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Home My WebLink AboutS ORD-2002-025 Budget Amendment #2 1 ORANGE COUNTY BOARD OF COMMISSIONERS per, ACTION AGENDA ITEM ABSTRACT Meeting Date: September 3, 2002 Action Agenda Item No. � SUBJECT: Budget Amendment#2 DEPARTMENT: Budget PUBLIC HEARING: (YIN) No ATTACHMENT (S).: Attachment 1. Budget as Amended INFORMATION CONTACT: Spreadsheet Donna Dean, 245-2151 Attachment 2. Automation Enhancement and Preservation Fund TELEPHONE NUMBERS: Capital Project Ordinance Hillsborough 732-8181 Attachment 3. Optical Imaging Records Chapel Hill 968-4501 System Capital Project Durham 688-7331 Ordinance Mebane 336-227-2031 PURPOSE: To approve a budget ordinance amendment and capital project ordinances for the Automation Enhancement and Preservation Fund and the Optical Imaging Records System for fiscal year 2002-03. BACKGROUND: Non-Departmental 1. Throughout this fiscal year, Orange County will celebrate its 250th anniversary. Several private contributors have made monetary pledges to pay for the events surrounding the celebration. Examples of contributors include Central Carolina Bank ($10,000), the Chapel Hill-Carrboro Chamber of Commerce ($500) and Duke Power ($500). Staff anticipates receiving total contributions of about $20,000. This budget amendment allows for the receipt of those funds to cover costs associated with the 250' events. (see Attachment 1, column #1) Automation Enhancement and Preservation Fund Capital Project 2. On August 20, 2002, the Board approved a contract with American Cadastre (AmCad) for an integrated software package for the Register of Deeds Office. The price for the software package is $174,276, and the County would add this purchase to the Landfill equipment financing agreement that the Board approved in June 2002. Last year, the NC General Assembly approved legislation that required counties throughout the State to earmark ten percent of some of the fees collected by Registers of Deeds for 2 automation efforts. The revenues from this earmarking are set aside in the County's Register of Deeds Automation Enhancement and Preservation Fund Capital Project. The amount of fund collected in this fund from the original date of implementation, January 2002, through July 2002 totaled about $56,000 and current year collection projections equal about $100,000. It is recommended that costs associated with implementing the software package be paid from the Automation Enhancement and Preservation Fund Project. Estimated annual payments associated with the package are about $60,000 for a three-year period. It is also important to note that some additional expenses related to implementation may be required. This amendment provides funds to cover the implementation costs by (1) budgeting for the anticipated revenue ($100,000) for this fiscal year and (2) combining the funds previously approved in the Optical Imaging Capital Project with the Automation Enhancement Project funds. (see Automation Enhancement and Preservation Fund and Optical Imaging Records System Capital Project Ordinances). 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 amendment, and the Automation Enhancement and Preservation Fund and the Optical Imaging Records System Capital Project Ordinances. Attachment i. Orange County Proposed 200M Budget Amendment The 2002-03 Orange County Budget Ordinance is emended as fb#oa #2 Purchasekdogmted 91 Donallons pledged so0ware package for BudgetAs Amended OcmpdnafeconlMulore ReglsterofDoodsoMce Budget As Amandad Odglnal SUtlllet Through BOA OH In celebmtlon ofMo (eeeAUlinnifon Through BOA#2 CmnVs 260M Enhancementand Annimmary Pressrsmim Fund Capita Proted Ordnance) Genera/Pend - Rmenu9 Pro a Tmes 5 77,0 3 f 77,004,347 f S f 7T MKM3 Sign Terse 6 75607,712 f 111,0110,712 $ S S 1%607.712 tscennandpermlls $ 7,780.285 $ 1,36D.285 f S $ 1,380.286 InM 9nmmenMl S 77042 17 S 17.08 61 f 3 5 170U e7 ChB slur 8ervlee 5 5,743,202 f 5,743,202 S i S 5,743,292 fmnMent EamN 0 0,000 6 8n 0 Mlaaeaaneous f T7 T0M S 73 748 f 20,000 f 75%T45 TraM/ery ham Other Funds 5 i47 304 S 3,43%304 f 3,436,304 Fund Silence 6 21556,008 $ 206 n6 f 2686,008 roMlOMenfFimd Ravenun S 119187,750 f 110,236,390 f 20,000 S f 1192 30 Expenditures CommunityValidenance S 1202,542 f 1,292A42 S i 5 1292,942 General Adminlabation $ 4379,417 f 4,37SAIT $ $ f - 4375,417 Tae and Records S 2011 31 f 2,875.031 $ f S 2,013,031 ConsesuffilrPlarodne S 2978,008 6 3 606 f S S 2,875,008 Numsn services S 28,105,125 $ 2a21 25 f S f 28,2+8,228 Public Barely S 10,973,213 6 10.0T 77 f IF f 10,B?3,213 Pubdc works f 4,038,710 6 4,030,710 S 407 716 EduceBOn $ 44.150767 S 44,150,M? $ 44 150 57 Non DS admenu. OuMde Agenclos S 1,744.291 S 1744,201 $ 1,T44,201 Miscellaneous S 70Sees S 1923800 0 20,000 5 1043 09 Oebl Service 6 99294,766 S 182291103 5 t 25365 Tresses out 0 7,941.084 1 S 1,941,584 1 15 +,941,684 7b191 GenenfkemdAppropdalfon S 119.187,180 1111 1119,23%2210 f 20,00015 S tlg,255,250 f $ f f 5 4 Attachment 2: Automation Enhancement and Preservation Fund 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 to automate the deeds and vital records systems in the Register of Deeds Office. As mandated by North Carolina General Statute 161-11.3, ten percent of all General Statute 161 related fees collected by the Register of Deeds 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: Through FY Through FY 2001-02 FY 2002-03 2002-03 Sales Tax $0 $0 $0 Bond Funds 0 0 $0 Private Placement $0 $0 $0 Grant Funds $0 $0 $0 Fees $56,000 $100,0001 $156,000 Transfer from Optical Imaging System Ca vital Project $0 $28,317 Total Funding $S6 00 $128 17 $184,317 Section 4. The following amount is appropriated for this project: 'Diviguy Tbm*FY 2001412 FY20M-03 200203 $0 $0 CMPLIMawItt of ft RdUiW $i5W $128,31 $184,31 Tow WWI $128,31 $18431 Section 5. This ordinance, originally adopted December 3, 2001 shall remain in effect from January 1, 2002 until June 30, 2003: Adopted this 31 day of September 2002. .� 5 Attachment 3: Optical Imaging Records System 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 Register of Deeds to convert current and older records to optical disks for storing, retrieval, and printing purposes. Conversion of records from hard copy to an electronic form greatly reduces the amount of office space necessary to store large volume of records. Proceeds from the County's portion of the one-half cent sales taxes 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: Through FY Through FY 2001-02 FY 2002-03 2002-03 Sales Tax $325,403 $0 $325,403 Bond Funds $0 $0 $0 Private Placement $0 $0 $0 Grant Funds $0 $0 $0 Fees $0 $0 $0 Other $0 $0 $0 Total Fundingl $325,403 $0 $325 03 Section 4.The following amount is appropriated for this project: 7broughFY Muvqo F 2001-02 FY2002-M 2002-03 Design $0 Ccon $0 Other $325,403 =5,4W Tatal Closts $0 � c Section 5. A portion of the available funds for this project has been transferred to the Automation Enhancement and Preservation Fund Capital Project, The following amendment is anticipated to complete the transfer: Through FY Through FY 2001-02 FY 2002-03 2002-03 Transfer to Automation Enhancement and Preservation Fund Project 2002-03 $0 $28,3171 28,317 Total Fundin $0 $28,3171 $28 17 Section 6. This ordinance shall remain in effect from July 1, 2000 until September 3, 2002. Adopted this 3rd day of September 2002.