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Home My WebLink AboutAgenda - 06-19-2012 - 5iDRD- aDia -Oa3 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 19, 2012 Action Agenda Item No. 5- j SUBJECT: Fiscal Year 2011 -12 Budget Amendment # 10 DEPARTMENT: Finance and Administrative PUBLIC HEARING: (Y /N) No Services ATTACHMENT(S): Attachment 1. Budget as Amended Spreadsheet Attachment 2. Year -To -Date Budget Summary Attachment 3. Letter from NCDOT (Orange Rural Driveway Reimbursement) Attachment 4. BOCC Resolution (Orange Rural Driveway Reimbursement) INFORMATION CONTACT: Clarence Grier, (919) 245 -2453 PURPOSE: To approve budget, grant, and capital project ordinance amendments for fiscal year 2011 -12 and approve a reimbursement resolution for Orange Rural Fire Department. BACKGROUND: Department on Aging 1. The Department on Aging has received the following additional revenue: Operation Fan - funds totaling $3,000 for Operation Fan from Duke Power through the Triangle J Council of Governments. This program purchases fans and air conditioners for low- income, older adults in need in Orange County. • National Family Caregiver Support Program - funds totaling $750 to provide support to individuals who are the primary caregivers of frail older adults through the Caregiver Day Out program, in -home respite, and adult day care respite services. (See Attachment 1, column 1) 2. The Department on Aging has requested to purchase ten (10) computers totaling $12,397 out of funds received for SeniorNet, which currently resides in a balance sheet account within the general ledger system. This budget amendment provides for an appropriation of $12,397 from the County's fund balance for the transfer of these funds from the SeniorNet fund account to the Department on Aging's departmental recurring capital account for the purchase of these computers. (See Attachment 1, column 2) Miscellaneous 3. The 2011 -12 Board Approved Budget included funds for an anticipated Health Insurance Increase of up to $552,598 in a Governing and Management Non - Departmental line item. This budget amendment provides for the actual allocation of $326,778 needed from these funds to cover health insurance expenditures within departments. The funds will cover the Health Insurance Savings (HSA) contributions to employees ($212,798) as well as health insurance rate increases that were effective January 2012($113,980). (See Attachment 1, column 3) Emergency Services 4. Orange County Emergency Services has received notification of three (3) Homeland Security Grant Program awards through the N.C. Department of Crime Control and Public Safety Division of Emergency Management. A 2010 Homeland Security Grant Program of $50,000 must be expended by July 31, 2013, and two (2) 2011 Homeland Security Grant Programs totaling $46,857 must be expended by August 31, 2014. These grant awards are provided to conduct training activities to improve preparedness, response and recovery to natural disasters, acts of terrorism, and other man -made disasters. This budget amendment provides for the receipt of these additional grant funds, and establishes the following new multi -year grant project ordinances: (See Attachment 1, column 4) 2010 Homeland Security Grant Program ($50,000) - Project # 71050 Revenues for this proiect: Appropriated for this proiect: Current FY FY 2011 -12 FY 2011 -12 2010 Homeland Security Grant 2011 -12 Amendment Revised 2010 Homeland Security Grant $0 $50,000 $50,000 Funds Total Project Funding $0 1 $50,000 1 $50,000 Appropriated for this proiect: 2011 Homeland Security Grant Program ($46,857) - Project # 71051 Revenues for this proiect: Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised 2010 Homeland Security Grant $0 $50,000 $50,000 Total Costs $0 $50,000 $50,000 2011 Homeland Security Grant Program ($46,857) - Project # 71051 Revenues for this proiect: Current FY FY 2011 -12 FY 2011 -12 2011 -12 Amendment Revised 2011 Homeland Security Grant $0 $46,857 $46,857 Funds Total Project Funding $0 1 $46,857 1 $46,857 Appropriated for this project: Emergency Telephone System Fund 5. As part of the radio narrowbanding project to have all public safety conventional radios in compliance with the FCC mandate effective January 1, 2013, this budget amendment provides for an appropriation of $14,500 from available fund balance within the Emergency Telephone System Fund to purchase replacement equipment for the project. (See Attachment 1, column 5) County Campus /Office Building /Library Capital Project 6. On June 5, 2012 the Board approved item 7 -C which appropriated fund balance to provide payment for the Eno River Parking Deck. To complete the purchase, an additional $25,000 is needed to cover the associated closing costs on this transaction. This amendment provides for the appropriation of the necessary funds from the General Fund's fund balance, and amends the budget for the following capital project as stated below: (See Attachment 1, column 6) County Campus/Office Building/Library ($25,000) - Project # 10038 Revenues for this project: Current FY 2011 -12 FY 2011 -12 Amendment FY 2011 -12 Revised 2011 Homeland Security Grant $0 $46,857 $46,857 Total Costs $0 $46,857 $46,857 Emergency Telephone System Fund 5. As part of the radio narrowbanding project to have all public safety conventional radios in compliance with the FCC mandate effective January 1, 2013, this budget amendment provides for an appropriation of $14,500 from available fund balance within the Emergency Telephone System Fund to purchase replacement equipment for the project. (See Attachment 1, column 5) County Campus /Office Building /Library Capital Project 6. On June 5, 2012 the Board approved item 7 -C which appropriated fund balance to provide payment for the Eno River Parking Deck. To complete the purchase, an additional $25,000 is needed to cover the associated closing costs on this transaction. This amendment provides for the appropriation of the necessary funds from the General Fund's fund balance, and amends the budget for the following capital project as stated below: (See Attachment 1, column 6) County Campus/Office Building/Library ($25,000) - Project # 10038 Revenues for this project: Appropriations for this proiect: FY 2011 -12 Current FY 2011 -12 FY 2011 -12 Budget Amendment Revised County Campus Bldg, Library $26,874,000 $25,000 $26,899,000 Total Project Funding $26,874,000 $25,000 $26,899,000 Appropriations for this proiect: Department of Social Services 7. The Department of Social Services has received additional revenue in the amount of $1,479 from the United Way. These funds were collected through the United Way giving campaign and are intended for use for the annual toy chest gift program sponsored by the department. This budget amendment provides for the receipt of these funds, and are budgeted in a special Adoption Enhancement Fund outside of the General Fund. FY 2011 -12 Current FY 2011 -12 FY 2011 -12 Budget Amendment Revised County Campus Bldg, Library $26,874,000 $25,000 $26,899,000 Total Project Funding $26,874,000 $25,000 $26,899,000 Department of Social Services 7. The Department of Social Services has received additional revenue in the amount of $1,479 from the United Way. These funds were collected through the United Way giving campaign and are intended for use for the annual toy chest gift program sponsored by the department. This budget amendment provides for the receipt of these funds, and are budgeted in a special Adoption Enhancement Fund outside of the General Fund. Department of Environment, Agriculture, Parks and Recreation ( DEAPR) 8. Orange County has been awarded $15,000 by the NC Department of Cultural Resources. In May 2012, DEAPR was notified that the project, to conduct a further cultural and archaeological survey for the Hollow Rock Access Area, was selected for funding. The planned Hollow Rock Access Area is located at the intersection of Erwin Road and Pickett Road in southeastern Orange County. A master plan for the site was approved by the Board in 2010, and also by project partners, Durham County, City of Durham, and Town of Chapel Hill. The purpose of this project is to learn more about the history of the property to help with future site interpretation for park visitors, and to avoid any sensitive areas during the construction of park facilities. Upon acceptance of the grant award and budget amendment, staff will solicit proposals from qualified firms to conduct the survey. The survey must be completed by August 2013 under the grant contract. This amendment provides for the receipt of these funds and amends the budget for the following capital project: (See Attachment 1, column 7) New Hope Creek Preserve ($15,000) - Project # 20027 Revenues for this project: Appropriations for this project: FY 2011 -12 FY 2011 -12 FY 2011 -12 Current Amendment Revised Budget New Hope Creek Preserve $25,000 $15,000 $40,000 Total Project Funding $25,000 1 $15,000 1 $40,000 Appropriations for this project: Orange Rural Fire Department 9. In 2012, Orange Rural Station #3 was completed on SR 1553 (Walker Road) to enhance fire and first responder protection in the Orange Rural Fire District. Part of the construction included the need to pave the driveway from the fire station to Walker Road. The department was invoiced for those services by Holland Construction in the amount of $31,153. North Carolina Department of Transportation ( NCDOT) received a request from the Orange Rural Fire Department for reimbursement cost for driveway construction for the new Station #3. Under NCDOT policies, the County is responsible for invoicing NCDOT for reimbursement of eligible construction costs not to exceed FY 2011 -12 FY 2011 -12 FY 2011 -12 Current Amendment Revised Budget New Hope Creek Preserve $25,000 $15,000 $40,000 Total Project Funding 1 $25,000 1 $15,000 1 $40,000 Orange Rural Fire Department 9. In 2012, Orange Rural Station #3 was completed on SR 1553 (Walker Road) to enhance fire and first responder protection in the Orange Rural Fire District. Part of the construction included the need to pave the driveway from the fire station to Walker Road. The department was invoiced for those services by Holland Construction in the amount of $31,153. North Carolina Department of Transportation ( NCDOT) received a request from the Orange Rural Fire Department for reimbursement cost for driveway construction for the new Station #3. Under NCDOT policies, the County is responsible for invoicing NCDOT for reimbursement of eligible construction costs not to exceed $25,000 (See Attachment 3). NCDOT will remit payment to the County and the County will in turn disperse the funds to Orange Rural Fire Department. This budget amendment provides for the receipt of these reimbursement funds for remittance to the Orange Rural Fire Department, and provides for the Board of County Commissioners to adopt the attached Resolution (Attachment 4) for reimbursement authorizing the Chair to submit an invoice to NCDOT in the amount of $25,000 on behalf of Orange Rural Fire Department, with the Finance and Administrative Services Director acting as the County's agent. (See Attachment 1, column 8) FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION(S): The Manager recommends the Board of County Commissioners approve budget, grant, and capital project ordinance amendments for fiscal year 2011 -12 and approve the reimbursement resolution for Orange Rural Fire Department. • Attachment 1 Orange County Proposed 2011-12 Budget Amendment The 2011-12 Orange County Budget Ordinance i6 amended as follows: e" aleb ex,ahee. `. [wry tom.as *WWI bp ea annual b,egeteanene •91 mamws to el f2-Fund Belem. 95-Fork BSYnee N q-Fu Balance 47-New Hope Conk N-Recdpl of 0.pdmeM en Apinp epgopMlbn N 012,307 93-Nbcelbn N Hee0h F-Onnpe Gurdy opmo 01514000 epgopdeden N 025,000 Reserve Capital ProMet reimbursement funds of from tha Odglnel 9udgat Ereumbran. aud,00 as Amend.4 Budget as Amended han Tdenple J. Ran the Genet Ford b Insurance Incroeee Non- Emergency Sonic.. Telephone System 1palry from tlN Goland FwuM M 0•00 Preservation and 5nl leer,ce of funds Budpat eel Amendetl of NC Carry Forwards through BOA 098 the Depadmae w Agog Departmental eaouM raeatp N HerneleM porches*eadpneM usodatad vAU the 515,000 for Hollow Rook to 0.s Operation Fen(53,000) P coda bra*A00 b age Rand Fin through BOA 010 end National GeepYer to cover the wet of departments es for the redo Supped propene(5750) SenbrNet computers ner,ee0endvg project Wrc Psddnp look River Phu,II Study Department 000010uctlen web y amoral Fund • Revenue Property Taxes 133,471,176 133,471,176 133,471,176 0 $ - $ • f • 9 • { • 5 - f • 133,471,176 Sales Taxes 16,383,790 16,283,710 10,283,710 5 • f 0 - $ • $ f • f - 0 - 16,203,790 Lloenee and Permits 313,000 313,000 313,000 $ • 0 • 0 • $ f { 5 • 313,000 InttrgnvemmeMat 16,909,463 16,009,463 20,658,962 9 3,750 9 • 5 • . f { - S • 20,862,712 Charges for armlet 0,617,472 9,017,473 9,580,272 $ • f • f • { $ - 5 i S - 8,X6,272 Investment Earnings 140,000 - 100,2n 130,112 140,000 MleeNtanneua 1,283,349 1,831,283 1.109,131 1.030,031 Transfers from Other Funds 1,044,917 1,064,017 1,084,817 t,O84,H1 Fund Balance 1,131,417 041,619 1,837,939 3,313,282 f 12,397 f 26,000 3,350,688 Total General Fwd Revenues 170,177,522 806,610 170,04,041 100,180,540 S 3,750 1 12,397 5 • f - S - f 26,000 f - 5 • 105,210,687 Expenditures Governing 6 Renege1010M 14,072,861 214,022 14,288,883 14,216,837 (287,188) • 13,820,549 General Services 17,843,335 134,794 17,680,029 17,808,669 20,230 17,708,799 Community I Environment 6,801,941 70,041 6,877,907 4830,057 40,791 6,870,826 Human Services 32,526,018 123,048 32,648,964 36,230,202 3,758 12,387 67,261 36,313,800 nubile Safely 18,697,378 230,947 10,037,326 20,198,932 - 160,325 • 20,311,169 0000re6 Recreation 2,211,103 16,652 2,236,766 2,257,160 • 3,712 • 2.270.070 Education 82,122,595 • 82,122,516 91,460,389 81,458,350 .Out 4,194,502 • 4,1114,831 0,211,383 16.830 ,240.383 Total General Fund Appropriation 170,177,622 806,619 178,994,041 164110,1540 1 3,750 5 12,397 f - 1 • 5 - 21,000 5 - { - 1866,210,887 ! • i • { 5 • S { { rho 0120100 Funds Revenues Property Tax 5 3,499,801 5 3,409,861 5 3,499,961 S 3,409,961 Intergovernmental 5 Inveatment Earnings 5 1,661 { 1,561 f 1,651 5 16,000 S 26,000 f 1,861 Appropriated Fund Balance 5 80,188 f 60,180 f 00,199 S 00,150 FM GIeWeb Fund Revenue 3,561,801 5 3,411,831 3,5851,101 S 3,600,001 Expenditure. Remittance to Fate Oise. 1 5 3,551,901 I 1 1 3,541,801 1 5 0,681,501 1 1 1 1 1 I 1 1$ 25,000 1 1 3,606,001 I Emergency Telephone System Fund Revenues Charges for Services 5 455,351 $ 441 OnM Fonds f ,383 5 458,309 9 465,396 Appropriated Fund Balance f 60,832 3 30,158 5 81,091 5 1M,581 14,600 S 090,167 Total Revenues 5 6,348 5 ]0,130 5 636,487 5 581,061 5 • 9 - $ 14,580 f 695,557 Expenditures /Emergency Telephone System Fund I f 606,348 15 30,139 1 5 636,487 1{ 681,067 I I I I 1 14,500 I 10 596,657 I • • • VF Attachment 1.Orange County Proposed 2011-12 Budget Amendment The 2011-12 Orange County Budget Ordinance is amended as follows: .ryloMao. naaoal Men ear 61-RaniptMMMMW 82-FuIM Balance BS-Fund Balance 5-Fund Balance 87-New Hope Creek 5-Receipt of ores for the aBPOBr t of$12.5'7 83-A 00.110 of Health N•Orange County approprialien of 510,500•Ppropdalbn of$25,000 Preserve Capital Enemn01 ButlpN N Amended from the Gemmel Fund to Imumm�Increase Non E stork $25,0 from CMS of OdginN Budget Budget N Amended Dehom Triangle p margeeM S.M..' There Emergency from tin(lariat.'fie.'b receipt of NC Historic $35.051rom.'COOT Budget as Amended Carry Forwards through BOA pit gw Department on Apiny Departmental avnuM to receipt of Homebred Telephone System Fund corer closing ceeb Pnservalbn Fund and nmNbma of tondo Oparetion Fan(1]'000) fe cover ale reed of da rtmsM. S M fBRCMSa aqulament associated E0h the 015,000 for Hollow Rook b Orange Runt Fire through BOA 610 and Nation.'Caregiver ,;;n:7.,"' enbrNet eenp,Aan pa Y Ward Awa1M Iw the redo purslane S.5 Em Riven Ph..II Archeological Departnwrd I«cool.y of Support Propnm($750) nen...anding project Perking Deck Study coma..note Gram Pryer Fund Revenues Intergommmentel 442,136 442,135 568,725 $ 5,067 765,582 Charge.for Service. 24,000 24,000 77,000 77,000 Transfer kom General Fund 71,71e 71,214 71,214 71,214 Miscellaneous - - • - 31,000 31,000 Transfer from Other Fonda . - Appropriated Fund Balance - $ 7,208 7,205 7,295 Toted Revenue 537,341 $ 7,208 644,557 543,147 - 7,004 _$ 5,167 $ _ .'2,004 Expenditure. NCACC Employee Wellness Grant -. 5,000 5,000 Governing and Management - i - • 5,000 5 $ - $ - $ • f - 6,55 NPDES Grant - $ • • 50,700 Bg,700 NC Tomorrow COBS(MulS-year) - $ - • 50,000 50.000 Growing New Fannin Grant 30,600 30088 Community and Environment - 5 • - 100,700 f - 5 • 0 - $ • 0 CMd Care Health-Smell Start 73,252 73,252 83.600 100,75 Scattered Site House Grant - 63'85 CeMpro Growing Healthy Kids Grant _- HeaMry Carolinians HaaHh&Wellness Trust Gant 80,930 $ 7 80,037 94.507 80507 Senior Mitten Health Pronnlbn(WeMOSe( 5.604 $ 7,201 15,805 165,005 185,805 Dental HeeOh-Smart Start Intensive Horn Visiting 57,715 57,718 Hunan Rye 6 Relations HUD Grant Senior COben Health Promotion(Must-W) SenbMN Program(MuSB-Vasr) Enhanced C14d Services Coots-SO 01.0.1..Education Program(MultFVeer) Specialty Crops Grant Laval Food MSlallea Grant Reducing Health Dispanba Grant(4NIhI, 70,986 78.986 FY 205 Recovery Ad HPRP Human Services 320,504 5 7,208 327,712 403,200 5 - $ - 0 • 8 - $ - 403,208 Criminal Justice Poemnhb Plegram 210,45 216,045 215,045 218,845 Hazard Mitigation Generate Project Buffer Zone Protection Program 800 MHz Communications Transition Sena Our Schools-OCS Grant Citizen Corps Council 01.5 COPS 205 Techmbpy Program $COPS 205 Technology Pmgnm $EM Performance Giant f - 60,272 44,272 2010 Homeland Security Grant-ES 0 50.000 50000 2011 Homeland enmity Grant-ES 0 46,557 44,857 Justin Mahn.Act(JAG)Program $ - $ - 16,122 95,122 Public Safety $ 210,845 0 • 8 216,866 276,239 5 - $ 5 - $ 5,867 $ - 373,56 total ESPendllums $ 537,34$ f 7,208 8 544,567 046,147 5 - 5 - $ - $ 94,057 $ - 142,004 J Year -To -Date Budget Summary Fiscal Year 2011 -12 General Fund Budget Summary Original General Fund Budget $178,177,522 Additional Revenue Received Through Budget Amendment #10 (June 19, 2012 Grant Funds $167,244 Non Grant Funds $4,646,649 General Fund Fund Balance for 870.675 Anticipated Appropriations (i.e. Encumbrances) $806,519 General Fund Fund Balance Appropriated to Cover Unanticipated Expenditures $387,753 General Fund Fund Balance Appropriated to Purchase Eno River Parkin Deck $1,025,000 Total Amended General Fund Budget $185,210,687 Dollar Change in 2011 -12 Approved General Fund Budget $7,033,165 % Change in 2011 -12 Approved General Fund Budget 3.95% 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 -B); $110,573 in insurance proceeds received in FY 2010 -11 to cover purchase of 3 ambulances (BOA #2 -B); $21,974 for budget carryforwards from FY 10 -11 and $7,334 for Hyconeechee 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); $12,397 to purchase computers for the Department on Aging's SeniorNet program (BOA #10) $1,000,000 fund balance appropriated from General Fund to purchase Eno River Parking Deck (BOA #9 -B); $25,000 to cover closing costs for Eno River Parking Deck (BOA #10) 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 (BOA #2) w W a 1`P; STATE of NORTH CAROLINA DEPARTMENT OF TRANSPORTATION BEVERLY EAVES PERDUE EUGENE A. CONTI, Jr. GOVERNOR SECRETARY April 13, 2012 ORANGE COUNTY Jeff Roberts President- Orange Rural Fire Department P. O. Box 1511 Hillsborough, NC 27278 Subject: Orange Rural Fire Station No. 3 Located on SR 1553 (Walker Road) Verification of Minimum Construction Standards and Reimbursement for Driveway Construction Dear Mr. Roberts, District staff has performed a final inspection of the driveway construction at the above location. The installation was found to be in reasonable conformance with the approved plans and NCDOT standards. Orange Rural Fire Department is eligible for reimbursement for verifiable construction costs for the portion of the driveway serving the apparatus bays up to $25,000.00. In order to receive reimbursement it will be necessary for you to submit the following items: 1. Copies of itemized invoices from your contractor for the subject work. 2. Copies of cancelled checks and/or receipts indicating proof of payment. 3. Invoice from Orange County on County letterhead in the exact amount of verifiable and eligible construction costs not to exceed $25,000. Upon receipt and verification of these documents, NCDOT will make payment to Orange County with the expectation that funds will be appropriately credited to Orange Rural Fire Department. Feel free to contact me if you have any questions. S � n C. N. Edw ds Jr., PE District Engineer Cc: J. M. Mills, PE, Division Engineer J. B. Hunsinger, Division Project Manager Frank Clifton, Orange County Manager P.O. Box 766 Graham, N.C. 27253 Telephone (336)- 570 -6833 RE51 ao101 - 0 (03 ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS A RESOLUTION REQUESTING TRANSPORTATION FUNDS TO REIMBURSE THE ORANGE RURAL FIRE DEPARTMENT FOR DRIVEWAY COSTS WHEREAS, the Orange Rural Fire Department Station #3 is within Orange County located on SR 1553 (Walker Road); and WHEREAS, the Orange Rural Fire Department has recently constructed a third fire department building and has expended funds to construct driveway access to SR 1553 (Walker Road); and WHEREAS, the Orange County Board of County Commissioners and Orange Rural Fire Department respectfully ask the North Carolina Department of Transportation for the reimbursement of expenditures noted in the attached letter as is customary; and WHEREAS, the Orange County Board of County Commissioners will pass through this money to the Orange Rural Fire Department; NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of County Commissioners requests reimbursement in the amount, of $25,000 and authorizes the Chair to forward the request to the North Carolina Department of Transportation. Upon motion of Commissioner , seconded by Commissioner _ the foregoing resolution was adopted this the day of , 2012. I, Donna Baker, Clerk to the Board of County Commissioners for the County of Orange, North Carolina, DO HEREBY CERTIFY that the foregoing is a true copy of so much of the proceedings of said Board at a meeting held on , 2012, as relates in any way to the adoption of the foregoing and that said proceedings are recorded in the minutes of said Board. WITNESS my hand and seal of said County, this day of , 2012. Clerk to the Board of Commissioners (SEAL) fll(