 Foster Caze Board $ 150 000 10510030-800000-20012 Little River Park - Ca ital E ui ment , $ 10 750 10610020-591000 Printin , $ 900 10695020-719037 Reserve for Plannin Initiatives $ 2,500 10630020-683003 USDA Fazm Bill Grant $ 2,570 10630020-683002 NC Matchin Grant $ 3 017 10750020-630000 Fire and Rescue Stud , $ 50,000 10755020-630000 Code Red Service Contract $ 20,000 10900009-910005 Transfer to Coun Ca ital--Hillsborou h Commons $ 1,030,000 10900009-910005 Network $ 1,200 $1,988,442 $1,988,442 A roved Baard o Commirrionerr an Derember 1 S, 2009 Fuad 6l Function Communi and Environment Department ERCD Project Well Observeration Network Ftnm To Account Code Account Descn don Revenue Increase or E nditure Decrease Revenue Decrease or Ex nditure Increase 61900009-489906-10047 From General Fund $ 1,200 61370035-880000-10047 Contract Svs $ 1,200 Total $1,200 $1,200 Exp/anation for Change From 2008-09 carryfotwazd--ttansfer to Well Observation Network roved Board o Commiarionerr on Derember 15, 2009 For Bud et O ue Ure On Comments '.Bud etO~ceA roves/ Date 12/15/2009 Batch Number 515 (LIT: 525) Courtery Copier to Health Housing Approval Date 12/15/2009 DSS Aging BOA # $ OPT Connty Attorney ES ~ R AEI ~ a. ac> s _ 1 ~Q sa. - ss-v~j ~ ~c cannot afford it and does not need it. He requested that the Board of County Commissioners direct staff not to proceed with the consultant study and to redirect any funds appropriated to pay for County services. He asked that the Board spend money on things that matter and not consultants. Commissioner Yuhasz said that the expenditure of money for this study will in the long run save money and provide better services. He does not want to delay this. A motion was made by Commissioner Yuhasz, seconded by Commissioner Pelissier to approve a Request for Proposal which solicits proposals from qualified vendors to conduct an assessment and provide a report detailing the fire, rescue, emergency medical, and emergency service capabilities within Orange County. Commissioner Gordon said that there was a lot of information here. She said that the County Commissioners should be very careful about consultants in the future. Commissioner Pelissier said that sometimes staff has the expertise and she agreed with looking carefully at consultants. In this case, she agrees with the consultant because it is a very complex system of service providers. Commissioner Gordon said that there are no dates on pages 5, 7, and 8. Frank Clifton said that the staff did not know when a decision was going to be made. The dates will correspond with the requirements for advertisements of solicitations for consultants. VOTE: UNANIMOUS c. Fiscal Year 2009-10 Budaet Amendment #5 The Board considered approving budget, grant and capital project ordinance amendments for fiscal year 2009-10. Frank Clifton said that this has been a carryover item and the Board asked it to be brought back. He said that budget amendments are historically the way that Orange County has dealt with these issues and he thinks that it distorts the fund balance at the end of the fiscal year. He would like to work to change this during the budget process. He said that this is basically when projects have been funded and allocations have been made that goes beyond the end of the fiscal year but was budgeted last year. Rather than setting up a line item and showing it in the budget for the next fiscal year, the dollars come out of the general fund and then a budget amendment comes back to address it. Commissioner Gordon said that she has trouble with how to explain this to the public, because the budget had to be cut at the beginning of the fiscal year, and now it is being increased. Financial Services Director Clarence Grier said that they would include this as part of the budget process at the end of the year, so that it would be transparent. A motion was made by Commissioner Hemminger, seconded by Commissioner Jacobs to approve budget, grant and capital project ordinance amendments for fiscal year 2009-10 for the Health Department, Housing and Community Development, Juvenile Justice and Delinquency Prevention, Department of Social Services, Department on Aging, Orange Public Transportation, Parks and Recreation -Fairview Park Capital Project, Emergency Services Department, Technical Amendment -Hillsborough Commons Capital Project, Revenue Department, and Carry Forwards. VOTE: Ayes, 6; Nay, 1 (Commissioner Gordon) oI~D- acx~~- j~~ ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 7, 2009 Action Agenda Item No. ~- SUBJECT: Fiscal Year 2009-10 Budget Amendment #5 DEPARTMENT: Financial Services PUBLIC HEARING: (YIN) 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 1 PURPOSE: To approve budget, grant and capital project ordinance amendments for fiscal year 2009-10. 2r 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 Preveni;on 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. • 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 7, 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 Offrces & Clinics of 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 7, column 8) 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 7, Column 9; Attachment 7, Cany Forwards List; and Attachment 8, Observation Wel! 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. t Attachment 1. 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Nero, Vk 3 7 N 0.17 S 7 N W7 i i 1t N7 Huron hk 6 RelebN NUD OnM 8enbr Chien HeeN Promotlon MWSY 3 3 3 3 f f 000 81nbMN Ye. i 3 f EM,m,a Ch0a 8oMee, GeM S9 f 1 i • f xoa eat DI,bM Eauwbn Pm m ee~rw s t t t ~ Numrl awls. f au,na s au sN 3 N1 s t t t i /77N CamWlJueke Pe Pro m Me1W M etkn Oemnlo N 2261N 1 21750 BMr tae e01bn MNe CrmMMUbm TnmObn aer.. oM . oca a.M s cMea . c1 cope Te w ooD COPB 2008 Tedorob Pro m 2H S]7 Jatlee Mebme U Pro m i i t f nI nl PuNle LM 3 223 at t - S 313 /N t f f 31100 ! i i 1 103110 lea ea.mm~r., 1 OOO N1 f eN 6N f 2 Nt i f 11 Nf t f - f 3 7 Year-To-Date Budget Summary Fiscal Year 2009-70 General Fund Budget Summary Ori final General Fund Bud et $177,589,039 Additional Revenue Received Through Budget Amendment #5 December 7, 2009 Grant Funds $130,800 Non Grant Funds $873,655 General Fund Fund Balance for Anticipated Appropriations (i.e. Carry Forwards) $2,087,240 General Fund Fund Balance Appropriated to Cover Unanticipated Expenditures $143,181 Total Amended General Fund Budget $180,823,915 Dollar Change in 2009-10 Approved General Fund Bud et $3,234,876 Change in 2009-10 Approved General Fund Budget 1.82% Authorized Full Time Equivalent Positions Original Approved General Fund Full Time Equivalent Positions 838.150 Original Approved Other Funds Full Time Equivalent Positions 69.800 Additional 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) 2. $50,000 FY 2008-09 carryforward to replace two patrol cars (BOA #3) 3. $1,988,442 FY 2008-09 Carry Forwards (BOA #5) 1. $119,664 to add an additional staff attorney position and unbudgeted legal contract fees for Geoff Gledhill (BOA 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 FTC effective January 4, 2010. 2) Deputy Tax Collector (1.0 FTE) effective January 1, 2010. a~p-~`~- Ill 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) Transfer from General Fund (FY 2007-08) Smart Start (2008-09) Smart Start (2009-10) Total Revenue Section 4. The following amount is appropriated for this project: Child Care Health Consultant (2007-08) Child Care Health Consultant (2008-09) Child Care Health Consultant (2009-10) Child Care Health Consultant Appropriation $57,950 $9,622 $75,732 $75,732 $219,036 $67,572 $75,732 $75,732 $219,036 .8 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. 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. 9 Adopted this the 7th day of December 2009. 0~1~ - ~~~ - r~ ~v 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 2009110 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 2009110 Professional Services 34,350 34,350 Design 95,000 95,000 Construction 766,150690,023 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 7th day of December 2009. or?p- ~~ - I ~ 3 „ 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 ~ 2001 Bonds $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/Building $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 7th day of December 2009. ~ 2 p - ~oC~~ - I S ~ ~~ 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: Through FY 2007-09 Through FY 20043- 09 FY 2009-10 A~ Through FY 2009-10 Sees Tax and Dec6cated Properly Tax $0 $0 $0 $0 Alterr~ativie Fr~cing $0 $0 $0 $0 2004 Tvw Tivrds Net Debt $0 $0 $0 $0 Grant Funds $0 $2,720,000 ($825,000) $1,895,000 Fees $0 $0 $0 $0 Other- O,Mier Reiff $0 $1,070,000 ($470,000) $600,000 Trar~sFerfromtheGerreral Fund $0 $0 $1,295,000 $1,295,000 Total Finding $0 $3,'790,000 $0 $3,790,000 Section 4. The following amount is appropriated. for this project: Tlraigh FY 2007-08 FY 20013.09 Arr~ndmenls FY 2009-10 Through FY 2000-10 l..arid~&.alcing $0 $0 Desk $0 $~, ~,~ Cordon $0 $3,410, $3,410,000 FNaC ~ Other ~ Total Costs $3,7'90, $0 $3,790,000 Section 5. This ordinance supersedes all previous Human Services Offices and Clinics at Hillsborough Commons Capital Project Ordinances for Orange County. 13 Section 6. This ordinance shall remain in effect until closed by action of the Board of County Commissioners. Adopted this 7th day of December 2009. FY2008-09 Budget Carry Forwards List G~ rv aad Maa ement Received ne~v computers in FY 2008-09, but missed the PO Coun Attom IT ~ ment 5,000 issuance deadline for a meat Total Governin and Man ement 5,000 H, rman Se~vrces Fitness Studio membership fees used to pay the personal trainers A vl CBS -Fitness Studio Contracts 4,567 who pro~ride orientation and monitor equipment use. Also for maintenance and r air of fitness room e ~ ment and su lies. g g NC Department of Insurance Senior Health Insurance Information Program (SHIIP) awazded Orange County funds to assist seniors resolve health insurance-related problems. Due to the retirement of the Department on Aging staff person in chazge of this service, we were not able ro ecpend all of the funding prior to the end of the Eldercaze -Educational fiscal yeaz. Funds are used for mazketing, training and computer- Su lies 3,732 related e~ enses. Private dtizens and organizations make contributions to the Frail Elderly. Eldercare sodal workers use this account to provide things that the older adult is unable to purchase, such as Lifeline personal security service, adaptive devises for homes, or emergenry Eldercaze -Frail Elderl 10 982 food/housin medication. This is an item that was left unresolved at the end of the budget process, former County Manager Laura Blackmon said she would Coo erative Extension Eno River Fazmers Market 5,000 commit to it, but it was-not bu tea in FY 2009-10. Grant funds received in FY 2008-09, but not all funds for the Health Kate B. Re nolds Grant 1,771 Health Cazolinians Pro'ect was s ent Approved during the FY 2009-10 budget process. Permitted the County ro carry forwazd X150,000 from the Critical Needs Reserve balance in FY 2008-09 for the department's safety net funds (Boazd Sodal Services General Assistance 145,000 Priori 4 . Will offset a payment made for FY 2008-09 expenses in FY 2009-10. The state submitted the invoice in September, after the audit had Medicaze Pa ments 9,502 commenced. FY 2008-09 yeaz-end, daycare allocation from the state. Funds will Child Da caze 57,695 subsidize da care costs for families. FY 2008-09 yeaz-end, state allocation. Funds provide services for Pro Pa menu 4,256 older children transitionin from foster caze. Since 2007, Social Services has budgeted funds for capital improvements and equipment to bring its offices into compliance with state requirements for space, privary and file storage. Fot example, funds were originally earmarked for renovation of the old Orange Enterprises building on Valley Forge Road and included in the agrnry cazryforwazd allocation from Fiscal Yeaz 2007-2008. Other revenue sources were identified in Fiscal Yeaz 2008-2009 and are now included in this amendment to the Fiscal Yeaz 2009-2010. These funds are now being budgeted to pay anticipated costs of building renovations, moving, equipment and other costs related to the staff changes at Hillsborough Commons, Southern Human Services and Northside Center. In addition, DSS received program funds that can be utilized in 2009-2010 for Work First and foster caze. The articulaz ro ects aze listed below: 1'4 FY 2008-09 Carry Forwards List December 7, 2009 Page 1 of 3 FY2008-09 Budget Carry Forwards List For ne~v phones for all DSS functions in Hillsborough. These funds Social Ser~rices (continu d i aze budgeted in DSS to reflect state reimbursements available for e ) u ment 170000 these costs. To bring Southern Human Servtices into compliance with space regulation. Will also make minor changes to accommodate staff who will have offices in Hillsborough, but will work as needed in Southern Human Services Center. This will ensure all progruns aze provided to the southern portion of the county. This will include some capital improvements and, equipment (mduding additional Buildin Im rovement 100,000 technolo to su ort access to electronic file s stem . Contract Services 100000 Work First grant funds received in June 2009 to pay ongoing costs Pro Pa ent ~ 000 of program and to pay for all costs related to relocating Work First program from Northside Center to the Hillsborough Commons. Buildin Im rovements 20 000 Foster Caze Boazd 150,000 For foster caze costs and ro s. Total Human Servicer 862,505 Culture and Recreavon Pazks and Recreation Little River Pazk -Capital E ui ment 10,750 Little River Donations that will be used to purchase new equipment for the ark in FY 2010-11. Total Culture and Recirakon 10,750 Communi[y and Enviromnent 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 Conservation Ptintin 900 urchase needed su lies rior to the end of FY 2008-09. Will cover the cost of unbudgeted Partnership Development dues Reserve for Planning from FY 2008-09. Item was passed at a 2007 meeting, but not Nonde aztmental Initiatives 2,500 included in the followin eat s bud t Soil and Water USDA Farm Bill Grant 2 570 Federal Funds received but not et s ent. NC Matchin Grant 3,017 State Grant funds received but not et ent Total Communi and Environment 8,987 Public Safety Emergenry Services Fire and Rescue Stud 50,000 Was budgeted is Fey 2008-09, but did not get encumbered by yeaz- end no known vendor ;this is a BOCC initiative. Received additional Performance Grant funds from the State in FY ' 2008-009 totaling $21,000; has permission from State to use monies to fund the Code Red Alert Notification System (as part of cost- cutting measures in the IT department, this expense was cut from Code Red Service Contract 20,000 their bu t Total Public S e 70000 FY 2008-09 Carry Forwards List December 7, 2009 15 Page 2 of 3 FY2008-09 Budget Carry Forwards List Function/De artment Descri tion Recommendation Comments Capital Projects (Fund 61) Funds for the Hillsborough Commons project These FY 2007-08 carryfor~vard funds {appro~timately $1.8 million) were reimbursed by the state for needs unrelated to the capital project (.e. Medicaid, Work First) in pre~tious fiscal years. Funds were unspent in FY 200 Hillsborough Commons 09 due to project delays during the yeaz. Will be listed as revenues Capital Project (Human received (actuals) in the Transfers from the General Fund line item. Setctices Function N/A 1 030,000 Social Serc7ces Additional funds for the Obserc*arion Well Nenvork serctices Well Observation Nenvork including prepping of wells, ~adeo reconnaissance, placement of Capital Project transducers and data loggers. Observation Well Nehvorks monitor (Commuairy and natural stresses on the quantity of groundwater a~ ailable in storage Em*ironment Function Construction 1,200 which aze caused b variations in climatic conditions. RCD Total C ital P 7ctr 1,031,200 ppropriatedFundBalance $ 1,9BB,442 FY 2008-09 Carry Forwards List December 7, 2009 ~'6 Page 3 of 3 0~2~ - ~~- ~ X35 ,~ 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 Tsfr 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 7th day of December 2009. ~2- ~-~a~ov`~ ~~ b. Appointments -None c. Contract with Citv of Durham for Animal Control Services for the Portion of the Citv in Orange County The Board approved an agreement for the remainder of FY 2009-10 between the County and the City of Durham to provide Animal Control Services in the amount of $500 for the very small portion of the City located within Orange County and authorized the Manager to sign. d. Examination of Bonds The Board maintained the bonds at the present levels. e. Residential Anti-Displacement and Relocation Assistance Plan The Board adopted a Residential Anti-Displacement and Relocation Assistance Plan for Orange County. f. Citizen Participation Plan for Housing/Community Development Programs The Board approved the Citizen Participation Plan for use in the implementation of federal and state housing programs. g_ Resolution Providing for Voluntary Participation in ICMA-Retirement Corporation Supplemental Retirement Benefits for County Manager and Other Emalovees The Board approved a resolution authorizing a deferred compensation plan administered by ICMA-Retirement Corporation as provided in the employment agreement and available to all Orange County employees and authorized the Chair to sign. h. Visitors Bureau Tourism Sales Coordinator Position Classification Title Change The Board approved the classification title change from Publications Coordinator to Tourism Sales Coordinator. i_ Bid Award for Twin Creeks (Moniese Nomp) Park, Phase I The Board awarded a bid to McQueen Construction in the amount of $498,992.40 for the construction of Twin Creeks (Moniese Nomp) Park, Phase I; and approved the resolution as requested by NCDOT; and authorized the Chair to sign the resolution; and authorized the County Manager to execute the contract subject to County Attorney review on behalf of the Board, and to sign necessary change orders to the extent of the project budget. L Schools Adequate Public Facilities Ordinance (Schools APFO) -Approval of Membership and Capacity Numbers The Board approved the November 13, 2009 membership and capacity numbers for both school districts, which will be used in developing 10-year student membership projections and the 2010 SAPFO Technical Advisory Committee Report. k. Fiscal Year 2009-10 Budget Amendment #5 This item was removed and placed at the end of the consent agenda for separate consideration. I_ Amendment of Audit Contract The Board approved the amendment of the audit contract for FY 2008-09 with McGladrey and Pullen extending the date for completion of the County audit and authorizing the Chair to sign on behalf of the Board subject to final review by staff and the County Attorney. m. Second Reading: Extension of the Ordinance Granting Emergency Services Franchise and Agreements to Orange EMS 8~ Rescue Services, Inc. and Technical Rescue Services. Inc. The Board approved on second reading an extension to March 31, 2010 of the EMS Franchise Agreements by ordinance for the two active rescue squads in the County: Orange EMS & Rescue Squad, Inc. and Technical Rescue Services, Inc d/b/a South Orange Rescue Squad under the same terms and conditions as the franchise agreement adopted by the Board on December 14, 2004.