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HomeMy WebLinkAboutORD-2012-018 Ordinance approving Budget Amendment #9 for FY 2011-12OR ()-a ©la -Ole ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 15, 2012 SUBJECT: Fiscal Year 2011 -12 Budget Amendment # 9 DEPARTMENT: Financial Services ATTACHMENT(S): Attachment 1. Budget as Amended Spreadsheet Attachment 2. Year -To -Date Budget Summary Action Agenda Item No. S`h PUBLIC HEARING: (YIN) No INFORMATION CONTACT. Clarence Grier, (919) 245 -2453 PURPOSE: To approve budget and capital project ordinance amendments for fiscal year 2011- 12. BACKGROUND: Health Department 1. The Health Department has received the following additional revenue: • Donation — receipt of $400 from Kidcycle, LLC, to help supplement the cost of care management and program supplies /materials for the department's Families in Focus program. • UNC Institute for Public Health — receipt of $300 in reimbursement services an Orange County staff member provided as a site visitor for an accreditation review project in Scotland County. • Aid to Counties funds — receipt of $9,645 from the North Carolina Department of Health and Human Services to allow department staff to participate in Motivational Interviewing training — a person- centered conversation method for addressing the common problem of ambivalence about change, with a focus on building rapport in the initial stages of the client - provider relationship. This budget amendment provides for the receipt of these funds for the above stated purposes. (See Attachment 1, column 1) PA Emergency Services 2. The Orange County Emergency Services Department has received notification from the N.C. Department of Crime Control and Public Safety of additional supplemental grant funds of $14,636 related to the 2011 Emergency Management Performance Grant award. The department plans to use these funds to assist in maintaining the comprehensive Emergency Management Program. This budget amendment provides for the receipt of these additional grant funds, and amends the following grant project ordinance: (See Attachment 1, column 2) Emergency Management Performance Grant ($14,636) - Project # 71049 Revenues for this proiect: Appropriated for this project: Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised EM Performance Grant funds $15,000 $14,636 $29,636 Total Project Funding $15,000 $14,636 $29,636 Appropriated for this project: Sheriffs Department 3. The Sheriff's Department has requested to purchase two (2) replacement transport vans totaling $48,060. Of the total, $38,128 is currently budgeted and available in the department's vehicle recurring capital account, and the remaining amount of $9,932 would be appropriated out of received drug funds, which currently resides in a balance sheet account within the general ledger system. This budget amendment provides for an appropriation of $9,932 from the County's fund balance for the transfer of these funds from the drug fund account to the Sheriffs departmental recurring capital account for the purchase of these vehicles. (See Attachment 1, column 3) Visitor's Bureau — Arts Commission 4. The Orange County Arts Commission received a decrease of $3,516 in the State Arts Grant allocation during FY 2011 -12. This change represents an 11.76% decrease in the amount available for state artist grants, reducing the original budget from $33,407 to $29,891 for the remainder of the current fiscal year. (See Attachment 1, column 4) Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised EM Performance Grant $15,000 $14,636 $29,636 Total Costs $15,000 $14,636 $29,636 Sheriffs Department 3. The Sheriff's Department has requested to purchase two (2) replacement transport vans totaling $48,060. Of the total, $38,128 is currently budgeted and available in the department's vehicle recurring capital account, and the remaining amount of $9,932 would be appropriated out of received drug funds, which currently resides in a balance sheet account within the general ledger system. This budget amendment provides for an appropriation of $9,932 from the County's fund balance for the transfer of these funds from the drug fund account to the Sheriffs departmental recurring capital account for the purchase of these vehicles. (See Attachment 1, column 3) Visitor's Bureau — Arts Commission 4. The Orange County Arts Commission received a decrease of $3,516 in the State Arts Grant allocation during FY 2011 -12. This change represents an 11.76% decrease in the amount available for state artist grants, reducing the original budget from $33,407 to $29,891 for the remainder of the current fiscal year. (See Attachment 1, column 4) Child Support Enforcement 5. Child Support Enforcement, in an effort to improve efficiencies in its operation, will contract with Starpoint Global Services for the systematic scanning of case files and records belonging to Child Support Enforcement. This budget amendment provides for reimbursement revenue of up to $52,000 to cover the cost of the scanning services. (See Attachment 1, column 5) FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION(S): The Manager recommends the Board of County Commissioners approve budget and grant project ordinance amendments for fiscal year 2011 -12. /k !; \§ (k !\ }+ }\ CM (/ k22`)� -!!!7 ct &!m)�tl� ■!l��.Ik, #` 2.k��k� - - - -- -- t�l.;!!! �ligg ! ;.! ■.■! =�# |!2 ■- }�k� \k�k(��t���� 2 z! . - -- - 777S$E|!!!�_..I §- 'a » -.l =• 772� )f 77N§! 5!!7 kal \ } }'� } }�� \} k{ } }}�} \ \ \ \\ ,46jwc�--L )§ {ik�k� F.77 2S /@ l7,f22 . A�■■!!.� §!!(k.lk■ !�- k!• §!! :iee£k£ ■E . 2lS�,IaE� ! ff! l� |J. E $�!l(w}� !`E`£.■§! ;a f f! ■13;®2! ■J! !|!'!�, |! 2 || |! kk k� !/ - §■/K■ - - - - ! - - ■...8 - - - §........, -- - - - - §, - - §!.•..... - - -- - - |@§: -- -- - - - - -- - - --- - - - - -- -- _ E, ! ■ 32 ! � |))�K2 £ !!�§BJ� 20 ~�; , ! ;|! ; °mt!| ! / +kz _ ! ■; �_: {7 ■�, ; /\° !; -E'00 r` �` ;ole !.`° ®- o!!�G!!: �R% - ! ;!! |�` ' ;3«;§�« ' § § |!2` ]lwfk)!!|!2!!! |i«!)!!!` §k ||§ |)002$2! Year -To -Date Budget Summary Fiscal Year 2011 -12 General Fund Budget Summary Original General Fund Budget 1 $178,177,522 Additional Revenue Received Through Budget Amendment #9 (May 15, 2012) Grant Funds $167,244 Non Grant Funds $3,845,365 General Fund Fund Balance for 870.675 Anticipated Appropriations (i.e. Encumbrances) $806,519 General Fund Fund Balance Appropriated to Cover Unanticipated Expenditures $375,356 Total Amended General Fund Budget $183,372,006 Dollar Change in 2011 -12 Approved General Fund Budget $5,194,484 % Change in 2011 -12 Approved General Fund Budget 2.92% Authorized Full Time Equivalent Positions Original Approved General Fund Full Time Equivalent Positions 783.925 Original Approved Other Funds Full Time Equivalent Positions 87.750 Position Reductions during Mid -Year 1.000 Additional Positions Approved Mid -Year 0.000 Total Approved Full- Time - Equivalent Positions for Fiscal Year 2011 -12 870.675 A 41AW4 a s $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 -13); $21,974 for budget carryforwards from FY 10 -11 and $7,334 for Hyconeec hee Car per MOU (BOA #6); $23,300 for purchase of a new van for Economic Development (BOA #8); $9,932 to cover remaining cost of two (2) transport vans (BOA #9) 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 h. Fiscal Year 2011-12 Budget Amendment#9 The Board approved budget and capital project ordinance amendments for fiscal year 2011-12 for Health Department, Emergency Services, Sheriff's Department, Visitor's Bureau —Arts Commission, and Child Support Enforcement. i_ Applications for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City Schools and Orange County Schools and Contingent Approval of Budget Amendment#9-A Related to School Capital Project Ordinances The Board approved and authorized the Chair to sign the applications for NC Education Lottery Proceeds; and approve Budget Amendment#9-A receiving the Lottery Funds and amending the School Capital Project Ordinances, contingent on the State's approval of the applications. L Approval of a Resolution Regarding a Lease Agreement between Chapel Hill — Carrboro City Schools, NWN Corporation/Cisco Systems, Inc. and Key Government Finance, Inc. The Board approved and authorized the Chair to sign the resolution regarding a lease agreement between Chapel Hill-Carrboro City Schools (CHCCS), NWN Corporation/Cisco Systems, In., and Key government Finance, Inc. k. Contract Award for Master Planning Services, Southern Human Services Master Plan The Board approved the Professional Services Agreement with Clarion Associates ("Clarion") in an amount not to exceed $110,000 for the Development of a Master Plan and potential Special Use Permit modifications for the Southern Human Services Campus; and authorized the Chair to execute the Agreement. 6. Public Hearings NONE 7. Regular Agenda a. Resolution Regarding the Next General Reappraisal of Real Propert y The Board considered 2015 as the optimal year for the next general reappraisal of real property and to approve a resolution establishing the year for the next general reappraisal of real property in Orange County. Tax Administrator Jenks Crayton said that if there was a revaluation now the problem would be made worse. There has been a drop in sales. Foreclosures are running at twice the level of last year. Also, none of Orange County's neighbors are planning to do a revaluation before 2015, which is the Manager's recommendation. Chair Pelissier made reference to the packet of information from Joe Phelps. PUBLIC COMMENT: Joe Phelps said that he has been in real estate for 25 years and is a broker/owner of Phelps Realty. He had requested previously to make a presentation to the Board of County Commissioners about why the County needs to stay on schedule for the tax revaluation, but it was denied. He said that he did meet with the Tax Administrator and it was a good conversation, but he did not agree with him about everything, especially the COD. He referred to several discrepancies that he thought existed in Mr. Crayton's presentation. He went through his handout: "In the packet tonight on this subject there are some statements I think are very misleading. Orange County is not like many other counties in North Carolina. We don't have the high unemployment others have and we have many high paying jobs in the Triangle, so to compare Orange County to other not doing revaluation I think is misleading. The big thing is 09p- QoiQ- c oq ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 22, 2012 SUBJECT: Fiscal Year 2011 -12 Budget Amendment # 7 DEPARTMENT: Financial Services ATTACHMENT(S): Attachment 1. Budget as Amended Spreadsheet Attachment 2. Year -To -Date Budget Summary Attachment 3. Letter from Orange Grove Volunteer Fire Company Action Agenda Item No.— PUBLIC HEARING: (YIN) No INFORMATION CONTACT: Clarence Grier, (919) 245 -2453 PURPOSE: To approve budget and grant project ordinance amendments for fiscal year 2011- 12. BACKGROUND: Aging 1. The Department on Aging has received notification of the following changes in revenue: • Home and Community Care Block Grant – receipt of an additional $14,000 in the FY 2011 -12 allocation of Home Community Care Block Grant funds. The department plans to use these funds to purchase occupational therapy services from the University Of North Carolina Department Of Allied Health Services. • Retired Senior Volunteer Program (RSVP) — the Department on Aging received notification from Corporation for National and Community Services of a twenty percent reduction in grant support, totaling $10,419. Orange County's RSVP has implemented several cost reduction measures to reduce its operating expenses as a result of this funding loss. (See Attachment 1, column 1) 2. The Department on Aging, based on current year collections, anticipates receiving an additional $5,000 in fees for this fiscal year from the Fit Feet program, which provides nurses and supplies for the Senior Citizen Health Promotion (Wellness) Program. This budget amendment provides for the receipt of these revenues and amends the current Senior Citizen Health Promotion Grant Project Ordinance as follows: (See Attachment 1, column 2) Revenues for this proiect: A ppropriated for this pr o'ect: FY 2011 -12 Current Budget FY 2011 -12 Amendment FY 2011 -12 Revised Senior Citizen Wellness Funds $160,805 $5,000 $165,805 Total Project Funding $160,805 $5,000 $165,805 A ppropriated for this pr o'ect: Social Services 3. The department has received additional funds for the following programs: Home and Community Care Block Grant — receipt of an additional $3,578 in the FY 2011 -12 allocation of Home Community Care Block Grant funds which will be used to pay for services for elderly to avoid institutional placement. Adult Home Specialist Fund — receipt of additional funds in the amount of $11,588. These funds are awarded based on the number of licensed adult care homes in each county as a proportion of the total number of homes statewide. (See Attachment 1, column 3) Library 4. The department has received the following additional revenues: • Library State Aid — Receipt of additional funds in the amount of $4,493. These funds will be used for books and book processing at the Main branch. • Donations — Orange County Library Services has received a donation of $500 from the Triangle Community Foundation. The department plans to use these funds to further enhance the Adult and Teen Programming at the Main branch library. • Donations — Orange County Library Services has received a donation of $400 from the Friends of the Library. The department plans to use these funds for Programming at the Main branch library. • Donations — Orange County Library Services has received a donation of $3,000 from the Carrboro Friends of the Library. These funds will be used to enhance the materials at the Carrboro McDougle branch. (See Attachment 1, column 4) Orange Grove Fire District 5. The Orange Grove Volunteer Fire Company has requested $20,000 from the district's available fund balance to partially fund the construction of the new fire substation planned on Rocky Ridge Road. With this appropriation, approximately $6,000 remains in the district's available fund balance. This budget amendment provides for the appropriation from the district's fund balance for the above stated purpose. (See Attachment 1, column 5) FY 2011 -12 Current Budget FY 2011 -12 Amendment FY 2011 -12 Revised Senior Citizen Health Promotion $160,805 $5,000 $165,805 Total Costs $160,805 $5,000 $165,805 Social Services 3. The department has received additional funds for the following programs: Home and Community Care Block Grant — receipt of an additional $3,578 in the FY 2011 -12 allocation of Home Community Care Block Grant funds which will be used to pay for services for elderly to avoid institutional placement. Adult Home Specialist Fund — receipt of additional funds in the amount of $11,588. These funds are awarded based on the number of licensed adult care homes in each county as a proportion of the total number of homes statewide. (See Attachment 1, column 3) Library 4. The department has received the following additional revenues: • Library State Aid — Receipt of additional funds in the amount of $4,493. These funds will be used for books and book processing at the Main branch. • Donations — Orange County Library Services has received a donation of $500 from the Triangle Community Foundation. The department plans to use these funds to further enhance the Adult and Teen Programming at the Main branch library. • Donations — Orange County Library Services has received a donation of $400 from the Friends of the Library. The department plans to use these funds for Programming at the Main branch library. • Donations — Orange County Library Services has received a donation of $3,000 from the Carrboro Friends of the Library. These funds will be used to enhance the materials at the Carrboro McDougle branch. (See Attachment 1, column 4) Orange Grove Fire District 5. The Orange Grove Volunteer Fire Company has requested $20,000 from the district's available fund balance to partially fund the construction of the new fire substation planned on Rocky Ridge Road. With this appropriation, approximately $6,000 remains in the district's available fund balance. This budget amendment provides for the appropriation from the district's fund balance for the above stated purpose. (See Attachment 1, column 5) Cooperative Extension 6. Cooperative Extension has received additional training class fees of $1,600. These funds will be used to cover the costs of the Breeze Farm mentor's services in maintaining the farm, as well as working with the apprentices. This budget amendment provides for the additional revenue of $1,600 for the above stated purposes. (See Attachment 1, column 6) FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION(S): The Manager recommends the Board of County Commissioners approve budget and grant project ordinance amendments for fiscal year 2011 -12. k§ \/ \� k\ kCO §\ /j ki k§ { £�J ■!/ / \) |! °! ;•_,! �kkkk! =2,�2 08 1 - - - -. - ; |�{(� +!2911.2 E' !|a k �2 ee (k)k!) #\ §£!�a \I� )k���)k - - - -- - w | ■§kk!!!.!_ §_> !r2 #la0 ; - !�!»!! �kj( /�kk) /� \k ; ° \kJ yEc! §!k(( /$ .| k .�I } }- } } } }- \/ §| k{ !!z|]!!!|!!! ! | |, Ek \\ /m kt 0 CO /{ &§ \\ \\ <w k2 : � -7 ■�!¢ {kk)�))\ 7!!!a3 !!!!!! -a!` . ,» �.!•,� $ | /] * =_ #�k]J.i a �}k)§k�k)� ƒ \2 ! lZ5 !! . ƒk / -kkf/ � ;#t■I�■ =! |! !,! ": —!■ # °! k -!aE.G _. aE kl�� §k /$�� k| . || }� 7-- ------ I - - - - - - - - - - Isl a ©a ° °a �; ■ a; ens: 2...2{.&......... \�..,......\ - - - - -- -------- ._ - - - - -- - - - -- E _ \2E -E 2- ) k§ !| /!! ` /« !; { e | § §` _ !, ;!! /t elf 2 12 ;2 -! |§k)� |;!#!!2■�!;!° °`��` | E Eff ` 7." r! «7�� e !2_ �° | ■ e!� ©•" ® ®s!!`)#|!,�l; ; !!2§3a§§k! ;��� |% |E §Eg =M«f!E'E "ao !2)E ;e °«§ ;��. 22■ \§!k§ Adtve- 0, s Year -To -Date Budget Summary Fiscal Year 2011 -12 General Fund Budget Summary Original General Fund Budget 1 $178,177,522 Additional Revenue Received Through Budget Amendment #7 March 22, 2012) Grant Funds $167,244 Non Grant Funds $3,747,545 General Fund Fund Balance for 870.675 Anticipated Appropriations (i.e. Encumbrances) $806,519 General Fund Fund Balance Appropriated - to Cover Unanticipated Expenditures $342,124 Total Amended General Fund Budget $183,240,954 Dollar Change in 2011 -12 Approved General Fund Budget $5,063,432 % Change in 2011 -12 Approved General Fund Budget 2.84% Authorized Full Time Equivalent Positions Original Approved General Fund Full Time Equivalent Positions 783.925 Original Approved Other Funds Full Time Equivalent Positions 87.750 Position Reductions during 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 -13); $110,573 in insurance proceeds received in FY 2010 -11 to cover purchase of 3 ambulances (BOA #2 -13); $21,974 for budget carryforwards from FY 10 -11 and $7,334 for Hyconeechee Car per MOU (BOA #6) 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 A- 3 Orange Grove Volunteer Fire Company 6800 Orange Grove Road Hillsborough, NC 27278 January 17, 2012 Mr Paul Laughton Budget and Management Analyst 200 South Cameron Street Hillsborough, NC 27278 Dear Sir, Thank you for your information concerning the available reserve funds your office maintains for Orange Grove Volunteer Fire Company. We understand that there is approximately $26,000.00 in that reserve fund. You have informed Chief Holmes that up to $20,000.00 of that amount could be used to partially fund our new substation planned on Rocky Ridge Road. Based on your comments, we understand that a letter requesting those funds would be the appropriate instrument to obtain those funds. Accordingly we, the undersigned Directors of the Orange Grove Volunteer Fire Company, hereby request $20,000.00 be released from the reserve fund and transferred to our bank account. These funds will used to pay for a significant portion of the construction of our new Sire substation. Please let us know if you need further information and thank you for your assistance. Sincerely, Ed Johns n Vice President AM ' Dr Tom Griggs Director Robert Witter Director Ron Bartholomew V�k Lloy S The- i'J ry ` Treasurer se DuClau Ronnie Kirk 'Director Director Guy Randell Bobby Baker Director Director • Approval of Remaining Consent Agenda O - otd!2•v o 7 - A motion was made by Commissioner Foushee, seconded by Commissioner Se' Hemminger to approve those items on the consent agenda as stated below: VOTE ON CONSENT AGENDA: UNANIMOUS • Discussion and Approval of the Items Removed from the Consent Agenda a. Minutes This item was removed and placed at the end of the consent agenda for separate consideration. b. Motor Vehicle Property Tax Release/Refunds The Board adopted a release/refund resolution, which is incorporated by reference, related to 4 requests for motor vehicle property tax releases or refunds in accordance with NCGS. c. Property Tax Releases and/or Refunds The Board adopted a resolution, which is incorporated by reference, to release property values related to seventeen (17) requests for property tax release and/or refund in accordance with North Carolina General Statute 105-381. d. Impact Fee Reimbursement Request The Board approved an impact fee reimbursement request from Habitat for Humanity of Orange County, NC, Inc. for$53,312 for seven (7) homes recently constructed in the County. e. Fiscal Year 2011-12 Budget Amendment#7 The Board approved budget and grant project ordinance amendments for fiscal year 2011- 12 for Department on Aging, Social Services, Library, Orange Grove Fire District, and Cooperative Extension. L Update the Resolution Adopting a Policy for Mutual Assistance with Other Law Enforcement Agencies The Board approved a resolution, which is incorporated by reference, updating the 1985 Resolution Adopting a Policy for Mutual Assistance with Other Law Enforcement Agencies, which allows the Sheriff's Department to enter into mutual assistance agreements with other law enforcement agencies to provide temporary assistance as needed and authorized the Chair to sign. 6. Public Hearings a. Review and Adoption of the Master Telecommunication Plan (MTP) Map Modification The Board reconvened the February 27, 2012 Quarterly Public Hearing and considered adopting the proposed Master Telecommunication Plan Map modifications. Planner II Glenn Bowles introduced this item. He said that this map was adopted in May 2011 and the staff is asking the Board to adopt this. There is also a map of existing cell towers. Commissioner Jacobs said that there is an existing tower on the Blackwood site. He asked if the proposal was to put another tower on this site and Glenn Bowles said yes. The