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HomeMy WebLinkAboutORD-2004-096 - Budget Amendment #14 -d~~~~©~ ~ ,~g~, ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 23, 2004 Action Agenda Item No. - j SUBJECT• Budget Amendment #14 DEPARTMENT: Budget PUBLIC HEARING: (YIN) No ATTACHMENT (S): Attachment 1. Budget as Amended Spreadsheet INFORMATION CONTACT: Attachment 2. Equipment and Vehicles Donna Dean 245-2151 Capital Project Ordinance Attachment 3. Status of Commissioner's TELEPHONE NUMBERS: Contingency Hillsborough 732-8181 Attachment 4. Farmland Conservation Chapel Hill 968-4501 Easements Capital Project Durham 688-7331 Ordinance Mebane 336-227-2031 Attachment 5. HRSA-EMS 2003 Grant Project Ordinance PURPOSE: To approve budget, capital project, and grant project ordinance amendments for fiscal year 2003-04. BACKGROUND: Department of Social Services 1. The Department of Social Services has received notification from the State of additional Home and Community Care Block Grant funds totaling $3,000 to be used for home health needs. The local match of approximately 10% is included in the department's budget for the current fiscal year. These additional funds bring the current budget in Home and Community Care Block Grant funds to $37,599 for FY 2003-04. This budget amendment provides for the receipt of these funds. (See Attachment 1, column #1) Department on Aging 2. The Department on Aging has received notification from the State of additional Horne and Community Care Block Grant funds totaling $7,000 to be used for up fit expenses at the expanded Central Orange Senior Center space. These additional funds bring the current budget in Home and Community Care Block Grant funds to $93,877 for FY 2003-04. The local match of approximately 10% is included in the department's budget for the current fiscal year. This budget amendment provides for the receipt of these funds. (See °~ Attachment 1, column #2) Equipment and Vehicle Replacements 3. On May 18, 2004, the Board of County Commissioners approved equipment financing of a glass recycling truck ($143,589) for the Solid Waste Enterprise Fund, and four ambulances ($378,300) for Emergency Management. Along with these, the Board also approved equipment financing in Fall 2003 for a crawler dozer ($308,451) and a front loading refuse truck ($161,754) for the Solid Waste Enterprise Fund. Financing has been secured for this equipment through an existing financing agreement previously approved by the BOCC with Centra{ Carolina Bank fora 59-month term at an interest rate of 3.95%. Sufficient funds to cover the principal and interest payments for these vehicle purchases are included in the proposed FY 2004-05 Solid Waste Enterprise Fund budget for the Solid Waste associated equipment, and in the County's proposed FY 2004-05 debt service payments in the General Fund for the four ambulances. This technical budget amendment provides for the receipt of the proceeds from the loans as revenues, as well as the offsetting expenditures for this equipment. The Solid Waste equipment will be reflected in the Solid Waste Enterprise Fund, while the four ambulances will be reflected in the Equipment and Vehicles Capital Project Ordinance. (See Attachment 2, Equipment and Vehicles Capital Project Ordinance). County-Wide 4. This fiscal year was the first full year of operations with a new financial system, MUNIS. In establishing and implementing the new system during the course of the year, staff has noticed some changes in the chart of the accounts that need addressing through a technical budget amendment. For example, the Arts Commission budget was originally budgeted in the Community and Environment function, but the more appropriate budgeting of this department is in the Culture and Recreation function. Also, non-departmental expenditures have been established in the appropriate functions instead of a stand alone function, as they were in the legacy system, and some of these non-departmentals need to be moved to their appropriate functions. This budget amendment provides for these needed technical amendments. (See Attachment 1, column #4) 5. Additional technical amendments are also needed to reverse a budgeted entry approved on October 1, 2003, as part of budget amendment #3, for acceptance of EMS Continuity of Government Planning funds. The amount of funds totaling $49,503 was already included in the department's budget for FY 2003-04. Also, a technical amendment is needed to enter the appropriation of $103,500 from the Genera{ Fund fund balance approved by the Board on April 20, 2004, as part of budget amendment #11. This appropriation is to cover anticipated year-end expenditures and to cover the unpaid and underpaid funds due to the Town of Hillsborough. This budget amendment provides for these needed technical amendments. (See Attachment 1, column #5) Governing and Management Non-Department 3 6. The FY 2003-04 Approved Budget set aside funds to address the following employee pay and/or benefits after July 1, 2003: Health Insurance -funds totaling $376,245 were approved by the Board to cover the health insurance increase that went into effect January 1, 2004. Equity Retention Fund-funds totaling $25,000 were approved by the Board in FY 2003- 04. These funds were used, with approval by the County Manager, throughout the year to address equitable salary relationships among employees and to support retention. This budget amendment allocates the health insurance and equity retention funds to the appropriate functions within the General Fund. (See Attachment 1, column #6) 7. This budget amendment transfers funds from the Non-Departmental section of the Governing and Management function to the Board of Commissioners budget to implement the Board's action as to the Clerk to the Board's performance review for 2003-04. The Board of Commissioners has completed the Clerk's performance review for 2003-04 and decided to adjust her salary from $60,989 to $64,038 effective June 21, 2004. This budget amendment enacts the adjustment to the Clerk's salary effective June 21, 2004 and authorizes funding for the cost of the adjustment for fiscal year~2003-04. (See Attachment 1, column #7) Anima! Services 8. The Board of County Commissioners (BOCC) approved a contract with the Animal Protection Society (APS.) at the December 9, 2003 meeting. The contract included an increase in the monthly allocation of $4,507 from February through June 2004, for a total monthly allocation, of $44,470. The BOCC had already approved an additional $4,229 per month to the APS contract for the months of October through January, bringing the original monthly allocation from $35,734 to $39,963. The total increase over the original APS budget of $428,818 is $60,589. During contract negotiations, immediate up-front and transitional capital needs were identified and approved by the Board for a tots( cost of $111,888. Additionally, the transition of 15 positions effective June 30, 2004, as well as immediate temporary personnel needs were approved by the Board at a cost of $7,036. Ori final APS Bud et 03-04 $428,818 Monthly Allocation Total Notes Jul throu h Se tember $35,735 $107,205 October throu h Janua $39 963 $159,852 BOCC approved increase of $4,229/mo Februa throu h June $44,470 $222,350 BOCC approved increase of $4,507/mo Total APS Contract 03-04 $489,407 Difference $60,589 t Transitional items Cost Capital Needs $111,888 Upfront and transitional costs noted as part of Personnel $7,036 contract 15 positions to transition on June 30, 2004, plus $5,000 for Total $118,924 tem ora wa es Grand Total $179,513 This budget amendment would appropriate an additional $179,513 (as reflected in the table above) in fund balance from the General Fund to cover the additional APS contract cost for FY 2003-04, as well as address the immediate capital and personnel needs of the Animal shelter operations. (See Attachment 1, column #8) Revaluation Fund 9. The approved 2003-04 budget included a transfer of $50,000 from the General Fund to the Revaluation Fund. This amount was not sufficient to cover estimated current year expenditures in the Revaluation Fund. This amendment increases the transfer from the General Fund to the Revaluation Fund by $143, 277 to cover the projected budget shortfall. (See Attachment 1, column #9) Governing and Management Non-Department 10. At its June 2, 2004 meeting, the Board of County Commissioners approved a proposal from the UNC School of Education to provide research and analysis at a cost of $25,000 regarding the resources available to the two school systems in Orange County. This amount would be covered by transferring the remaining uncommitted balance of $14,600 from the FY 2003-04 Commissioner's Contingency account, and an appropriation of $10,400 in fund balance from the General Fund. The total of $25,000 would be encumbered for FY 2004- 05, when the work proposed would be completed. (See Attachment 1, column #10) Environment and Resource Conservation Department 11. The Environment and Resource Conservation department has recently been notified of the receipt of three matching grants totaling $638,840 from the U.S. Department of Agriculture's Farm and Ranch Lands Protection Program to help acquire conservation easements on three local farms. The total acreage of these three easements is expected to be approximately 500 acres. These grant funds will be matched by County funds set aside for conservation easements. In 2002, the Board of County Commissioners approved $3.0 million for easements to augment the 2001 Parks and Open Space bond funds (which cannot be used for easements). This budget amendment provides for the receipt of these grant funds. (See Attachment 3, Farmland Conservation Easements Capita/ Project Ordinance) 5 ..Emergency Management 12. At its April 13, 2004 meeting, the Board of County Commissioners approved acceptance of a state-administered federal grant totaling $26,357 from the North Carolina Office of Emergency Medical Services (NCOEMS). As part of budget amendment #13, approved by the Board on June 2, 2004, these funds were included in the general fund with the expectation that the funds would be expended and/or encumbered by June 30, 2004. Due to bidding requirements, this June 30th deadline will not be met. A technical amendment is needed to move the $26,357 into a grant fund project so funds can be spent by the federal grant deadline of August 31, 2004. This budget amendment moves these funds from the general fund to a grant project ordinance. (See Attachment 5, HRSA-EMS 2003 Grant Project Ordinance) Efland Sewer Enterprise Fund 13. Appropriation of fund balance totaling $20,247 from the Efland Sewer Enterprise Fund to cover tap fee overpayments paid by Habitat for Humanity and deposited in the fund's tap fee account. With this appropriation, the estimated fund balance remaining at June 30, 2004 will be sufficient to cover any year-end accruals. This budget amendment approves this fund balance appropriation from the Efland Sewer Enterprise Fund. (See Attachment 1, column # 13) 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, capital project, and grant project ordinance amendments. Attachment 1. Orange Counly Proposed 2003.04 Budget Amendment The 2003-04 Orange County Budget Ordinance is amended as loNows: - 06 Technical ItOTmderof p11 Recelpl of9ronl 12 Receipt of 93 Recept dfkan proceeds for Me Amendrnenl to place pS Technicel 08 APProPrak 514,600 from Oommesbners' Iuntlslobl0p B10from Ih0U6 fW6 912 Technical 013 ApProgiaSon of m 0 91 Receipt of add8unal Home and flnandnp allow NOn-Depadmenbl, CMAies inb the 0.mendmeMb ApOmpriale Funs 91 Transfer olfunds 5179,513 in fund balance lromthe 99Appmpda0on o7 CoM'rgenq antl an , Oepld ApdcuBUre Ame~dmem to f transfer funds a ont balanre Efland Sewer add8bnat Hameard Commumy Care amWlancesla EMS ceneG Junctions, to Balancea S10J,500 96 Albcalbn olheal ' from Goaemk0 and General FUndb f16J,277hfuM appropraS]nbfuM 400 bn off10 b hdp arquae odOMally approuedb Enkrprsero~r CommunBy Care Bbck Grord funtls (See ABaeMKrd1, move lbrzry services aMaTransfab insurahce band ds Managemem Norr l coverdte add9bnal balance Nom the , a 0e from the General mnurvdUOn Ne General Fund low bPfeeouerPaYmBrah BudOd~~nded Odginel Butlgel BWget AS Amended 81ock GraMfuntls bbiing $7,000 Ia be Equ~men7antl (f250,033)from EOand SevrerWnd of and equ0y retenOm for Deparonema 0.P5 wntract wpfa General Fund tO l F UNC S h f easements on mree AbN Prof itl Habdattor Through BOA91/ Pa ~ Through BOA919 0006 De tota10g 53 used fa upp Vehfrks Cap8a1 hanartservices f103,50D rom BOA awadsb appmphale pedormance review FY 2003.04, as well troser0re b~ensesb c oo und w lowlfarma/See od+unce (See Human6y ant , usetlMMnk heats eapenses al the ~ egtandetl Central FrojeGOdinance), and forfnandrp funcOOnW CUllureand 911)and bconeut deparlmenLl kr FY 2003-04 sahry adjustment for Cledcb me Boad for as addrestimm671de the RewluatiOn Fund OfEdueadtlnb provitle research ant AOaohment3, nO Y Attachment 3, HRSA depOSieO in the w needs Orange Sednr Cenh equipmentbthe Solid renealon tundion, EMS entryfrom BOA fY2003.Od wPBal old Personnel f th mN d la FY 2003-Od analysD ragaldn00 Fam a Conservafion G~ b ~ Granl ' er Efland Se rise Fund E k space Wash EMeryrise andbmove Ads 93 flbtvres ahead in y ~ e an nee s o rewurces ava0a0kb Easemenb CapBal nancel Project Od n rp Fund Comm¢sbn kthe odgfna16ud0el shelter Operatbrls the hm School oMnanceJ caredfuncibn ~~ GerreralFund Revenee f f 1],51{,625 P Lases S 11,514,625 S 6),514,615 S S S S S S f S S f S S 19¢01,527 f Saks Taxes f 19 06,52) f 19,208,577 S S S S S S S S S S S S 1,346,315 S S License mdPerm96 S 1,34Q,365 S 1,741,315 S S S S S S S S S S f S 357) S 16 3 13,427,519 S kt mnknhl S 12,{31,332 S 13,469,499 S 3,000 S 7,000 $ S 3 19,503) S $ f S S i , S 6,691,383 f Cha efor Service f 6,662,4N S 6,691,79] S S S S S S S S S S S f S .609,000 InvesbeMEam f 609,009 S 609,000 S 716,777 NOscelbneous S 700,514 S 761,777 S 2,51],571 Tnrwfers tram Other Funds S 4,767,571 S 2,367}71 S 7,714,064 Fund Balance S 4,099,106 S 3,307,794 S 101,500 S 179 513 S 117 277 S 10,400 361) S I~ f S 131,7U,SST 7061 GereralFUrdRevenras S 126,972,522 S 171,9{2,707 f 1,000 S 7,000 S S S 57,897 S S S 179513 S 111277 S 10,400 S , EX ditlrres ~ 3 5,ee5,012 f Govembg6Mana9ement S 5627,659 S 6,0]1,450 ! S S S S S 965,104 S S 7,076 S S 10,400 f f f 10,953,179 GenenlSmlcea S 10,77{,660 S 10,61/,596 S S S S - S S 66,fi41 S S f S S S ~ s S 3j76,030 DOmmun 6EnWronment S ],099,561 S 7,759,107 S f f S ItW,1F6) S S 25,069 S f f f S S S 38,7]9,917 Numan SeMw f 19,766,f~ S .lO,D01,167 S 7,D00 f 7,000 S S 1781163 S S 147,558 S S 171,477 S S S S f 13282,716 Pub&Slkty S 12,582,506 f 17,105,770 S S S S 142100 S (49,501 S 110,558 S f S S S S ~'Sfi f f 2754,179 f Cu6urt 6 Recreation S 2,Z3T,306 f 1,]61,660 S S S f 351,979 S S 13,960 S S S S S S f 60,765,971 EtlugDon S 60,765,972 S 60,765,972 3 4156,/61 TnnakR Out f 7,91ZI01 S {,009,704 107500 141277 Tobl GerrenlFimdAppopdadort S 116,872,521 S 111,341,707 S 7,000 S 7,000 S S S 67,997 S S S 178,513 S 143177 f 10,400 S S (M,357j S f 111,717,5770 s f S O S f --- S S S f S S S f S S f Sold Wasdd.ardfi0 Fwd Revenues S 4,007,100 Saks 6 Fees S 1,001,600 S 4,007,100 f 192 558 I~ overnmeMal 5 192,356 S 191,566 f 615,051 Miscelkneous S 1,260 S 1160 613794 S 54,600 Licen56S 6 Porn9b S 51,600 S 54,600 S 75,000 9dertat onlmesbnents S 75,000 S 75,000 S 1,711,913 Appropdekd Reserves f 1,155,101 S 1,724,913 70615056 Wask/l.an fig S 6,689$55 OperaOOns Fwd Revenue S 5,468,119 S 6,056,161 ' Expenddurts _ ___ --T'-- Is 6669•'3 Sokd Weskn.antlfdl0pendons 3 5166,519 S 6056161 613794 ~ ~ ~ I Revakafbu FunO Ezlaend6urts _ _ _ _ __ ___ - 1 s 57-'•7 RevaluaOon Fund S 167,116 S 167120 1 t13277~ I I Efland Senn Operating Fund Expend6ures _ _ _ - _ _ - -- 20247 S 207747 Operdbp i 100D0 S 167500 _ _ - -_ _ - - Attachment 2 7 Equipment and Vehicles Project 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 'I.The project authorized provides funds to purchase County-owned vehicles and major equipment. The project will be financed with proceeds from the County's portion of the one half-cent sales taxes, appropriated fund balance from the County Capital Projects Fund, and grant funds from the U.S. Department of Justice and the North Carolina Department of Transportation. 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 2002- 03 FY 2003-04 Through FY 2003-04 Sales Tax $459,322 $498,295 $957,617 Bond Funds $0 $0 $0 Private Placement $0 $0 $0 Grant Funds $0 $38,574 $38,574 Loan Proceeds $0 $378,300 $378,300 Total Funding $459,322 $915,169 $1,374,491 Section 4.The following amount is appropriated for this project: Through FY 2002-03 FY 2003-04 Through FY 2003-04 Land/Buildin $0 $0 $0 Design $0 $0 $0 Construction $0 $0 $0 Equipment and Vehicles $459,322 $915,169 $1,374,491 Total Costs $459,322 $915,169 $1,374,491 Section 5. This ordinance supersedes all previous Equipment and Vehicle Capital Project Ordinances. Section 6. This ordinance shall remain in effect from July 1, 1998 until June 30, 2004. Adopted this 23rd. day of June 2004. Attachment 3 Status of Commissioners Contingency Account Fiscal Year 2003-04 Comments $SO,000Approved 7/01/03 (Pay HSUS for Evaluation Study of the Animal ($18,500)Shelter -BOA # 5) ($3,000) School Collaboration Initiative (BOA #9) ($3,900) Recreation activity map (BOA #11) ($10,000) Initial Phase of Orange Book (BOA #13) ($14,600) Education Excellence Work Group (BOA #14) Remaining Contingency $p Attachment 4 ") Conservation Easements 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 acquisition of conservation easements to help preserve County farmland with a priority placed on farms with a strong conservation track record in water supply watersheds. Financing for the project includes proceeds from private placement loans and federal grant funds from the USDA Natural Resource Conservation Service. 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 2002-03 FY 2003-04 Through FY 2003-04 Sales Tax $0 $0 $0 Bond Funds $0 $0 $0 Private Placement $1,000,000 $0 $1,000,000 Grant Funds $784,155 $638,840 $1,422,995 Fees $0 $0 $0 Other $0 $0 $0 Total Funding $1,784,155 $638,840 $2,422,995 Section 4. The following amount is appropriated for this project: Through FY 2002-03 FY 2003-04 Through FY 2003-04 Land/Building: Walters E~aserr~rrt $725, $725, Vd pe Easement $0 $73,100 $73,1 Cheep Easement $0 $580,000 $580, Unallocated $1,784,156 ($739,260) $1,044, Total Land/Building $1,784y155 $638,840 $2,422,995 .Design $0 $0 $0 Cor~stnx~iion $0 $0 $0 Other $0 $0 $0 Iota{ Costs $1,784y155 $638,840 $2,422,995 Section 5. This ordinance supersedes all previous Conservation Easement Capital Project Ordinances for Orange County. Section 6. This ordinance shall be in effect from the date of adoption until June 30, 2005 Adopted this 23rd day of June 2004. 10 5 Attachment HRSA-EMS Grant 2003 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 Federal Human Resources and Services Administration (HRSA) Grant as awarded to Orange County by the North Carolina Office of Emergency Medical Services (NCOEMS). This grant establishes a baseline response capability in hospitals and county EMS systems to address bioterrorism events. Funds will be used to purchase a decontamination shelter, as well as the installation of mobile UHF radios on ambulances compatible with the new statewide redundant medical communications network. 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 Federal Human Resources and Services Administration and the North Carolina Office of Emergency Medical Services. Section 3. The following revenue is anticipated to be available to complete this project: Lztergovernmental (2003-04) $26 357 Total $26,357 Section 4. There is no required County match for this grant. Section 5. The following amount is appropriated for this project: Public Safety -HRSA-EMS 2003 Grant $26,357 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 December 31, 2004. Adopted this 23rd day of June 2004. o ~~~~~~~ ~ ~~ i. Budget Amendment #14 ~ f The Board considered approving budget, capital project, and grant project ordinance amendments for fiscal year 2003-04. Commissioner Gordon said that this was something that was just received and she asked for a review. Budget Director Donna Dean said that this includes: ^ DSS -received an additional $3,000 ^ Department on Aging -received an additional $7,000 from the Home and Community Care Block Grant ^ Equipment and Vehicle replacements - on May 18th, the Board approved an equipment financing plan for solid waste equipment and emergency management ambulances ^ County-wide -puts some functions in the correct areas after switching to a new financial system, MUNIS ^ Governing and Management Non-Department -allocating the health insurance increases and equity retention fund ^ Item 7- performance review issue ^ Animal Services -amount to allocate to complete animal services transition from fund balance ^ Revaluation Fund - complete a transfer from the General Fund to the Revaluation Fund to cover expenditures this year ^ Governing and Management Non-Department -appropriation of $25,000 to fund UNC School of Education Research Project approved by the Board ^ Environment and Resource Conservation Department -budgeting funds for ERCD for matching grant for the USDA Farm and Ranch Lands Protection Program for $638,840 ^ Emergency Management -grant carried forward to next year ^ Efland Sewer Enterprise Fund -put funds in place to cover operating expense for the Efland Sewer Fund Chair Jacobs suggested for next year to keep track of grant funds received, budgeted funds allocated, and unanticipated expenses so the Board can keep better track of these items. John Link said that he would mention this to staff. A motion was made by Commissioner Halkiotis, seconded Commissioner Carey to approve the attached budget ordinance, capital project, and grant project ordinance amendments. VOTE: UNANIMOUS L Utilization of Land at Public Works Facility for Parks Operation Base and County-wide Storage Facility The Board considered assembling the appropriate stakeholders to develop a plan for utilization of land at the Public Works Facility for use as a parks operations base and county wide storage facility; and appoint Commissioner Halkiotis as the Board's representative to the group; and approve a 12-month lease with JCBH Properties, LLC for approximately 4,000 square feet of interior space and 3,500 square feet of exterior storage area at 503 Cornerstone Court, Hillsborough and authorize the Chair to sign; and authorize the Manger to contract with a surveyor to expedite site planning work over the summer. Commissioner Halkiotis commended staff for looking at a long-range way of doing County business. He would be delighted to serve as representative on this group. He encouraged the Manager to include the Sheriff, the Fire Marshall, and appropriate EMS staff and other emergency responders, because shelter and warehousing opportunities always seem to be highlighted whenever there is a natural disaster.