HomeMy WebLinkAboutORD-2004-013- Budget Amendment #11SUBJECT: B
ORANGE COUNTY. o Q
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 20, 2004
et Amendment #11
DEPARTMENT: Budget
ATTACHMENT (S):
Attachment 1. Budget as Amended
Spreadsheet
Attachment 2. Agreement with Duke
Community Hospice
Attachment 3. Status of Social Safety
Net Spreadsheet
Attachment 4. State Homeland Security
Grant Project Ordinance
Action Agenda
Item No. 5*-'*
j
PUBLIC HEARING: (Y /N) No
INFORMATION CONTACT:
Donna Dean 245 -2151
TELEPHONE NUMBERS:
Hillsborough
732 -8181
Chapel Hill
968 -4501
Durham
688 -7331
Mebane
336- 227 -2031
PURPOSE: To approve budget ordinance amendments and a grant project ordinance for fiscal
year 2003 -04.
BACKGROUND:
Department of Social Services
1. The Department of Social Services has received notification from the State of additional
funds for the current fiscal year for the following programs:
a. Crisis Intervention Prevention — An additional State allocation of federal funds totaling
$29,256 to pay for crisis related heating /living needs for Orange County citizens that
are medically at -risk. This is a mandated program with no County funds required.
These additional funds bring the current budget for this program to $164,291 for FY
2003 -04. This budget amendment provides for the receipt of these funds. (See
Attachment 1, column #1)
b. Energy Administration Program — An additional State allocation of federal funds
totaling $3,005 related to the Low Income Home Energy Assistance Program (LIEAP)
Block Grant. These funds will be used for temporary staff to interview and determine
eligibility of low- income clients for Public Assistance programs. These additional
funds bring the current budget for this program to $24,782 for FY 2003 -04. This
budget amendment provides for the receipt of these funds. (See Attachment 1,
column #1)
Department on Aging
2. During fiscal year 2002 -03, the Department on Aging began its "Friend -to- Friend" program.
This program, funded in part last fiscal year with an allocation from the County's Human
Services Social Safety Net, serves elderly clients by making daily calls to ensure that clients
are safe. During budget work sessions last spring, the Department on Aging spoke to the
need for its "Friend -to- Friend" program to continue and indicated that there might be a need
to request funds from the County's Social Safety Net this fiscal year in order to fund the
program for a full year. To continue the program for the remainder of this fiscal year, this
budget amendment provides for a transfer of $8,414 from the Human Services Social Safety
Net. (See Attachment 1, column #2)
3. For a number of years, the Department on Aging has benefited from a position funded totally
through the federal National Caucus and Center for Black Aged Senior Employment
Program. The position, located at the Northside Senior Center, became vacant and the
department was notified that, due to a federal hiring freeze, the position would not be filled.
The position serves the County by making daily telephone reassurance calls to 35 frail and
at -risk seniors who either live alone or are at home alone all day. This budget amendment
provides for a transfer of $2,600 from the Human Services Social Safety Net to continue this
program through June 30, 2004. (See Attachment 1, column #3)
Outside Agencies
4. On January 26, 2004, the Board of County Commissioners approved a request of $10,000
for Duke Community Hospice to purchase an emergency generator that would serve as an
emergency, electrical back up at their Hillsborough facility. Of the $170,000 needed to
purchase and install the generator, the agency has secured $144,700 in corporate and'
community funding. At the time that the Board approved the funding, it also requested that
staff prepare an agreement between the County and the agency that this appropriation is
based upon Hospice, in the event of an area -wide emergency, after first responding to the
needs of their terminally ill patients and their families in the community, responding on a
needs basis to other Orange County citizens, especially frail or elderly clients identified by
the County through its human services departments. Attachment 2 of this abstract is a
signed copy of the agreement. This budget amendment provides for the transfer of $10,000
from the Social Safety Net to Duke Community Hospice to assist in the purchase of an
emergency generator. (See Attachment 1, column #4)
5. On April 13, 2004, the Board of County Commissioners approved a $12,000 funding request
from Orange- Chatham Alternative Sentencing (OCAS) for the continuation of pre -trial
release services. The pre -trial release program is a component of the North Carolina
Department of Correction, Criminal Justice Partnership Program (CJPP). Orange County
has contracted with OCAS since 1994 for the pre -trial release program. This program
assists the 15B judicial district by identifying and monitoring eligible clients from the Orange
and Chatham County jails (with an approximate 75/25 split respectively) in an effort to
reduce jail overcrowding. The program has encountered state funding reductions since FY
2000 -01, and is again requesting assistance from the County to ensure the continuation of
pre -trial release services through June 2004. This budget amendment would transfer
$12,000 from the Human Services Social Safety Net to OCAS for the above state purposes.
(See Attachment 1, column #5)
3
Governing and Management Non - Departmental
6. Over the last several months, a County work group consisting of staff from Environmental
Resource and Conservation Department and the Health Department has worked with
Healthy Carolinians and the Intergovernmental Parks Work Group has explored various
ways to publicize recreational opportunities in Orange County. The group has gathered
information to produce a map that highlights recreational areas and activities located
throughout the County. Total estimated costs to produce the map, including design work
and printing, is $3,900. This budget amendment would release $3,900 from the
Commissioner's contingency account for the production of this map. (See Attachment 1,
column #6)
7. This budget amendment transfers funds from the Governing and Management Non -
Departmental function to the Public Safety and General Services functions to implement the
Board's actions as the Register of Deeds' and Sheriff's annual reviews for 2003 -04. As of
April 26, 2004 the Sheriff and Register of Deeds salaries will be $99,208 and $70,728
respectively. (This reflects the 2.5 percent salary increase the Board authorized effective
April 26, 2004 for employees with seven or more years County service as of April 14, 2003.)
With this budget amendment, the Board is further adjusting the Sheriff and Register of
Deeds salaries by approximately one percent to a salary for the Sheriff of $100,208 and for
the Register of Deeds of $71,441. This budget amendment enacts the adjustment to the
Sheriff and Register of Deeds' salaries effective April 26, 2004 and authorizes funding for
the cost of the adjustment for fiscal year 2003 -04. (See Attachment 1, column #7)
Emergency Management
8. On August 19, 2003, the Board of County Commissioners approved acceptance of a State
pass- through grant allocation of federal Homeland Security funds (Part 1) in the amount of
$121,625 to reimburse Orange County for the purchase of equipment, costs of exercises,
and training costs associated with homeland security activities of the County, its
municipalities, and the University of North Carolina at Chapel Hill. These funds will be used
in the following three areas: Equipment purchases ($99,674), Bioterrorism exercise series
($16,696), and Incident Command training ($5,255). There is no County match for the
receipt of these funds. This budget amendment provides for the receipt of these State pass -
through federal funds on a reimbursable basis. (See Attachment 4, State Homeland
Security Grant Project Ordinance)
9. On January 26, 2004, the Board of County Commissioners approved acceptance of a State
pass- through grant allocation of federal Homeland Security funds (Part II) in the amount of
$363,908 to improve domestic terrorism preparedness through the purchase of equipment
for first responders, as well as to provide funding to train and exercise for chemical,
biological, radiological, nuclear, and explosive incidents. These funds will be used in the
following two areas: Interoperable Communications ($291,508) and Other Equipment and
Training ($72,400). There is no County match for the receipt of these funds. This budget
amendment provides for the receipt of these State pass- through federal funds on a
reimbursable basis. (See Attachment 4, State Homeland Security Grant Project Ordinance)
4
Emergency Telephone System (Wireless 911)
10. On February 17, 2004, the Board of County Commissioners approved acceptance of a grant
award from the Public Safety Foundation of America in the amount of $33,100 for
equipment, software, and professional services for the Wireless 911 Emergency Telephone
System fund. The County is allotted $12,600 to purchase seven computer workstations and
monitors, $10,000 for computer coding services, and $10,500 for seven licenses of the
mapping software. The County must pay any amount over these allotments, and if this
occurs, funds will come from the Wireless E9 -1 -1 budget, and therefore, will have no impact
on the County's operating budget. This budget amendment provides for the receipt of these
State pass- through federal funds on a reimbursable basis. (See Attachment 1, column #10)
Efland Sewer Operating Fund
11. The original budget for the Efland Sewer Operating Fund for FY 2003 -04 totaled $80,000,
which included an appropriation from the General Fund fund balance of $34,000. Over the
course of the year, expenditures have run higher than the original budget due to higher
usage. Year -end expenditures are expected to exceed the original budget by approximately
$40,000. In addition, the Town of Hillsborough has contacted the County regarding the
following unpaid or underpaid funds totaling $63,500 due to the Town:
a. The County has collected tap /capital facilities fees intended for the Town of
Hillsborough, but were incorrectly credited to, accounts that were used to pay
operating expenses for the Efland Sewer system. Accordingly, approximately
$27,500 that has been previously used to subsidize Efland Sewer operating expenses
should be drawn from the current Efland Sewer Operating Fund to pay the shortfall in
Town tap /capital facilities fees.
b. The County has incurred and owes approximately $36,000 in under - billed sewer
treatment costs, due to the Town failing to adjust the County's sewer treatment bills to
reflect rate increases in October 2000 and July 2001. Accordingly, approximately
$36,000 owed from previous years should be drawn from the current Efland Sewer
Operating Fund.
In order for the fund not to be over budget at year -end, as well as pay the Town of
Hillsborough for the unpaid and underpaid funds, this budget amendment appropriates
$103,500 from the General Fund fund balance. (See Attachment 1, column #11)
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.
9
North Carolina
Orange County
W[ 7 H C— H I r 1 C. f v' ve. (d
Performance Agreement
This Agreement, made by and between the County of Orange, 208 South Cameron
Street, Hillsborough, North Carolina, hereinafter referred to as "County," and Duke
Community Hospice, 4321 Medical Park Drive, Suite 101, Durham, North Carolina,
27704, hereinafter referred to as "Hospice. "
1. WITNESSETH:
WHEREAS, Hospice provides bereavement support and services to hospice families
and community persons who have lost a loved one; and
WHEREAS, Hospice provides hospice care to people who need it regardless of their
ability to pay; and
WHEREAS, it is in the interests of the County that the acquisition of an emergency.
generator be assisted by the County so as to enhance disaster preparedness, and said
acquisition addresses through its availability a particular human services need of the
frail or ill elderly in the event of a public emergency in the County, as identified by the
County Board of Commissioners;
NOW, THEREFORE, in consideration of the above and the mutual covenants and
conditions hereafter set forth, the County and Hospice agree as follows:
2. County Support
The County agrees to appropriate as described in Section one (1) above, the sum of Ten
Thousand Dollars ($10,000) to the Hospice towards the acquisition of an emergency
generator in fiscal year 2003 -04. This appropriation is based upon Hospice, in the
event of an. area -wide emergency, after first responding to the needs of their terminally
ill patients and their families in the community, responding on a needs basis to other
Orange County citizens, especially frail or elderly clients identified by the County
through its human services departments. The County does not obligate itself to provide
any other support to the Hospice this fiscal year or in succeeding years.
To the extent authorized by law, the recipient will hold the County harmless against any
claim or action for damages, injury, or death relating to use of these funds or acts of its
employees or agents.
3. Payment and Documentation
The appropriation shall be paid to the Hospice in a lump sum amount of $10,000.
4. Annual Report
Hospice will provide the County Manager with an annual year -end report,, as prescribed
by the County Budget Office, which demonstrates how this acquisition contributed to
measurable performance outcomes. This report will also include a budget breakdown
showing expenditures of County appropriations. This report will be due on July 31,
2004. In addition, Hospice agrees. to allow the County to inspect its financial books
and records, which document costs of services or activities, upon reasonable notice
during. normal working hours.
5. Termination
In the event that the Hospice shall cease to exist as an organization or shall enter
bankruptcy proceedings, or be declared insolvent, or liquidate all or substantially all of
its assets, or shall significantly reduce its services or accessibility to Orange County
residents during the term of this Agreement, or in the event that the Hospice shall fail
to render a satisfactory accounting as provided herein, then and in that event the County
may terminate this Agreement and the Hospice will return all payments already made to
it by the County for services which have not been provided or for which no satisfactory
accounting has been rendered. Notwithstanding the foregoing, either party may
terminate the agreement at any time without penalty; provided that written notice of
such termination is furnished to the other party at least 30 days prior to termination. In
the event of such termination, any payment due shall be -pro rated to the date of
termination.
6. Fund Balance
Should the Hospice end the 2003 -04 fiscal year with the County's contribution
unexpended those funds may be retained for the subsequent year for the purposes which
they were originally appropriated by the County and in such event this Agreement shall
be deemed a continuing and binding Agreement, as herein amended, by and through the
completion of the program in such subsequent fiscal year and the Hospice shall, by
retaining such funds, be obligated to conduct and complete such program in the
subsequent fiscal year. However, if the Hospice determines that it shall not operate the
program or one similar and acceptable to the County during the subsequent year, the
Hospice shall so notify the County in writing by May 30, 2005 and the Hospice shall
refund to the County the County's contribution in full.
7. Non - Discrimination Policy
Hospice agrees as part of consideration of the granting of funds by Orange County the
parties hereto for themselves, their agents, officials, employees and servants agree not
to discriminate in any manner of these basis of race, color, gender, national origin,
age, handicap, religion, sexual orientation, familial status or .veterans status with
reference to any activities carried out by the grantee, no matter how remote. The
parties hereto further agree in all respects to conform to the provision and intent of
Orange County Civil Rights Ordinance, as amended. This provision is enforced by
action for specific performance, injunctive relief, or other remedy as by law provided; J
this provision shall be binding on the grantees, the successors and assigns of the parties
hereto with reference to the above subject manner.
IN WITNESS WHEREOF, the parties hereunto cause this Agreement to be executed in
their respective names.
This the U of8�j 2004
Orange County
Clerk to the Board of Commissioners
Hospice
By:
tk <�
Executive Director
This instrument has been pre - audited in the manner required by the Local Government
Budget and Fiscal Control Act.
Finance Director
Attachment 3 '0
Status of Human Services Social Safety Net
FY 2003 -2004
$130,000 Approved FY 03 -04 allocation
$219,116 FY 02 -03 Carry Forward
Subtotal $349,116
To IFC for Project Homestart Challenge Grant
($10,000) (9/15/03)
To El Centro Latino (10/1/03) for One Race Many
($5,000) Cultures
Breastfeeding program funding for two months
($27,000) (12/9/03)
($890) To Hillcrest, County match for JCPC (Feb BUA)
($35,000) Breastfeeding program funding through June 2004
($8,414) Friend -To- Friend program funding for FY 2003 -04
Senior Employment Program position funding
($2,600) through June 2004
($10,000) Duke Community Hospice generator
($12,000) Orange- Chatham alternative Sentencing (4/13/04)
Remaining Balance $238.,212
ATTACHMENT 4
State Homeland Security Grant Program 01D
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 State Homeland Security Grant Program as awarded to
Orange County by the North Carolina Department of Crime Control and Public Safety.
These funds are a State pass- through grant allocation of federal funds through the
Department of Homeland Security. This grant program provides funding for the
purchase of equipment, costs of exercises, and training costs associated with
homeland security activities of the County, its municipalities, and the University of North
Carolina at Chapel Hill (Part 1), as well as funds to improve domestic terrorism
preparedness through the purchase of equipment for first responders, and to provide
funding to train and exercise for chemical, biological, radiological, nuclear, and
explosive incidents (Part 11).
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, and the rules and regulations of the North Carolina
Department of Crime Control and Public Safety.
Section 3. The following revenue is anticipated to be available to complete this project:
Intergovernmental (2003 -04) - Part I Funds $121,625
Intergovernmental (2003 -04) -Part H Funds $363,908
Total $485,533
Section 4. There is no required County match for this grant.
Section 5. The following amount is appropriated for this project:
Public Safety - Homeland Security Grant Program $485,533
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, 2005.
Adopted this 20th day of April 2004.
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Commissioner Carey said that since Buckhorn Road and the use of the Jockey lot
keeps coming up, perhaps the staff could gather data on all of this and present it all at one time
in a future meeting.
Geof Gledhill said that the County did not permit the Jockey lot, it happened before the
County Commissioners authorized themselves to do it.
Commissioner Halkiotis asked who permitted this and Geof Gledhill said that it
predated zoning in that district. There are limits on what the County can do.
Chair Jacobs said that it is more than just an inconvenience at this point for the
residents there; it is degrading to the neighborhood.
Commissioner Brown said that there was an article in the News and Observer entitled,
"Alamance County May Give Employees Chance to Buy Drugs in Canada." She found this
interesting and asked the staff to check with Alamance County to see how they are doing this to
allow their employees to purchase prescription drugs at a discounted price. John Link said that
they will bring back the pros and cons, but they want to make sure that how they refer this to
staff is good practice.
4. County Manager's Report
John Link recognized the new Animal Shelter Director Joe Pulcinella. He has 30 years
of shelter operation and management experience and he most recently served in Delaware
County, Pennsylvania.
5. Items for Decision -- Consent Agenda
A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to
approve those items on the consent agenda as stated below:
a. Minutes
The Board approved the minutes submitted by the Clerk to the Board as listed:
February 12, 2004 -BOCC Work Session and February 19, 2004 — BOCC Regular Meeting.
b. Appointments — None
c. Jail Inspection Report
The Board received the jail inspection report for March 2, 2004 from the North
Carolina Department of Health and Human Services.
d. Change in BOCC Regular Meeting Schedule
The Board amended its regular meeting calendar for the year 2004 by moving the
May 6, 2004 budget work session to Wednesday, May 5, 2004 at 7:30 pm at the Southern
Human Services Center, Chapel Hill, North Carolina.
e. Emergency Communications Study — Change Order
The Board accepted the change order to the Communications Study Phase 2A and
authorized the Manager or his designee (s) to execute all relevant documents associated with
the change order.
f. Contract with CTL Engineering for Remedial Roof Work and Plan Update
The Board accepted the proposals from CTL Engineering to provide the specified
work, and authorized the Purchasing Director to execute the appropriate paperwork.
g: Child Support Attorney Contract
The Board approved the Child Support Attorney Contract with Coleman, Gledhill,
Hargrave and Peek to provide the legal representation for the Child Support Office, and
authorized the Chair to sign.
h. Lease Renewal — Bradshaw Quarry Road Solid Waste Convenience Center
The Board approved the renewal of the lease for the Solid Waste Convenience
Center located on Bradshaw Quarry Road for the period of July 1, 2004 through June 30, 2009
at a cost of $300 per month, and authorized the Chair to sign on behalf of the Board.
1. Budget Amendment #11