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Home My WebLink AboutORD-2006-080 - Budget Amendment #2 - 09-12-2006-5jORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 12, 2006 SUBJECT: Budget Amendment #2 DEPARTMENT: Budget ATTACHMENT(S): Attachment 1. Budget as Amended Spreadsheet Attachment 2. Year -To -Date Budget Summary Attachment 3. National Pollutant Discharge Elimination System (NPDES) Grant Project Ordinance Attachment 4. Citizens Corps Council Grant Project Ordinance Attachment 5. , Buffer Zone Protection Program Grant Project Ordinance Action Agenda Item No. PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: Donna Dean Coffey, (919) 245 -2151 17 o i PURPOSE: To approve budget ordinance and grant project ordinance amendments for fiscal year 2006 -07. BACKGROUND: Health Department 1. At its August 22, 2006 meeting, the Board of County Commissioners approved the acceptance of $43,346 in Community Health Continuation Grant funds from the State for primary care services at the Health Department. These funds, consistent with the amount received during FY 2005 -06, will be used to continue to support a family nurse practitioner and a laboratory technician for 16 hours per week, and a public health nurse for 20 hours per week at the Whitted Clinic in Hillsborough. This budget amendment provides for the receipt of these grant funds. (See Attachment 1, column #1) 2. Late in the 2005 -06 fiscal year, the Health Department received grant funds of $7,895 from the Strowd Roses Foundation to offset costs of the Health Department's HIV program. Due to the funds being received late in the fiscal year, there was not sufficient time to expend the funds for their intended purpose - purchase of HIV test kits for at -risk HIV populations and educational pamphlets and literature racks for community outreach. This budget 2 amendment provides for the re- allocation of these funds from a deferred revenue account into the Health Department's budget. (See Attachment 1, column #2) Planning and Inspections Department 3. At its March 21, 2006 meeting, the`Board of County Commissioners approved an Interlocal Agreement for implementation of the National Pollutant Discharge Elimination System (NPDES) program for the Town of Hillsborough by the Planning and Inspections' Erosion Control Division. Under this agreement, the County's Erosion Control Division will implement this stormwater program on behalf of the Town, and in turn, the Town plans to reimburse the County for all costs associated with expenses incurred during the implementation of this program. During FY 2005 -06, the County received $18,500 from the Town of Hillsborough to cover the first year (October 1, 2005 — September 30, 2006) costs of implementing this program. This budget amendment provides for the receipt of the $18,500 for Year 1 (October 1, 2005 - September 30, 2006), and for the projected receipt of $57,800 for Year 2 (October 1, 2006 - September 30, 2007) for implementation of this program. (See Attachment 3, NPDES Grant Project Ordinance) Emergency Management Department 4. On April 13, 2004, the Board of County Commissioners approved an appropriation of fund balance in the amount of $208,000 from the Emergency Telephone System Fund to enter into a contract for field verification of addresses in the countywide GIS system. The Board approved contract, however, totaled $215,000. This budget amendment provides for the appropriation of fund balance in the amount of $7,000 from the Emergency Telephone System Fund fund balance to cover the additional costs of this contract. (See Attachment 1, column # 4) 5. On February 9, 2006, the Board of County Commissioners accepted grant funds totaling $62,000 from the Governor's Office for hosting a statewide conference for Citizen Corps Councils (CCC) and related volunteer programs. The Emergency Management Department has been notified of an additional $11,328 in grant funds that are available to support the Citizen Corps Council and Community Emergency Response Team (CERT) programs within the County. These additional funds will be used to offset the costs of hosting the conference. Any funds that remain after the conference will pay for training materials and supplies in support of the CERT program. This budget amendment provides for the receipt of these grant funds. (See Attachment 4, Citizen Corps Council Grant Project Ordinance) 6. On August 22, 2006, the Board of County Commissioners accepted grant funds for a state pass- through grant award of federal Homeland Security funds totaling $48,500. These pass - through funds will reimburse the University of North Carolina at Chapel Hill, for equipment purchased for improving the response to critical facilities and key resources in the County. There is no County match required for the receipt of the State- administered reimbursable Federal grant. This budget amendment provides for the receipt of these grant funds. (See Attachment 5, Buffer Zone Protection Program Grant Project Ordinance) Department of Social Services 7. The Department of Social Services has received notification from the State of funds totaling $26,820 from the At -Risk Medicaid cost settlement for the state fiscal year 2004 -2005. The department plans to use the funds to offset costs of providing services to at -risk students within the Orange County school system. This budget amendment provides for the receipt of these funds for the above stated purposes. (See Attachment 1, column #7) Visitors Bureau 8. On June 13, 2006, the Board of County Commissioners approved an appropriation of $30,000 from existing Visitors Bureau Fund fund balance to complete two initiatives prior to the end of FY 2005 -06. Due to timing of contracts, the department was not able to encumber the appropriated funds and the funds reverted to the Bureau's fund balance. This budget amendment re- appropriates the fund balance to pay for the Visitors Bureau's Summer 2006 Newspaper Campaign and for the completion of the Visitors Center. In addition to the above re- appropriation, the Visitors Bureau Board requests an additional appropriation totaling $30,000 to initiate a Tourism Marketing Campaign, which will involve building a branding design concept and developing a strategic plan and on -line marketing program. With the appropriations outlined in this amendment, approximately $203,424 remains available in the Visitors Bureau Fund fund balance. This budget amendment provides for the appropriation of $60,000 from the Visitors Bureau Fund for the above stated purposes. (See Attachment 1, column #8) Library Services 9. The Orange County Library has received funds totaling $5,000 from the Town of Hillsborough for the local history room. The department plans to use these funds to improve access to genealogy materials. This budget amendment provides for the receipt of these funds. (See Attachment 1, column #9) 10. The Orange County Library has received E -Rate funds totaling $3,761 to improve Internet access for public PC's at libraries in Orange County. There is no County match required for the receipt of these funds. This budget amendment provides for the receipt of these funds. (See Attachment 1, column #9) FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners approve the attached budget ordinance and grant project ordinance amendments. 4ttachment 1. Orange County Proposed 2006 -07 Budget Amendment the 2006 -07 Orange County Budget Ordinance is amended as follows:' General Fund Total General Fund Appropriation IS 163.473.184 School Conafructhm hnjamf Fee Fund Solid WwIWLandaS Fund Sales 6, Fees S 6,869,957 $ 6,669,957 66 Receipt of additional S 6,669,857 Into mernmsntai f 153,000 M2 Ro-NlxNlon of 03 Receipt of 65 Receipt of additional Slal.tkiminiatered reimbursable Butter Zone 86 Appropriation of fund pg Ftecelpl of lunch S 153,000 81 Receipt Community Shoved Roses grant funds In Wrnbursamenl funds from IM Town of 94 Appropriation of fund funds ($11,328) from the Prolsdlon Program 97 Receipt of AI -Risk balance ($80,000) from the Visitors Bureau Fund (55,000) from the Town at of (57,885), received FY Hillsborough for balance ($7,000) from the Stale to support the (BZPP) Federal OraM Medicaid cost settlement to initials a Tourism Hillsborough to Improve 1 S .13 - S - Health Continuation 200508, from deferred Implementation of the Emergency Telephone gllzen Corps CouncA and funds of S4B,5001or funds (528,820) Irom the Markeling Campaign end ecoess to genealogy OrI0lnel Budget Budge) As Amended Oran) funds ($43,348) revenue to the Health NPDES Program by the System Fund to cove the CommuMly Emergency equipment purchased Its, State to be used by DSS to pay for the V91tors mNalNs In the local Budget As Amended Through BOA R7 g from the Slate for primary DepatmeMY PereonN Orange County Planning a0dilbnN coNe of IM Response Team Improving the response to to provide services to N- Bureau's Summer 2008 history room, and receipt Through BOA R2 $ $ care services el the Heath Department Health division for HIV lest kits 6 inspections Depanmenl contract associated with programs vdtMn the County Attvchmenf critical facilities and key In County risk students within the Orange Courdy Newspaper campaign and ( E -Rate kinds ($3,761) to Improve h4emet p purchase of (Sae Attachment 3, the address veri(balion (See resources the school complellon of the work and educational NPOES Grard Pro(ed P�� 4, C4kens Corps Council (See Attachment 6, system begun on the Visitors scosss Iw public PC's at pampMela O scosl Grant Projad Ordinence) Bu Zone Center during FY 200508 libraries In the County Ort6nance) General Fund Total General Fund Appropriation IS 163.473.184 School Conafructhm hnjamf Fee Fund Solid WwIWLandaS Fund Sales 6, Fees S 6,869,957 $ 6,669,957 S 6,669,857 Into mernmsntai f 153,000 $ 153,000 S 153,000 Miscolleneous S 500 S 500 S 7,000 1 S 500 tenses & Permits S 59,000 S 69,000 1 S - S - 1 S S 7,000 13 1 S .13 - S - S - $ 69,000 Interest on Investments S 100,000 S 100,000 S 100,000 A ro Haletl Fund Refs." S 1,152.513 S 1,152,513 f 1,152,513 ota eat en .paref(ons Fund Revenue $ 6,344,870 S 5,344,670 $ S $ $ S $ S $ $ 8,344,670 Ex ndllume Sod es n pent ons f 8,344,870 $ 8,344,670 S 8,344,870 Visitors Bureau Fund Ex endituros Vfsllors Bureau Fund f 688,153 S 668,153 01 01 01 01 01 O S 80,000 1 O S 748,153 Emergency Telephone System Fund Char es for Smites S 484,535 S 484,535 S 484,535 Grant Funds A o lated Fund Balance S - S S 7,000 1 S 7,000 ota svenws S 484,535 1 S 494,535 1 S - S - 1 S S 7,000 13 1 S .13 - S - S - S 491,535 Grant Protect Fund Expenditures Child Care Health - Smarl Start 1 $ 64,474 1 f • 64,474 1 64,474 oil G 99 Recelpl of additional 52 Re- aliocallon of 53 Receipt of 65 Receipt of additional Stale - administered reimbursable Buffer Zone 98 Appropriation of fund balance ($60,000)irom 99 Recelpl of funds 5$7,8 Rom grant lords reimbursement funds from IM Town of ff4 Appropriation land lunch from the ProteclFe Program e7 Receipt of Rink Iha Vlallare Bureau Fund (95,000) from the Town o Improve fit Recelpl of Communll (s7,e95J, received In FY Hillsborough for from balance ($7,000) Iron the Stela to auppori IM to to support (BZPP) Federal Grant Medicaid coal settlement ttl to Inlllale a Tourism Hlllebonough to Heath Conlimralbn 2005 -00, from defend implemenlallon of the Emergency Telephone Cllizen Corps Council and funds of f4e,500 for lords (SZS.020) from the Marketing Campaign and access to genealogy In the local Budget As Amended Original Budget Budget As Amended GnM lurch (943,348) revenue to IM Heath NPDES Program by System Punt to cover the Community Emergency equipment purchased for Stale to be used by DSS to for it. Vlallwa paN pay materials BOA 92 Through BOA 82 Through BOA 51 from the Stale for prim DeparimeM'e Personal in Orange County Planning additional wNa of the Responses Team ImproWng the response 1 to provide servkros b al- Bureau's Summer 2009 history room, and receipt cars al the Health d /x 8 Irupecllons Deparimenl contract associated with programs within the critical IecNlll» and key M the County risk students within IM Orange County school campaign and Newspapers of E -Kale funds (93,761) to Improve Ilic Health Department Health DeparlmaM HIV l purcha» of HIV teal kits (See Aflechnrerd 3, the address wsgbslbn County (Sea Attachment resources cemplallon of IM work of te PC access for PC's N and education NPDES OreM ProJed prgacl 4, CRhens Corps Count➢ Corps (See Attachment 6, syNem begun the V2ODS- public pampHela Ordinance) Grant Pro/eN Ordinar v) Buffer Zone PrdeGbn rn CaMx during FY 200506 Iibrxlsa In IM County Program Grant f'roiacf Ordnarww) s $ S 96,837 $ 96,881 $ 95,887 S $9,985 s 88,985 $ 88,985 f 26,350 $ 26,350 $ 26,350 S 62,005 $ 62,905 5 62,805 f 123.361 $ 128,361 $ 125,361 s 178.314 f 178,314 $ 170,314 It $ $ $ 49,500 45 soo s $ s 11.328 I�As 11.328 $ 79,300 79.300 64-179 $ 046.179 s S - $ 76,300 If - f 11,329 S 48,500 s - S 752 .304 G Attachment 2 Year -To -Date Budget Summary (00 Fiscal Year 2006 -07 General Fund Budget Summary Original General Fund Budget $163,473,184 Additional Revenue Received Through Budget Amendment #2 (September 12, 2006): Grant Funds $64,551 Non Grant Funds $66,863 Additional County Dollars (i.e. County Fund Balance Appropriated to Date) to Cover Unanticipated Expenditures Additional Positions Approved Mid -Year Total Amended General Fund Budget $163,604,598 Dollar Change in 2006 -07 Approved General Fund Budget $131,414 % Change in 2006 -07 Approved General Fund Budget 1 0.08% Authorized Full Time Equivalent Positions Original Approved General Fund Full Time Equivalent Positions 770.086 Original Approved Other Funds Full Time Equivalent Positions 69.550 Additional Positions Approved Mid -Year 0.000 Total Approved Full- Time - Equivalent Positions for Fiscal Year 2006 -07 839.636 ATTAC ENT 3 National Pollutant Discharge Elimination System (NPDES) 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 National Pollutant Discharge Elimination System (NPDES) Program. Under Phase II of this stormwater program, the Town of Hillsborough is required to develop, implement, and enforce a stormwater program designed to reduce the discharge of pollutants from the Town's Municipal Separate Storm Sewer System to the maximum extent practical. Through an approved Memorandum of Agreement (MOA) between the Town of Hillsborough and Orange County, the County's Erosion Control Division within the Planning and Inspections Department will implement this program on behalf of the Town. The Town will reimburse the County for all costs associated with human resources, operating and capital expenses that might occur during the implementation of this program. Section 2. The officers of the County are hereby directed to proceed with the grant project within the grant document and the rules and regulations of the grantors. Section 3. The following revenue is anticipated to be available during the first two years of this five -year project: Intergovernmental (Year 1) - Town of Hillsborough $18,500 Intergovernmental (Year 2) - Town of Hillsborough $57,800 Total Revenue $76,300 Section 4. There is no required County match for this grant. Section 5. The following amount is appropriated for this project: Community & Environment - NPDES Grant $76,300 Section 6. 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 7. 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 8. Copies of this grant project ordinance shall be made available to the finance officer for direction in carrying out this project. Section 9. There are no positions authorized through this grant project ordinance. Section 10. This project ordinance is in effect until September 30, 2007. Adopted this 12th day of September 2006. ATTAC MENT 4 Citizen Corps Council 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 Citizen Corps Council Grant as awarded to Orange County by the Governor's Office of the State of North Carolina. These funds will be used to cover the cost of the County's hosting of a statewide conference for Citizen Corps Councils and related volunteer programs. Section 2. The officers of the County are hereby directed to proceed with the grant project within the grant document and the rules and regulations of the grantors. Section 3. The following revenue is anticipated to be available to complete this project: Intergovernmental (2005 -06) - Citizen Corps Council $62,000 Intergovernmental (2006 -07) - Citizen Corps Council $11,328 Total Revenue $73,328 Section 4. There is no required County match for this grant. Section 5. The following amount is appropriated for this project: Public Safety - Citizen Corps Council Grant $73,328 Section 6. 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 7. 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 8. Copies of this grant project ordinance shall be made available to the finance officer for direction in carrying out this project. Section 9. There are no positions authorized through this grant project ordinance. Section 10. This project ordinance is in effect until June 30, 2007. Adopted this 12th day of September 2006. 9 ATTACHMENT 5 Buffer Zone Protection 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 Buffer Zone Protection Program (BZPP) as awarded to Orange County by State pass- through federal Homeland Security funds. This grant provides funding to reimburse the County for facility surveillance equipment purchased for the Dean Smith Center at the University of North Carolina at Chapel Hill, which the Department of Homeland Security has deemed a critical facility. 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 grant document, the rules and regulations of the Department of Homeland Security. Section 3. The following revenue is anticipated to be available to complete this project: Intergovernmental (BZPP Supplemental funds - FY 05 -06) $50,000 Intergovernmental (BZPP Supplemental funds - FY 06 -07) $48,500 Total $98,500 Section 4. There is no required County match for this grant. Section 5. The following amount is appropriated for this project: Public Safety - Buffer Zone Protection Program $98,500 Section 6. 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 7. 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 8. Copies of this grant project ordinance shall be made available to the finance officer for direction in carrying out this project. Section 9. There are no positions authorized through this grant project ordinance. Section 10. This project ordinance is in effect until April 30, 2007. Adopted this 12th day of September 2006. 0AC-Ow" d-0,y0 The Board adopted a resolution required by the North Carolina Local Government Commission`j (LGC) for approval of the acquisition of financing needed to complete construction of the new Carrboro High School. g Bid Award: Articulated Dump Truck for Solid Waste This item was removed and placed at the end of the consent agenda for separate consideration. h. Bid Award: Hydraulic Excavator for Solid Waste This item was removed and placed at the end of the consent agenda for separate consideration. i. Approval of Fiscal Year 2006 -07 County and School Capital Project Ordinances The Board approved the pay -as- you -go County and School Capital Project Ordinances as attached. L Budget Amendment #2 The Board approved budget ordinance and grant project ordinance amendments for fiscal year 2006 -07 for Health Department, Planning and Inspections Department, Emergency Management Department, Department of Social Services, Visitors Bureau, and Library Services. k. Orange County Public Safety Volunteers Recognition The Board approved plans to recognize the thirteen (13) volunteer fire and rescue departments and the ham radio operators serving Orange County by having a brief recognition ceremony during a regularly scheduled BOCC meeting and by hosting an ice cream social on Sunday, October 22nd from 2 -4 p.m. behind the Sheriff's Office (weather permitting) for both the volunteers and their families. I. North Carolina Governor's Awards and Orange County Key Volunteer Recognition The Board recognized Orange County's outstanding Key Volunteers in 2006 by hosting a reception before a regularly scheduled BOCC meeting on Tuesday, November 14, 2006 at 6:30 p.m. at Southern Human Services Center by a brief recognition during the meeting, and providing video recordings to the recipients. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: � Bid Award: Articulated Dump Truck for Solid Waste The Board considered awarding a bid for an Articulated Dump Truck for Solid Waste at a total cost of $346,043 from Gregory Poole of Raleigh, North Carolina and authorizing the Purchasing Director to execute the necessary paperwork. Commissioner Carey asked about getting a better price on this dump truck and the hydraulic excavator (item h). Purchasing and Central Services Director Pam Jones said that they do research and this is a better price. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve awarding a bid for an Articulated Dump Truck for Solid Waste at a total cost of $346,043 from Gregory Poole of Raleigh, North Carolina and authorize the Purchasing Director to execute the necessary paperwork. VOTE: UNANIMOUS h. Bid Award: Hydraulic Excavator for Solid Waste