HomeMy WebLinkAboutNA ORD-2002-003 Budget Amendment #3ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 5, 2002
SUBJECT: Budget Amendment #3
DEPARTMENT: Budget
ATTACHMENT(S):
Attachment 1. Budget as Amended
Spreadsheet
Attachment 2. Smart Start Grant Project
Ordinance
Attachment 3. Medicaid Maximization
Capital Project Ordinance
Action Age a
Item No. 0 -CA
PUBLIC HEARING: (YIN) [N�
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 grant and capital project
ordinances for fiscal year 2001 -02.
BACKGROUND:
Orange County Public Library
1. The Orange County Arts Commission recently awarded the Orange County Library a $750
grassroots grant. This grant, made possible by North Carolina Arts Council, provides funds
for the library to purchase supplies for its Crafts, Hobbies, Arts, Kids' Activities (CHAKA)
Program. No additional County funds are required for the receipt of these funds. (see
column 1, attachment 1)
2. On September 18, 2001, the Board of Commissioners approved an interim Smart Start
appropriation from the Orange County Partnership for Young Children ( OCPYC) for the
Library's Traveling Treasures program in the amount of $2,557. Recently, the Library
received notification that the OCPYC approved additional Smart Start funds totaling $2,556
for the program. The additional funds bring the current budget for this program to $5,113.
The Traveling Treasures program offers bilingual library materials to day care centers
throughout the County, particularly in northern Orange County, to help Hispanic
preschoolers and their families develop and improve their reading skills. The attached
Smart Start Grant Project Ordinance (Attachment 2) provides for the receipt of these
additional grant funds. There is no County match for the receipt of these funds.
Department of Social Services
3. During the first half of this fiscal year, the Department of Social Services received higher
than normal requests to assist clients with utility costs. On December 3, 2001, the Board of
County Commissioners approved an appropriation of $30,000 from fund balance for the
Department of Social Services to help address emergency needs of low- income families.
Twenty -seven thousand dollars would provide direct assistance to these families. The
remaining $3,000 would be placed in a special fund and provide a "guarantee" to utility
companies should a client fail to make their regular utility payments. The Department would
use the County funds in situations where it would not, be appropriate to use Work First or
Crisis Intervention funds. This amendment provides for the appropriation from the County's
fund balance. (see column 3, attachment 1)
Register of Deeds
4. On December 3, 2001, the Board of County Commissioners approved a Uniform Fee
Schedule, effective January 1, 2002, for Register of Deeds as mandated by North Carolina
General Statute 161 -10 (a). In addition, on that same date, the Board created an
Automation Enhancement and Preservation Fund in accordance with North Carolina
General Statute 161 -11.3. The monies that accumulate in the Automation Enhancement
and Preservation Fund would be an additional revenue source for the County's long range
Capital Investment Plan (CIP) and offset a portion of the costs associated with record
conversion and maintenance. Budgeted revenues in the current fiscal year for the Register
of Deeds total $1,184,579. Based on average monthly transactions, staff estimates the fee
increases to generate approximately $124,000 in additional unbudgeted revenue for the
remainder of fiscal year 2001 -02. Of this total, the Budget Office estimates that
approximately $25,000 (this assumes that the level of activity for the last six months of the
fiscal year is consistent with the first six months) would transfer to the new Automation
Enhancement and Preservation Fund. The remaining $99,000 would remain in the County's
General Fund to offset expenditures in the Register of Deeds office. This additional General
Fund revenue would bring the total budgeted Register of Deeds revenue to $1,283,579.
(see column 4, attachment 1)
Health Department
5. The North Carolina Division of Public Health recently awarded the Orange County Health
Department (OCHD) $9;500. These supplemental. funds from the Centers of Disease
Control and Prevention are available to fund specific educational programs for area wide
medical providers and local health department staff. The funds would allow OCHD to
provide tuberculosis education for its staff, host a tuberculosis workshop for area medical
providers and purchase educational materials and storage cabinets for supplies. This is a
one -time award for fiscal year 2001 -02 and does not require additional County funds as a
match (see column 5, attachment 1).
6. As required by the federal government, each state "sets aside" a portion of annual Medicaid
earnings as a contingency to avoid over expenditures. The funds are referred to as "federal
cost settlement funds" or "Medicaid maximization funds ". Should the federal government not
need to use the withheld funds, it reimburses the funds to the State on an annual basis. In
turn, the State passes these funds along to Health Departments. There are several
requirements regarding the use of the funds:
• Funds are required to be budgeted and expended to further the objectives of the
program that generated the receipts;
• Funds maybe expended for a variety of public -health needs and activities or they
may be held in reserve for future needs of the department; and
• Funds are not to replace current budget allocations for these program areas.
The Health Department recently received its annual settlement of Medicaid maximization
funds from the State. The settlement totals $92,537 and brings the total Medicaid
maximization reimbursements received by Orange County over the last several years to
more than $490,000. The department plans to use these funds for non - recurring items such
as replacement of older equipment, meeting OSHA requirements, and potentially offsetting
costs of redesigning clinical space at the Whitted Human Services Center. Attachment 3 of
this abstract, Health Department Medicaid Maximization Capital Project Ordinance, provides
for the receipt of the additional funds. No County dollars are required in order to receive
these funds.
Solid Waste /Landfill Operations
7. The Rogers Road Waterline is currently being installed and OWASA is managing the
installation. On January 16, 2002, the Board of County Commissioners received information
regarding three change orders associated with the installation project. At that time, the
Board approved an appropriation of $40,000 in reserves from the Solid Waste
Operations /Landfill Enterprise Fund to cover the cost of three change orders (see column 6,
attachment 1).
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 amendments, and the grant and capital
project amendments.
Ine zuuf -uz grange County Hudget UnSnance Is amended as follows:
91 Receipt of GMSMM 02 Recelpl11 Sm vI Sum 03 Appropda0on ham $4 M jj,x Pl OS Appmpdadw lnm
Eneumhrenn Carry Budget A5 Amended Prepare Ondl hods far �e fer tl1B Ubeye wed aster" to DSS 10 Deeds reverMe pplemerdal hales fan Solid Waste FsbrpMe Budget As Amended
Original Budget BudpatA. Amsrded Trevasrq Treasures , 6ddress amerpenq anSNpaud ham Ihs die Gaolers d dseass Fund reserves to carer Thrauph BOA 03
Forward* TMouph BOA 02 Me Uhrery CFiAKA Program (eee Smart Sled needs dkw4ncan adopaw d the Udlmm Cmnhd and Preveo0an wort d Ragan Road
Program Grad Pro)ect Ordimrse) boom Fee Sdrdde educadonel prmpnms vnurMa cherlpe orders
General Fund
Revenu6
f
f
f
f
f 7 791,605
Pros Taxes
i M361,508
f
It 73,361 05
S 7 ;761,504
S
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f
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S
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Sales Taxes
f +5,627,712
S
f 13657,712
f 13,667,712
S
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f 427,720
6
6 427,720
S 110,970
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i
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f 4240,885
fund Bannee
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S 95,080
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f 419,98911;
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f 4.101.0651
f 1101 095
g 155,000
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f 155500
5
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$ 723,0-
f 1 06,218
f 1,506 70
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.
Attachment 2: Smart Start Program 5
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 Smart Start Program as awarded to the Orange County Departments
of Social Services, Health, Library and Cooperative Extension by the State of North
Carolina and the Orange County Partnership for Young Children (OCPYC).
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 State of North Carolina.
Section 3. The following revenue is anticipated to be available to complete this project:
Total DSS related Smart Start Revenue $1,691,917
Total Health related Smart Start Revenue $863,367
Total Library related Smart Start Revenue $38,286
Total Cooperative Extension related Smart Start Revenue S97,72 7
Total Smart Start Revenue $2,691,297
Section 4. The following prior years' grant funds have lapsed:
Intergovernmental (DSS) - 1999 -00
Total Expired DSS related Smart Start
Total Expired Health related Smart Start
Total Expired Libray related Smart Start
Total Expired Cooperative Extension related Smart Start
Section 5. Total Expired Smart Start Grant Funds
The following amounts remain appropriated for this project:
Human Services DSS
Human Services Health
Hunan Services - L ibrary
Total Unexpired Smart Start Funding
$122,330
$1,511,092
$485,649
$10,721
$2,105,189
$180,825
$377,718
7.565
$586,108
Section 6. The Finance Officer is hereby directed to maintain within the grant project fund 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. Positions authorized through this grant project include:
3.0 full time equivalent positions in the Department of Social Services Day Care Subsidy
program as authorized by the Orange County Board of County Commissioners on January
18, 1994.
C
.85 full time equivalent positions in the Health Department as authorized by the Orange
County Board of County Commissioners on December 5, 1994.
1.0 full time equivalent positions in the Health Department Community Awareness Project as
authorized by the Orange County Board of County Commissioners on September 7, 1999.
Funding for these positions is contingent upon the General Assembly's allocation of Smart Start
funds.
Section 10. This project period begins January 18, 1994, and is valid through June 30, 2002. Subsequent
funding of this grant project is contingent upon the availability of funds sufficient to cover
expenditures.
Section 11. This ordinance supersedes previous Smart Start Program Grant Project Ordinances.
Adopted this 5th day of February 2002.
Attachment 3: Health Department Medicaid Maximization 7
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 Health Department to purchase capital
items and make minor renovations to clinic space. Medicaid maximization funds
received by the Health Department 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:
Section 4. The following amount is appropriated for this project:
Through FY
2000 -01
FY 2001 -02
Through FY 2001
02
Sales Tax
$0
$0
$0
Bond Funds
$0
$0
$0
Private Placement
$0
$0
$0
Grant Funds
$0
$0
$0
Other
$399,658
$92,537
$492,195
Total Funding
$399,6581
$92,537
$492195
Section 4. The following amount is appropriated for this project:
Section 5. This ordinance supersedes all previous Health Department Medicaid Maximization
Capital Project Ordinances for Orange County.
Section 6. This ordinance, originally adopted February 16, 1999, shall be in effect until June
30, 2002.
Adopted this 5th day of February 2002.
Through FY
2000 -01
FY 2001 -02
Through FY 2001
02
UmdBuildin
$0
$0
$0
Design
$0
$0
$0
Construction
1 $0
1 $0
$0
Other
$399,658
$92,537
$492,195
Total Costs
$399,658
$92 37
$492.195
Section 5. This ordinance supersedes all previous Health Department Medicaid Maximization
Capital Project Ordinances for Orange County.
Section 6. This ordinance, originally adopted February 16, 1999, shall be in effect until June
30, 2002.
Adopted this 5th day of February 2002.
7-.,- 0 — ze9ift-
during a four-month period. Twenty-three percent of the people seen were new to the InterFaith Council Yet
for Social Services. He urged the Board to take the moratorium off the section 8 list. He also asked that
the County attempt to request more section 8 allocations from the federal government this year. He said
that there should be creative ways to provide housing. Mobile home parks are creative ways if they are
kept correctly. He said that InterFaith Council is seriously considering new accommodations. He hopes
that the Board of County Commissioners, the Town of Chapel Hill, the Town of Carrboro, and the
University can work with them to have a unified approach to a solution. They do not have enough beds
at the homeless shelter and are turning people away. There should not be men and women together in
the same facility. They need to be in a downtown center somewhere. He invited Chair Jacobs and John
Link to go with him to Raleigh and look at the new Wilmington Street facility.
Karen Kincaid Dunn, Director of Club Nova in Carrboro, said that Club Nova is a psychiatric
rehab program that is part of a network of over 300 clubhouses worldwide. She spoke on behalf of the
members of Club Nova who live with serious mental illness, Most of the members survive on a total of
$535 per month. This amount must cover housing, food, clothes, and other necessities. She spoke
about the need for affordable housing; many of these facilities have long waiting lists. Club Nova has
spent the last year working with many organizations to develop a plan to create safe, decent, and
affordable housing for the members. They have developed a plan to build 24 units on the Club Nova
property that will be for single-room occupancy. They plan to use section 8 monies. She asked that
Orange County provide any available funding for this critical housing for the members of Club Nova, She
invited the County Commissioners to schedule a tour visit and lunch at Club Nova.
Matt Cox, member of Club Nova in Carrboro, spoke in support of the Club Nova project. He
has been a member for 13 years and he lived at the apartments at Club Nova for seven years. He now
lives in HUD housing at the Overlook Apartments in Chapel Hill. He said that the things the County
Commissioners do here really do impact people in a positive way. Hopefully, more affordable housing
can be created.
Robert Dowling from Orange Community Housing spoke in support of the Club Nova project.
He spoke about the need for rental housing. He said that there is excess demand and a significant
shortage of housing. He thanked the County Commissioners for their support of affordable housing. He
said that we seem to be doing better at home ownership than rental housing. Rental housing is more
difficult to do, but it is an area that needs some focus. A lot of people in this County are paying 50% of
their income on housing. He distributed a request for HOME monies. The request includes money for
the Homestead Development with 190 homes and 30 town homes that will be affordable. He has asked
for $3,500 per home for down payment assistance. There is another development in the same area
where the developer has provided another seven single-family houses that will be affordable at 80% of
median. He has asked for $3,500 per home in this development also.
A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to close
the public hearing.
VOTE: UNANIMOUS
8. ITEMS FOR DECISION - CONSENT AGENDA
A motion was made by Commissioner Halkiotis, seconded Commissioner Brown by to approve
those items on the Consent Agenda as stated below.
a. Advertisements of Tax Liens on Real Property
The Board received a report on the amount of unpaid taxes for the current year and approved
the necessary advertising and placing lions on real property required by N.C.G.S. 105-369 and approved
setting March 13, 2002 as the date for the advertisement.
b. Resolution Creatina a Special Board of Equalization and Review
s item was removed and placed at the end of the consent agenda for separate
consideration.
C. Personnel Ordinance Revision: Retirement System Sick Leave Cap Re
The Board approved revising the personnel ordinance to remove the cap on
sick leave for which time in service may be granted at retirement.
d. Budget Amendment #3
The Board approved the budget ordinance amendments and grant and capital project
ordinances as presented and as incorporated herein by reference.
I. Holden-Roberts Farm National Register Nomination, HP -1 -02
The Board approved a recommendation by the Historic Preservation Commission to nominate
the Holden-Roberts farm for listing in the National Register of Historic Places and authorized the Chair to
sign.
L Updated Aerial Survey of Landfill Property
The Board approved and authorized the Chair to sign a contract with Suttles Surveying, P.A.
to conduct aerial photography and produce a topographical map of the Orange County landfill property.
.qL Amendment to Household Hazardous Waste Contract
The Board approved amending the existing contract with Safety-Kieen, Inc. to extend
household hazardous waste collection services through June 30, 2002 and authorized the Chair to sign.
h. Health Department Agreements with CHCCS and OCS for School Nurses
The Board approved and authorized the Chair to sign agreements with the two school
systems for school nurse funding.
L Change in Board of County Commissioners Reaular Meetina Schedule
The Board approved changing
of going into closed session at 6:30 p.m.
L Ar)r)ointment to the Human .9
the purpose
The Board appointed Betty M. Matthews to the Human Services Advisory Commission for a
term ending March 31, 2004.
k. Appointments to the Commission for Women
The Board appointed Cynthia White Gudeman and Cindy MacMurdo to the Commission for
Women for terms ending June 30, 2004 and June 30, 2005 respectively.
L Appointments to the Human Relations Commission
The Board appointed Barbara H. Chapman and Luis Soto to the Human Relations
Commission for terms ending June 30, 2003 and June 30, 2005 respectively.
m. Reappointment to the Chapel Hill/Orange County Visitors Bureau
The Board reappointed Kevin Patrick Callaghan to the Chapel Hill/Orange County Visitors
Bureau for a term ending December 31, 2004.
n. Minutes
The Board approved the minutes of the following meetings: Nov. 7, 2001 regular meeting;
Nov. 13, 2002 work session; Nov. 19, 2001 regular meeting; Nov. 26, 2001 work session and quarterly
public hearing; and, Nov. 29, 2001 work sessions.
VOTE ON CONSENT AGENDA: UNANIMOUS
b. Resolution Creating a Special Board of Equalization and Review
mmissioner Gordon pointed out that in the resolution the very last sentence does not have
gender-neutral language. It should say, "the Orange County Board of Commissioners shall designate a
chair of the special.Board."
A motion was made by Commissioner Gordon, seconded by Commissioner Brown to adopt
the resolution as stated below, with the change, to appoint a special board of equalization and review,
authorize the Chair to sign the resolution, and establish the recommended level of compensation for
members of the E&R board.
A RESOLUTION PROVIDING FOR THE APPOINTMENT OF A
SPECIAL BOARD OF EQUALIZATION AND REVIEW
WHEREAS, pursuant to North Carolina General Statute 105-322, the Board of Equalization and
Review of Orange County is presently composed of the members of the Board of County Commissioners
of Orange County; and