HomeMy WebLinkAboutORD-2012-029 Fiscal Year 2012-13 Budget Amendment #1 001
#ORD-2012-029
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 21, 2012
Action Agenda
Item No. 5-g
SUBJECT: Fiscal Year 2012-13 Budget Amendment# 1
DEPARTMENT: Finance and Administrative PUBLIC HEARING: (YIN) No
Services
ATTACHMENT(S): INFORMATION CONTACT:
Attachment 1. Budget as Amended Clarence Grier, (919) 245-2453
Spreadsheet
Attachment 2. Year-To-Date Budget
Summary
Attachment 3. 7/16/12 Letter from
NCDOT (Orange Grove
Driveway
Reimbursement)
Attachment 4. BOCC Resolution
(Orange Grove Driveway
Reimbursement)
PURPOSE: To approve budget, grant, and capital project ordinance amendments for fiscal
year 2012-13.
BACKGROUND:
Department on Aging
1. The Department on Aging has received additional revenue for the following programs:
• UNC — School of Social Work Donation - The Department on Aging has
received additional revenue in the amount of$4,250 from the University of North
Carolina Chapel Hill - School of Social Work to support the work of a graduate
student team. This team will assist with the implementation of the Master Aging
Plan.
• Senior Health Insurance Information Program (SHIIP) - funds of $5,055 from
the N. C. Department of Insurance to continue the Senior Health Insurance
Information Program (SHIIP) and the Low income Subsidy outreach and
enrollment project in Orange County.
002
• National Family Caregiver Support Program - funds totaling. $25,672 to
provide support to individuals who are the primary caregivers of frail older adults
through the Caregiver Day Out program, in-home respite, and support group staff
for counseling support groups.
• Donations — receipt of funds totaling $15,000 for FY 2012-13 from the Friends of
the Seymour Center, the Friends of Central Orange Senior Center and the
Triangle Sportsplex to continue after hours service two evenings (5-9 p.m.) per
week at Central Orange and two evenings (5-9 p.m.) and some Saturday hours
(9 a.m.-1 p.m.) at the Seymour Center through the use of non-permanent
personnel.
This budget amendment provides for the receipt of the above mentioned funds. (See
Attachment 1, column 1)
Department of Social Services
2. This year the Department of Social Services will assume responsibility for
guardianships. In the past this service was provided through Orange-Person-Chatham
(OPC) Area Program. OPC has decided to no longer provide this service given the
merger with Piedmont Behavioral Health. The cost of the guardianship support is
$15,000 for approximately seven cases and will be transferred from the OPC budget to
the Social Services budget. This budget amendment provides for the transfer of
$15,000 from the OPC Area Program budget to the Department of Social Services for
FY 2012-13. (See Attachment 1, column 2)
Miscellaneous
3. In May 2009, the Board of County Commissioners approved the Human Resources
Department to annually review one third of the County's position classifications to
ensure classifications accurately reflect the work being performed by County
employees, as well as provide a more manageable fiscal implementation for
classification changes. The County's final review occurred in FY 2011-12 and the cost
for covering the adjustments (up to $60,000) was included in the Approved FY 2012-13
Budget within the Governing and Management Non-Departmental section. Most of the
positions in the third review were determined to be appropriately classified, but a total of
26 positions were reclassified at a total General Fund cost of $84,597, which reflects
both the salary.and benefits impact. This budget amendment provides for the allocation
of $60,000 from the Pay and Classification Study Non-Departmental account, and
appropriates fund balance of$24,597 from the General Fund to the affected employees'
departments to cover the total costs. (See Attachment 1, column 3)
Orange Grove Fire Department
4. The Orange Grove Fire Department has recently completed driveway construction at
Station #2 located on SR 1113 (Rocky Ridge Road). The department spent a total of
$27,012 for the project. North Carolina Department of Transportation (NCDOT)
received a request form the Orange Grove Fire Department for reimbursement cost for
the driveway construction at Station #2. Under NCDOT policies, the County is
responsible for invoicing NCDOT for reimbursement of eligible construction costs not to
003
exceed $25,000 (see Attachment 3). NCDOT will remit payment to the County and the
County will in turn disperse the funds to Orange Grove Fire Department. This budget
amendment provides for the receipt of these reimbursement funds for remittance to the
Orange Grove Fire Department, and provides for the Board of County Commissioners to
adopt the attached Resolution (see Attachment 4) for reimbursement authorizing the
Finance and Administrative Services Director to act as the County's agent and submit
an invoice to NCDOT in the amount of $25,000 on behalf of Orange Grove Fire
Department (See Attachment 1, column 4)
Solid Waste Enterprise Fund
5. The Board of Commissioners adopted a bond resolution authorizing the issuance of
Limited Obligation Bonds at their February 21, 2012 meeting. A portion of that issuance
was for the financing of $3,000,000 for improvements to solid waste convenience
centers. The loan proceeds in the amount of $3,000,000 were received in April 2012,
but bids were not awarded and work was not performed as of June 30, 2012, so these
proceeds rolled into fund balance within the Solid Waste Enterprise Fund. This budget
amendment provides for the appropriation of fund balance of$3,000,000 from the Fund
in order to budget for the necessary expenditures needed during FY 2012-13, such h as
the Walnut Grove Church Road Convenience Center costs, which is estimated at
approximately $1,250,000. (See Attachment 1, column 5) The remaining $1,750,000 of
proceeds from the financing will be used to complete improvements to other Solid
Waste Convenience Centers as scheduled in the FY 2012-2017 Capital Investment
Plan.
Board of Elections
6. Orange County held a 2nd Primary election on July 17, 2012, which was originally
anticipated and budgeted within FY 2011-12. In order to use the funds that were
budgeted in FY 2011-12 for this Primary, an appropriation of fund balance from the
General Fund of $49,327 is necessary to cover the expenditures incurred for this
election during FY 2012-13. This budget amendment provides for a fund balance
appropriation of $49,327 from the General Fund to cover these expenditures. (See
Attachment 1, column 6)
Sheriff Department
7. The Sheriff Department has requested to purchase a vehicle totaling $25,500 out of
received drug funds, which currently resides in a balance sheet account within the
general ledger system. This budget amendment provides for a fund balance
appropriation of$25,500 from the General Fund for the transfer of these funds from the
drug fund account to the Sheriffs departmental recurring capital account for the
purchase of this vehicle. (See Attachment 1, column 7)
004
Animal Services
8. The Orange County Animal Services Department has received the following additional
revenues for use in FY 2012-13:
• Sale of Donated Vehicle — proceeds of$4,412 from the sale of a donated vehicle
on GovDeals; these funds will be used towards the purchase of an x-ray machine
or other medical equipment at the shelter.
• PHE, Inc. Donation — donated funds of $1,780 will be used towards animal
services' advertising costs.
• Miscellaneous Donations —donated funds totaling $4,750 from several residents
will be used to cover the cat sheltering/condo-conversion construction and
furnishing project.
This budget amendment provides for the receipt of these additional funds. (See
Attachment 1, column 8)
Health Department
9. The Health Department has received the following additional revenues for the following
programs:
• Eat Smart, Move More Community Grant — receipt of a grant award of $42,000
for FY 2012-13 to fund local healthy eating and physical activity projects, such as
partnering with Orange County Cooperative Extension, a neighborhood
community watch group, a local church, and Orange County Habitat for Humanity
to revitalize a community garden in a low-resource community in Hillsborough; as
well as implement strategies to prevent overweight and obesity and promote
activity and healthful eating.
• Donation - receipt of $2,330 from Kidcycle, LLC, to help supplement the cost of
care management and program supplies/materials for the department's Care
Coordination for Children program.
• Tobacco Prevention Program — receipt of $4,896 from the National Association
of City and County Health Officials (NACCHO) for training and support with a
resulting action plan for sustaining local tobacco control efforts.
• Medical Reserve Corps Program — receipt of $4,792 from the National
Association of City and County Health Officials (NACCHO) for training and
support costs in support of the department's Medical Reserve Corps Program.
This budget amendment provides for the receipt of these additional funds. (Attachment
1, column 9)
10.The Health Department has received notification from the State of increased funding of
$1,408 for FY 2012-13 related to the Child Care Health Consultant Grant. Specific
activities and services provided by this grant include: health, safety and nutrition
consultation to parents and caregivers, training in review of children's health and
immunization records to ensure compliance with State monitoring and reporting
005
requirements, assisting parents and staff in accessing health care services and health
related information, assistance in health and safety policy development, assisting with
the development and implementation of improvement plans related to the areas of need
identified by the Child Care Health Consultant. This budget amendment provides for the
receipt of these additional Smart Start funds of$1,408, and amends the following Grant
Project Ordinance: (See Attachment 1, column 10)
Child Care Health Consultant Grant($1,408)—Project#294152
Revenues for this project:
Approved FY FY 2012-13 FY 2012-13
2012-13 Amendment Revised
Smart Start Funds $63,588 $1,408 $64.996
Total Project Funding $63,588 $1,408 $64,996
Appropriated for this project:
Approved FY FY 2012-13 FY 2012-13
2012-13 Amendment Revised
Child Care Health Consultant $63,588 $1,408 $64,996
Total Project Costs $63,588 $1,408 $64,996
School Capital Projects
11.The FY 2012-13 Approved Budget included a total amount of pay-as-you-go (PAYG)
funding of$3,724,849 to the School systems, but did not reflect the allocation to each of
their prioritized projects. This budget amendment provides for the FY 2012-13 PAYG
funding allocation of $2,290,782 to the Chapel Hill-Carrboro City Schools and amends
the capital project ordinances as follows: (Note: Once Orange County Schools Board of
Education approves its project allocations of $1,434,067, staff will provide those project
ordinances at an upcoming Board of Commissioners' meeting.)
Chapel Hill-Carrboro City Schools ($2,290,782):
Information Technology($1,609,430)
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $3,997,003 $1,609,430 $5,606,433
Total Project Funding $3,997,003 $1,609,430 $5,606,433
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Technology $3,997,003 1 $1,609,430 L $5,606,433
Total Costs $3,997,003 $1,609,430 $5,606,433
006
ADA Requirements($35,000)
Revenues for this
Through FY FY 2012-13 FY 2012-13
- 2011-12 Amendment Revised
Sales Tax --..$140,505 $35,000 $175,505
Total Project Funding $140.505 $35,000 $175,505
A ropriated for this poject:
Through FY FY 2012-13- FY 2012-13
2011-12 Amendment Revised
General Renovations $140,505 $35,000 $175,505
Total Costs $140,505 $35,000 $175,505
Abatement Projects($35,000)
Revenues for this
Through FY FY 2012-13- FY 2012-13
Sales Tax 2011-12 Amendment Revised
$343,000 $35,000 $378,000
Total Project Funding $343,000 $35,000 $378,000
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Abatement $343,000 $35,000 $378,000
Total costs $343,000 $35,000 $378,000
Indoor Air Quality($25,000)
Revenues for this p
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax ---..-$451,340 $25,000 $476,340
Total Project Funding $451,340 $25,000 ---7 $476,340
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $451,340 $25,000 $476,340
Total-Costs - $451,340 $25,000.-$476,340
007
Planning for Future Projects ($200,000)
Revenues for this Pr Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax
$150,000. $200,000 $350,000 0 000
Total Proj0ectfundi $150,000 $200,0 0 S35 01
Appropriated for this ro'ect: Through FY ----F-y—2012-13 --FY--2-01--2--113-1
2011-12 Amendment Revised
$200,qqq _-_:: $350,000
Planning for Future Projects $160,000 1$3 60,000
Total Costs
Mobile Classrooms($145,000)
Revenues for this
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
$352,696 45,000 $497,6!6
Total project Funding )
Sales Tax $362,696 $14510-00 $497,696
Appropriated for.this ro t Through FY FY 2012-13 FY 2
� 2011-12 Amendment Revised
------------------- $35 96 $145,0(To-—$497,696
6
Mobile Classrooms .$497,696
Total Costs $352,696 $146,000
Electrical Systems($150,000)
Revenues for this Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
$339,740 $150,000 $489,740
Sales Tax
Total j339,740 ;0-100,000 $489_,740
Project �
Appropriated for this pr hrough FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
$339,740 $150,000 $489,740
Construction Total Costs $339,740 $150,000 $489.740
008
Classroom Improvements($91,352)
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $595,000 $91,352 $686,352
Total Project Funding $595,000 $91,352 $686,352
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $595,000 $91,352 $686,352
Total Costs $595,000 $91,352 $686,352
Chapel Hill-Carrboro City Schools Capital Projects
12.The Chapel Hill-Carrboro City Schools (CHCCS) has received approval from the North
Carolina Department of Public Instruction for the use of remaining Qualified School
Construction Bond (QSCB) funds ($18,406) from the completed Carrboro High School
Arts Wing project for bathroom renovations at various schools throughout the CHCCS
system. This budget amendment provides for the transfer of the QSCB funds, and
amends the capital projects as follows:
Carrboro High School Arts Wing Project(Project#53052)
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
QSCB Funds $4,066,434 $18,406 $4,048,028
Total Project Funding $4,066,434 $18,406 $4,048,028
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $4,066,434 $18,406 $4,048,028
Total Costs $4,066,434 $18,406 $4,048,028
009
Bathroom Renovations Project(Project#54017)
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax Reimbursement $105,000 $0 $105,000
QSCB Funds $70,000 $18,406 $88,406
Total Project Funding $175,000 1 $18,406 $193,406
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $175,000 $18,406 $193,406
Total Costs $175,000 $18,406 $193,406
FINANCIAL IMPACT: Financial impacts are included in the background information above.
RECOMMENDATION(S): The Manager recommends the Board approve the budget, grant, and
capital project ordinance amendments for fiscal year 2012-13 and approve the resolution
provided at Attachment 4.
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Attachment 2
Year-To-Date Budget Summary
Fiscal Year 2012-13
General Fund Budget Summary
Original General Fund Budget $180,002,776
Additional Revenue Received Through
Budget Amendment#1 (August 21, 2012)
Grant Funds $42,000
Non Grant Funds $72,937
General Fund - Fund Balance for
Anticipated Appropriations (i.e.
Encumbrances) Paul Laughton:
General Fund - Fund Balance $24,597 to cover
Appropriated to Cover Unanticipated remaining costs of Pay
[Dollar penditures $99,424 and Class Study
allocation;$49,327 to
Total Amended General Fund Budget $180,217,137 cover 2nd Primary Election
Change in 2012-13 Approved costs(BOA#1); $25,500
to cover Sheriff Office
neral Fund Budget vehicle purchase(BOA
% Change in 2012-13 Approved General
Fund Budget 0.00%
Authorized Full Time Equivalent Positions
Original Approved General Fund Full Time
Equivalent Positions 801.425
Original Approved Other Funds Full Time
Equivalent Positions 86.750
Position Reductions during Mid-Year
Additional Positions Approved Mid-Year
Total Approved Full-Time-Equivalent
Positions for Fiscal Year 2012-13 888.175
ots
pp 1*
STATE of NORTH CAROLINA
DEPARTMENT OF TRANSPORTATION
BEVERLY EAVES PERDUE EUGENE A.CONTI,Jr.
GovERNOR SECRETARY
July 16,2012
OR COUNTY
Tommy Holmes
Chief-Orange Grove Fire Department
6800 Orange Grove Road
Hillsborough,NC 27278
Subject:Orange Grove Fire Station No.2 Located on SR 1113 Rocky Ridge Road
Verification of.Minimum Construction Standards and Reimbursement for Driveway
Construction
Dear Mr.Holmes,
District staff has.performed a final inspection of the driveway construction at the above location.
Thu installation was found to be in reasonable conformance with the approved plans and NCDOT
standards. Orange Grove 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.
Feed free to contact me if you have any questions.
. Since
C.N.awards 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)-570-6838
014
RES-2012-069 Attachment 4
ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS
A RESOLUTION REQUESTING TRANSPORTATION FUNDS
TO REIMBURSE THE ORANGE GROVE FIRE DEPARTMENT
FOR DRIVEWAY COSTS
WHEREAS, the Orange Grove Fire Department Station #2 is within Orange County
located on SR 1113 (Rocky Ridge Road); and
WHEREAS, the Orange Grove Fire Department has recently constructed a driveway
access from Station #2 to SR 1113 (Rocky Ridge Road); and
WHEREAS, the Orange County Board of County Commissioners and Orange Grove
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 Grove Fire Department;
NOW, THEREFORE, BE IT RESOLVED that 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.
1, 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)
RES-2012-069 Attachment 4
�9
ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS
A RESOLUTION REQUESTING TRANSPORTATION FUNDS
TO REIMBURSE THE ORANGE GROVE FIRE DEPARTMENT
FOR DRIVEWAY COSTS
WHEREAS, the Orange Grove Fire Department Station #2 is within Orange County
located on SR 1113 (Rocky Ridge Road); and
WHEREAS, the Orange Grove Fire Department has recently constructed a driveway
access from Station #2 to SR 1113 (Rocky Ridge Road); and
WHEREAS, the Orange County Board of County Commissioners and Orange Grove
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 Grove Fire Department-,
NOW, THEREFORE, BE IT RESOLVED that 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 Commissioner0
the foregoing resolution was adopted this the ZL day of 1 12012.
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 ZI , 2012, as relates in any
way to the adoption of the foregoing and that said p oceedings are recorded in the
minutes of said Board.
WITNESS my hand and seal of said County, thisJ4,-day of ) 2012.
5z
Clerk to the Board of Commissioners
17
The Board adopted a release/refund resolution related to fifty-five (55) requests for motor vehicle
property tax releases or refunds in accordance with NCGS.
C. Motor Vehicle Propertv Tax Release/Refunds for FY 2012-2013
The Board adopted a release/refund resolution related to forty-eight (48) requests for motor vehicle
property tax releases or refunds in accordance with NCGS.
d. Property Tax Releases and/or Refunds
The Board adopted a resolution to release property values related to fifty-three (53) requests for
property tax release and/or refund in accordance with N.C.G.S. 105-381.
e. Applications for Property Tax Exemption/Exclusion
The Board approved five (5) untimely applications for exemption/exclusion from ad valorem taxation
for the 2012 tax year.
f. Adiustment to Salary Range Maximums
The Board approved a two percent (2%) increase in all salary range maximums to correspond to the
two percent (2%) Cost of Living Adjustment (COLA) increase authorized in the approved FY 2012-13
budget effective July 1, 2012.
g. Fiscal Year 2012-13 Budget Amendment#1
The Board approved budget, grant, and capital project ordinance amendments for fiscal year 2012-
13.
h. Bid Award: Track Loader for Landfill
The Board awarded a bid for the purchase of a Track Loader for the Landfill at a cost of$310,492
from Gregory Poole of Mebane, North Carolina and to declare the current loader that is being replaced as
surplus.
I. Acceptance of Grant Funds for the Orange County Community Response Program
and Extend Time-Limited Position
The Board accepted grant funds through the Orange County Partnership for Young Children to
implement the Orange County Community Response Program, and to extend a time-limited position until
June 30, 2015.
j. Amendment to the Orange County Board of Commissioners' Advisory Board Policy
The Board amended the ethics provisions of the Orange County Board of Commissioners' Advisory
Board Policy.
k. Lease of the County-Owned Building at 500 Valley Forge Road to the Piedmont Food
and Agricultural Processing Center, Inc.
The Board entered into a lease agreement with the Piedmont Food and Agricultural Processing
Center, Inc., regarding the occupation and lease of the building at 500 Valley Forge Road, Hillsborough and
authorized the Chair to sign.
I. Change in BOCC Regular Meetina Schedule for 2012