HomeMy WebLinkAboutAgenda - 12-13-2011 - 5hDRS- ~oll-~~-~
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 13, 2011
Action Agenda
Item No. s - h
SUBJECT: Fiscal Year 2011-12 Budget Amendment #5
DEPARTMENT: Financial Services
PUBLIC HEARING: (YIN) No
ATTACHMENT(S):
Attachment 1. Budget as Amended
Spreadsheet
Attachment 2. Year-To-Date Budget
Summary
Attachment 3. Financing Calendar for
Elementary #11
INFORMATION CONTACT:
Clarence Grier, (919) 245-2453
PURPOSE: To approve budget, grant, and capital project ordinance amendments for Fiscal
Year 2011-12.
BACKGROUND:
Department of Social Services
1. The Department of Social Services has received notification from the State of the
following additional revenues:
• Energy Administration Program -receipt of $123,776 from the Low Income Energy
Assistance Program (LIEAP) to help administer the Crisis Intervention Program.
This is a new block grant allocation to pay for crisis related heating needs for Orange
County senior citizens first, and then, to be used for other citizen based on funding
availability.
• Crisis Intervention Funds -receipt of an additional State allocation in the amount of
$353,380 to provide for the heating needs of Orange County residents in crisis.
• Home and Community Care Block Grant -receipt of an additional $6,665 in the FY
2011-12 allocation of Home and Community Care Block Grant funds through Triangle
J Council of Governments (TJCOG). The department plans to use these funds to pay
for services for the elderly to avoid institutional placement.
This budget amendment provides for the receipt of these additional funds for the above
stated purposes. (See Attachment 1, column #1)
2. The Department of Social Services, based on historical collections, anticipates donated
funds totaling $20,000 to help with special needs clients throughout the year, including
seniors. This budget amendment provides for the receipt of these funds, and is
budgeted in a special Adoption Enhancement Fund outside of the General Fund.
Department on Aging
3. The Department on Aging has received the following additional funds:
• Class Fees -based on current year collections, the department anticipates
receiving $33,000 in additional class fees, which will fund educational course
instructors and purchase program supplies.
• Sponsorship funds -funds collected of $6,000 from rental of agency brochure
racks at the Seymour and Central Orange Senior Centers, as well as sponsors of the
Spring 2012 Resource Fair to be used for printing of the Orange County Community
Resource Guide.
• Home and Community Care Block Grant -receipt of an additional $6,665 in the
FY 2011-12 allocation of Home and Community Care Block Grant funds through
Triangle J Council of Governments (TJCOG). The department plans to use these
funds to purchase Senior Lunch program meals to serve at the Seymour and Central
Orange Senior Centers.
• Volunteer Income Tax Assistance (VITA) Program -receipt of $10,198 to provide
free tax services for low- to moderate-income citizens who cannot prepare their own
tax returns. The federal government has provided $10,198 for enhancements to
existing services (e.g. increased seasonal personnel, mileage reimbursement,
additional program supplies, volunteer appreciation event, and technology
purchases).
4. Based on current year collections, the department anticipates receiving an additional
$36,000 in class fees related to the Wellness Grant Program. The department will use
these funds to offset costs of wellness and fitness course instructors and program
supplies. This budget amendment provides for the receipt of these revenues and
amends the current Senior Citizen Health Promotion Grant Project Ordinance as
follows:
Senior Citizen Health Promotion Wellness Grant ($36,000) -Project # 294303
Revenues for this ro'ect:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
Senior Citizen Wellness Funds $117,604 $36,000 $153,604
Total Project Fundin $117,604 $36,000 $153,604
Aooronriated for this oroiect:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
Senior Citizen Wellness Grant $117,604 $36,000 $153,604
Total Costs $117,604 $36,000 $153,604
This budget amendment provides for the receipt of the above mentioned funds. (See
Attachment 1, column #2)
Library Services
5. Library Services has received revenue via the E-Rate discount funds totaling $4,650 to
purchase a projector screen and flip camera for Adult and Teen programming. It will
also be used to purchase replacement print release computer stations at Main and
Cybrary, as well as computer chairs for the public. In accordance with the Federal
Telecommunications Act of 1996, the Orange County Library receives discounts for
telecommunication services offered by CenturyLink. There is no County match required
for the receipt of these funds. This budget amendment provides for the receipt of these
additional funds for the above stated purposes. (See Attachment 1, column #3)
Planning Department
6. On December 6, 2010, the Board of County Commissioners approved an updated
Interlocal Agreement for implementation of the National Pollutant Discharge Elimination
System (NPDES) program for the Town of Hillsborough. In accordance with this
agreement, the County provides services to develop and implement the Town's
stormwater program in return for monetary compensation. This budget amendment
provides for the receipt of the 4th Quarter installment payment of $20,175 for the period
October 1, 2010 -September 30, 2011, and amends the current NPDES Grant Project
Ordinance as follows: (See Attachment 1, column #4)
Revenues for this project:
Through FY
2010-11 FY 2011-12
Amendment FY 2011-12
Revised
Town of Hillsborou h $373,825 $20,175 $394,000
Total Project Fundin $373,825 $20,175 $394,000
Appropriated for this project:
Through FY
2010-11 FY 2011-12
Amendment FY 2011-12
Revised
NPDES Pro ram $373,825 $20,175 $394,000
Total Costs $373,825 $20,175 $394,000
Housing and Community Development
7. The Housing and Community Development Department has received additional funds of
$6,432 in private donations in support of the Project Homeless Connect program within
the Homelessness Partnership program. This budget amendment provides for the
receipt of these additional funds in the Community Development Fund for the above
stated purpose. (See Attachment 1, column #5)
Piedmont Food and Agricultural Processing (PFAP) Center
4
8. The Piedmont Food and Agricultural Processing Center held its grand opening on
October 21, 2011, and has now moved fully into the operational phase of the project.
The Center is currently managed by Orange County under the guidance of an Inter-local
Cooperative Agreement between Alamance, Chatham, Durham, and Orange counties.
Up to this point, all financial activity related to the project has been processed through
the Capital Project Fund.
As part of the grant funds received, the Center was awarded $479,000 in North Carolina
Tobacco Trust Funds, with $75,000 being designated for support in the early stages of
the Center's operations. Now that the Center is in operation, an Agency Fund is being
established, with an effective date of July 1, 2011, to handle all operational activities. Of
the $75,000 designated for operational support, $17,856 was spent on operational
related items prior to June 30, 2011. This budget amendment provides for the transfer
of the remaining operational funds of $57,144 from the PFAP Capital Project to the
newly created PFAP Agency Fund, and amends the following Capital Project Ordinance
and creates the new Agency Fund. Once the Center has completed two months of full
operations (November and December 2011), staff anticipates bringing to the BOCC, at
its January 24, 2012 meeting, an amended Agency Fund budget reflecting its projected
revenues and expenditures for the remainder of FY 2011-12. (See Attachment 1,
column #6)
Piedmont Food and Agricultural Processing Center ($-57,144) -Capital Project # 10043
Revenues for this ro'ect:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
Grant Funds $1.400,369 $ 57,144 $1,343,225
Total Project Fundin $1,400,369 $ 57,144 $1,343,225
Appropriated for this project:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
PFAP Center $1,400,369 $ 57,144 $1,343,225
Total Costs $1,400,369 $ 57,144 $1,343,225
Piedmont Food and Agricultural Processing Center ($57,144) -Agency Fund # 79
Revenues for this proiect:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
Tobacco Trust Funds $0 $57,144 $57,144
Total Pro ect Fundin $0 $57,144 $57,144
A ro riated for this ro~ect:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
PFAP Center O erations $0 $57,144 $57,144
Total Costs - $0 $57,144 $57,144
Chapel Hill-Carrboro City Schools (CHCCS) Elementary #11 Capital Project Ordinance
9. At its November 15, 2011 meeting, the Board of County Commissioners reviewed and
discussed information related to the funding and construction of CHCCS Elementary
#11. The Approved FY 2011-12 General Fund Operating Budget and the FY 2011-16
Capital Investment Plan (CIP) included a combined funding amount of $1,163,196 for
Elementary #11. This funding was comprised of $500,000 in the CIP for abatement and
deconstruction costs of the existing building, and an additional $663,196 reserved in the
General Fund Operating Budget to fund any excess deconstruction costs of the existing
building on the property.
This budget amendment provides for the budgeting of the $500,000 in debt financing,
transfers the $663,196 from a debt service reserve account within the General Fund to
the Elementary #11 School Capital Project, and amends the capital project ordinance as
stated below. A capital project ordinance for the financing portion of the school
construction, estimated at approximately $20,575,000, will be included at a future BOCC
meeting. (See Attachment 1, column #7)
Additionally at its November 15, 2011 meeting, the Board of County Commissioners
requested a schedule of the steps required to complete the financing for Elementary
#11. Attached is a schedule of the steps required to issue the financing for the school
with three different timelines. All timelines are based on when CHCCS receives the
construction bids. (See Attachment 3)
CHCCS Elementary #11($1,163,196) -Project # 53051
Revenues for this project:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
Lotte Proceeds $974,000 $0 $974,000
Debt Financin $0 $500,000 $500,000
From General Fund $0 $663,196 $663,196
Total Pro'ect Fundin $974,000 $1,163,196 $2,137,196
Appropriated for this proiect:
Current FY
2011-12 FY 2011-12
Amendment FY 2011-12
Revised
Professional Services $974,000 $0 $974.000
Construction $0 $1,163,196 $1,163,196
Total Costs $974,000 $1,163,196 $2,137,196
FINANCIAL IMPACT: Financial impacts are included in the background information above.
RECOMMENDATION(S): The Manager recommends the Board approve budget, grant, and
capital project ordinance amendments for Fiscal Year 2011-12.
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Year-To-Date Budget Summary
Fiscal Year 2011-12
General Fund Budget Summary
Ori final General Fund Bud et $178,177,522
Additional Revenue Received Through Budget
Amendment #5 December 13, 2011
Grant Funds $149,666
Non Grant Funds $3,430,726
General Fund Fund Balance for
Anticipated Appropriations (i.e.
Encumbrances
General Fund Fund Balance Appropriated
to Cover Unanticipated Expenditures $312,816
Total Amended General Fund Budget $182,070,730
Dollar Change in 2011-12 Approved
General Fund Bud et $3,893,208
Change in 2011-12 Approved General
Fund Budget 2.19%
Authorized Full Time Equivalent Positions
Original Approved General Fund Full Time
Equivalent Positions
783.925
Original Approved Other Funds Full Time
E uivalent Positions
87.750
Position Reductions durin Mid-Year 1.000
Additional Positions Approved Mid-Year 0.000
Total Approved Full-Time-Equivalent
Positions for Fiscal Year 2011-12
870.675
$10,000 for the County's share of a
vehicle replacement as requested by
the U.S. Forest Service (BOA #1);
$192,243 to cover funding shortfall of
Link Center Geothermal HVAC Project
(BOA #1-B); $110,573 in insurance
proceeds received in FY 2010-11 to
cover purchase of 3 ambulances
(BOA #2-B)
loss of Smart Start funds
associated with Intensive
Home Visiting Grant
Program in Health;
employee was reassigned
to a vacant position within
the department in GF
~~F3
Orange County -Short-Form Financing Calendar for Elementary #11-Draft of 12/5/2011
For March LGC/
March closing For April LGC/
April closing For May LGC/
May closing
School Board to consider
reimbursement resolution Dec. 13 meeting Dec. 13 meeting Dec. 13 meeting
County Board to consider
reimbursement resolution Jan 24 meeting Jan 24 meeting Jan 24 meeting
County Board -schedule public
hearing; approve financing
timetable (as Board action or
information report) BOCC Jan 24 BOCC Jan 24 BOCC Feb 21
Advertise for notice of hearing By late January By early Feb. By early March
Submit 45-day filing to General
Assembly Committee By January 20 By February 17 By March 16
Construction bids come in At least by end of
January At least by end of
February At least by end
of March
County Board conducts hearing;
adopts findings resolution BOCC Feb 7 BOCC Feb 21 BOCC March 22
Final application material due to
LGC By Feb 10 By March 9 By Apri16
School Board -meeting to approve
forms of lease and construction
agreement February 2 March 15 April 19
County adopts final resolution
(approves financing details and
forms of documents, including
official statement) BOCC Feb 21 BOCC Apri13 BOCC May 1
LGC approval March 6 April 3 May 1
Mail POS to prospective investors March 7 Apri14 May 2
Pricing March 14 April 11 May 9
Closing March 22 April 19 May 17