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HomeMy WebLinkAboutORD-2011-044 Fiscal Year 2011-12 Budget Amendment #5DRD- aoo'o�4 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 13, 2011 Action Agenda Item No. SUBJECT: Fiscal Year 2011 -12 Budget Amendment #5 DEPARTMENT: Financial Services ATTACHMENT(S): Attachment 1. Budget as Amended Spreadsheet Attachment 2. Year -To -Date Budget Summary Attachment 3. Financing Calendar for Elementary #11 PUBLIC HEARING: (YIN) No 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 project: for this Senior Citizen Wellness Grant Total Costs Current FY Current FY FY 2011 -12 FY 2011 -12 Senior Citizen Wellness Funds 2011 -12 $117,604 Amendment $36,000 Revised $153,604 Total Project Fundin $117,604 $36,000 $153,604 for this Senior Citizen Wellness Grant Total Costs Current FY FY 2011 -12 2011 -12 Amendment $117,604 $36,000 $117,604 $36.000 FY 2011 -12 Revised $153,604 $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 Centuryl-ink. 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: Appropriated for this project: Through FY 2010 -11 FY 2011 -12 Amendment FY 2011 -12 Revised Town of Hillsborough $373,825 $20,175 $394,000 Total Project Funding $373,825 $20,175 $394,000 Appropriated for this project: 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) Through FY 2010 -11 FY 2011 -12 Amendment FY 2011 -12 Revised NPDES Program $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) 4 Piedmont Food and Agricultural Processing (PFAP) Center 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 proiect: Appropriated for this oroiect: Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised Grant Funds $1.400,369 $(57,144) $1,343,225 Total Project Funding $1,400,369 $ 57,144 $1,343,225 Appropriated for this oroiect: 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 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: Appropriated for this proiect: Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised Tobacco Trust Funds $0 $57,144 $57,144 Total Project Funding $0 $57,144 $57,144 Appropriated for this proiect: Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised PFAP Center Operations $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 ro'ect: &nnrnnri -mCmA fnr thi¢ nmion -f- n v Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised Lottery Proceeds $974,000 $0 $974,000 Debt Financing $0 $500,000 $500,000 From General Fund $0 $663,196 $663,196 Total Project Funding $974,000 $1,163,196 $2,137,196 &nnrnnri -mCmA fnr thi¢ nmion -f- n v 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. k ) ( ( $| ;I §E kkEV k ■$f/| ---- - - - - -- ��!! $!k /I §k�!) ... ;l _ a: -E ; e }«2 {i {kk!)7■ ,■f :: ! ■ ■#!%$!¢f §E k °�2J2z! - .-- - - - - -- �6k \ }/S) 2iI-e ---- - - - - -- ƒ |[ ;f /!f �)�klf)■ -- .' - - - - -- .. |r«;#.§7!!� /a!— �}�§!_ \fk %}| _ | 2! §e«!i!!)� ; §f ƒE �\� /k■ \ / \! }$# 0 - k /9 --- � - - - - -� -- - �,� ! k� )� k!]k ƒ k k ) ( ( k« \\ \� )k CL (} /\ \\« k2 H kllk22m k ■(i2} . !|d7{!|)!) : - -- - \«k /(�k /! \�§ k\- \/k S!2 o �a § |�E »!k!!!!■ ;,� �■ ©aa a#k §■ E'U; - §! =§ #!)k §lA-e�`��� =2\ - ■{ «-6;, °eKl�, ®�a : ot !! . E ,! | �k �{ ----------------- ® ®----- - - ® ® - - - -- - -�- . . . ) ) 2 2 \ \ ?(..........fj. . ...... E;�■ §k� .................................. - - - - - § §\�� i � § §�• ° °, , i2E § §; i A4W, K.}2 Year -To -Date Budget Summary Fiscal Year 2011 -12 General Fund Budget Summa ginal General Fund Budget $178,177 iitlonal Revenue Received Through Budget endment #5 (December 13, 2011) grant Funds $149,666 Non Grant Funds $3,430,726 General Fund Fund Balance for (1.000) Anticipated Appropriations (i.e. 0.000 Encumbrances) 870.675 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 Budget $3,893,208 % Change in 2011 -12 Approved General Fund Budget 2.19% Authorized Full Time Equivalent Pn4miltinne Original Approved General Fund Full Time Equivalent Positions v 783.925 Original Approved Other Funds Full Time Equivalent 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 2011-121 870.675 fom nys shee of a $1h000 ve0cle replathe Couats requsted 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 A4-4�3 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 April 6 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 April 3 BOCC May 1 LGC approval March 6 April 3 May 1 Mail POS to prospective investors March 7 April 4 May 2 Pricing March 14 April 11 May 9 Closing March 22 April 19 May 17