HomeMy WebLinkAboutORD-2012-044 Fiscal Year 2012-13 Budget Amendment #31
ORD- 2012 -044
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 16, 2012
Action Agenda
Item No. 5 -d
SUBJECT: Fiscal Year 2012 -13 Budget Amendment #3
DEPARTMENT: Finance and Administrative PUBLIC HEARING: (Y /N) No
Services
ATTACHMENT(S): INFORMATION CONTACT:
Attachment 1. Budget as Amended Clarence Grier, (919) 245 -2453
Spreadsheet
Attachment 2. Year -To -Date Budget
Summary
PURPOSE: To approve budget, grant, and capital project ordinance amendments for fiscal year
2012 -13.
BACKGROUND:
Library Services
1. Library Services has received revenue via the E -Rate discount funds totaling $4,752 to
replace Symphonix, an internet content filter, for computers available to the public. In
accordance with the Federal Telecommunications Act of 1996, the Orange County
Library receives discounts for telecommunication services offered by CenturyLink. 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 purpose. (See
Attachment 1, column 1)
Department of Environment, Agriculture, Parks and Recreation (DEAPR)
2. The Department of Environment, Agriculture, Parks and Recreation (DEAPR) has
received a donation, from a local boy scout, totaling $516. The boy scout collected
donations to complete his Eagle Scout project, for DEAPR, and has donated the excess
funds to the department. DEAPR will use the funds towards departmental supplies.
3. On June 30, 2012, DEAPR had received Little River Park donations totaling $11,000.
During FY 2011 -12, these funds were earmarked as deferred revenue, for use in FY
2012 -13, for capital equipment purchases for the park.
This budget amendment provides for the receipt of these additional funds for use in FY
2012 -13 for the above stated purposes. (See Attachment 1, column 2)
County Capital Project Ordinances
Cl
At its August 21, 2012 meeting, the Board of County Commissioners authorized the
County's contribution of $36,000 toward the purchase of a permanent conservation
easement for the - Thompson Farm -- in Cedar Grove. The- conservation- easement
conforms to federal and state guidelines from the U.S. Department of Agriculture's Farm
and Ranch Land Protection Program and the NC Agricultural Development and
Farmland Preservation Trust Fund, which will contribute funds of $90,000 to complete
this project. The County's share of $36,000 will come from existing funds budgeted for
the Lands Legacy Program.
This budget amendment provides for the transfer of these funds ($36,000) from the
Lands Legacy Capital Project to the Conservation easement Capital Project, and
amends the capital project ordinances as follows:
Lands Legacy ($36,000) - Project # 20011
Revenues for this protect:
Appropriated for this proiect:
Current FY
2012 -13
FY 2012 -13
Amendment
FY 2012 -13
Revised
Alternative Financing
$851,472
$0
$8511472
From General Fund
$805100
$36,000
$769,100
Donations
$1,000
$0
$1,000
Appropriated Fund Balance
$9,337
$0
$9,337
Total Project Funding
$1,666,909
$36,000
$1,630,909
Appropriated for this proiect:
Conservation Easements ($36,000) - Project # 20006
Revenues for this project:
Current FY
2012 -13
FY 2012 -13
Amendment
FY 2012 -13
Revised
Lands Legacy
$1,666,909
($36,000)
$1,630,909
Total Costs
$1,666,909
$36,000
$1,630,909
Conservation Easements ($36,000) - Project # 20006
Revenues for this project:
Appropriated for this project:
Current FY
2012 -13
FY 2012 -13
Amendment
FY 2012 -13
Revised
Alternative Financing
$590,632
$0
$590,632
Capital Grant Funds
$903,280
$0
$903,280
From General Fund
$203,296
$36,000
$2391296
Total Project Funding
$1,697,208
$36,000
$1,733,208
Appropriated for this project:
Current FY
2012 -13
FY 2012 -13
Amendment
FY 2012 -13
Revised
Conservation Easements
$1,697,208
$36,000
$1 733,208
Total Costs
$1,697,208
$36,000
$1,733,208
3
Department on Aging
5. The Department on Aging will receive $6,000 in fee revenue for the Fit Feet program,
which will purchase service providers and program supplies for the Senior Citizen Health
Wellness Program. This budget amendment provides for the receipt of these funds and
amends the current Senior Citizen Health Promotion (Wellness) Grant Project Ordinance
as follows: (See Attachment 1, column 3)
Senior Citizen Health Promotion Wellness Grant ($6,000) - Project # 294303
Revenues for this project:
Appropriated for this project:
Current FY
2012-13
FY 2012-13
Amendment
FY 2012-13
Revised
Senior Citizen Wellness Funds
$98,604
$6,000
$104,604
Total Project Funding
$98,604
$6,000
$104,604-
Appropriated for this project:
Board of Elections
6. For the November 6th General Election, the Board of Elections has approved additional
days and hours during the early voting period. In the 2008 Presidential General Election,
all sites were not open the entire period during early voting, and voting on Saturday only
occurred on the last Saturday before Election Day. This year, the Board of Elections has
approved opening all five early voting sites the entire period, which begins October 18th
and ends on November 3rd, including being open until 3:00 pm on the three Saturdays
before Election Day. Voting will be available Monday — Friday from 9:00 am until 5:00
pm at two sites and from 12:00 pm until 7:00 pm at three sites, with Saturday voting from
9:00 am — 3:00 pm at all five sites. The financial impact of opening the additional days
and hours is $43,310. In FY 2011-12, the department realized approximately $44,000 in
unspent and available seasonal personnel funds that reverted to fund balance at year-
end. This budget amendment provides for a fund balance appropriation of $43,310 from
the General Fund to cover these expenditures in FY 2012-13. (See Attachment 1,
column 4)
School Capital Project Ordinance
7. During FY 2010-11, County staff reconciled and closed out prior years' activity in many of
the County and School Capital projects. Recently, staff has determined that budgeted
funds of $47,745 were inadvertently closed out in one Orange County Schools Capital
Project (District Wide Improvements). This budget amendment provides for an
appropriation of fund balance totaling $47,745 from the Schools Capital Project Fund to
Current FY
2012-13
FY 2012-13
Amendment
FY 2012-13
Revised
Senior Citizen Wellness Grant
$98,604
$6,000
$104,604-
Total Costs
$98,604
$6,000
$104,604
Board of Elections
6. For the November 6th General Election, the Board of Elections has approved additional
days and hours during the early voting period. In the 2008 Presidential General Election,
all sites were not open the entire period during early voting, and voting on Saturday only
occurred on the last Saturday before Election Day. This year, the Board of Elections has
approved opening all five early voting sites the entire period, which begins October 18th
and ends on November 3rd, including being open until 3:00 pm on the three Saturdays
before Election Day. Voting will be available Monday — Friday from 9:00 am until 5:00
pm at two sites and from 12:00 pm until 7:00 pm at three sites, with Saturday voting from
9:00 am — 3:00 pm at all five sites. The financial impact of opening the additional days
and hours is $43,310. In FY 2011-12, the department realized approximately $44,000 in
unspent and available seasonal personnel funds that reverted to fund balance at year-
end. This budget amendment provides for a fund balance appropriation of $43,310 from
the General Fund to cover these expenditures in FY 2012-13. (See Attachment 1,
column 4)
School Capital Project Ordinance
7. During FY 2010-11, County staff reconciled and closed out prior years' activity in many of
the County and School Capital projects. Recently, staff has determined that budgeted
funds of $47,745 were inadvertently closed out in one Orange County Schools Capital
Project (District Wide Improvements). This budget amendment provides for an
appropriation of fund balance totaling $47,745 from the Schools Capital Project Fund to
4
budget the correct amount within the District Wide Improvements Capital Project, and
amends the project ordinance as follows:
District Wide Improvements ($47,745) - Project # 51021
Revenues for this 2roject:
Health Department
8. The Orange County Health Department has received notification of the following
additional funds:
Anne Wolfe Mini-Grant — receipt of a $5,000 Anne Wolfe Mini-grant from the
North Carolina Public Health Association. Funding for this grant will allow current
nursing staff to become Lamaze Childbirth Educators for health departments and
begin offering Childbirth Education classes to prenatal patients and their partners.
In addition to childbirth-specific information, classes will include education on a
healthy pregnancy, including nutrition information, smoking cessation, substance
abuse, avowing maternal infections including STDs, newborn care, breastfeeding,
infant safe sleep, secondhand some exposure, and other relevant topics.
Public Health Preparedness funds — receipt of $2,719 in additional funds from
the North Carolina Division of Public Health. Funds will be used to enhance all
hazards planning and direction, coordination and assessment, surveillance and
detection capacities, risk communication and health information dissemination,
telecommunications capabilities, and education and training.
This budget amendment provides for the receipt of these additional funds for the above
stated purposes. (See Attachment 1, column 5)
9. The Orange County Health Department requests the use of $25,000 in existing Medicaid
Cost Settlement funds to cover expenses associated with the department's rebranding
campaign, and the employment of temporary staff for a three-month assignment needed
to clear out a backlog of denied Dental claims. This budget amendment provides for the
transfer of existing Medicaid Maximization funds to the department's operations within
the General Fund, and amends the Capital Project Ordinance as follows: (See
Attachment 1, column 6)
Current FY
2012-13
FY 2012-13
Amendment
FY 2012-13
Revised
From General Fund
$200,000
$47,745
$247,745
Total Project Funding
$200,000
147,746
$247,745
Health Department
8. The Orange County Health Department has received notification of the following
additional funds:
Anne Wolfe Mini-Grant — receipt of a $5,000 Anne Wolfe Mini-grant from the
North Carolina Public Health Association. Funding for this grant will allow current
nursing staff to become Lamaze Childbirth Educators for health departments and
begin offering Childbirth Education classes to prenatal patients and their partners.
In addition to childbirth-specific information, classes will include education on a
healthy pregnancy, including nutrition information, smoking cessation, substance
abuse, avowing maternal infections including STDs, newborn care, breastfeeding,
infant safe sleep, secondhand some exposure, and other relevant topics.
Public Health Preparedness funds — receipt of $2,719 in additional funds from
the North Carolina Division of Public Health. Funds will be used to enhance all
hazards planning and direction, coordination and assessment, surveillance and
detection capacities, risk communication and health information dissemination,
telecommunications capabilities, and education and training.
This budget amendment provides for the receipt of these additional funds for the above
stated purposes. (See Attachment 1, column 5)
9. The Orange County Health Department requests the use of $25,000 in existing Medicaid
Cost Settlement funds to cover expenses associated with the department's rebranding
campaign, and the employment of temporary staff for a three-month assignment needed
to clear out a backlog of denied Dental claims. This budget amendment provides for the
transfer of existing Medicaid Maximization funds to the department's operations within
the General Fund, and amends the Capital Project Ordinance as follows: (See
Attachment 1, column 6)
Current FY
2012-13
FY 2012-13
Amendment
FY 2012-13
Revised
Construction
$200,000
$47,745
$247,745'_
Total Costs
$200,000
$47,745
$247,745
Health Department
8. The Orange County Health Department has received notification of the following
additional funds:
Anne Wolfe Mini-Grant — receipt of a $5,000 Anne Wolfe Mini-grant from the
North Carolina Public Health Association. Funding for this grant will allow current
nursing staff to become Lamaze Childbirth Educators for health departments and
begin offering Childbirth Education classes to prenatal patients and their partners.
In addition to childbirth-specific information, classes will include education on a
healthy pregnancy, including nutrition information, smoking cessation, substance
abuse, avowing maternal infections including STDs, newborn care, breastfeeding,
infant safe sleep, secondhand some exposure, and other relevant topics.
Public Health Preparedness funds — receipt of $2,719 in additional funds from
the North Carolina Division of Public Health. Funds will be used to enhance all
hazards planning and direction, coordination and assessment, surveillance and
detection capacities, risk communication and health information dissemination,
telecommunications capabilities, and education and training.
This budget amendment provides for the receipt of these additional funds for the above
stated purposes. (See Attachment 1, column 5)
9. The Orange County Health Department requests the use of $25,000 in existing Medicaid
Cost Settlement funds to cover expenses associated with the department's rebranding
campaign, and the employment of temporary staff for a three-month assignment needed
to clear out a backlog of denied Dental claims. This budget amendment provides for the
transfer of existing Medicaid Maximization funds to the department's operations within
the General Fund, and amends the Capital Project Ordinance as follows: (See
Attachment 1, column 6)
Medicaid Maximization: (Project #30012)
Revenues for this proiect-
Appropriated for this Droiect:
FY2012-13 -
Current Budget
FY 2012-13,
Amendment
FY 2012-13
Revised
Medicaid Maximization Funds
$3,924,142
($25,000)
$3,899,142
Total Project Funding
$3,924,142
($25,000)
$3,899,142
Appropriated for this Droiect:
10. At the September 26, 2012 Board of Health meeting, several fees were reviewed and
approved. Due to vaccine shortages and projected changes in the availability of free
vaccines from the State, the Health Department anticipates the need to purchase
vaccines beginning this fiscal year, and thus need to establish a charge in order to cover
costs associated with the provision of the vaccines. Tobacco use cessation counseling is
currently being provided by nursing staff during scheduled office visits. In order to cover
costs associated with the counseling sessions, the department is requesting to charge
the maximum Medicaid allowable reimbursement rate. The following new fees were
approved by the Orange County Board of Health at their September 26, 2012 meeting:
Description
FY 2012-13
Current Budget
FY 2012-13
Amendment
FY 2012-13
Revised
Medicaid Maximization Project
$3,924,142
($25,000)
$3,899,142
Total Costs 1
$3,924,142
($25,000)
$3,899,142
10. At the September 26, 2012 Board of Health meeting, several fees were reviewed and
approved. Due to vaccine shortages and projected changes in the availability of free
vaccines from the State, the Health Department anticipates the need to purchase
vaccines beginning this fiscal year, and thus need to establish a charge in order to cover
costs associated with the provision of the vaccines. Tobacco use cessation counseling is
currently being provided by nursing staff during scheduled office visits. In order to cover
costs associated with the counseling sessions, the department is requesting to charge
the maximum Medicaid allowable reimbursement rate. The following new fees were
approved by the Orange County Board of Health at their September 26, 2012 meeting:
Description
Medicaid Reimbursement Rate
Orange County Health
De artment Rate
90654 Intradermal Flu Vaccine
Non - Medicaid Reimbursable
$20.00
1693 Form Completion
Non-Medicaid Reimbursable
$25
(Flat Fee)
90648 HIB Vaccine
$21.00
$26.00
90696 Kindx (DTaP/IPV)
$51.41
$52.00
99.406 Tobacco Use Cessation
$10.66
$10.66
Counseling-intermediate
(Maximum Medicaid
Reimbursement Allowed)
99407 Tobacco Use Cessation
$22.10
$22.10
Counseling-intensive
(Maximum Medicaid
I
Reimbursement Allowed)
Intradermal Flu Vaccine:
The Intradermal Flu Vaccine was first made available during the 2011-2012 flu season.
The vaccine is injected into the skin rather than muscle, and uses 40% less flu antigen.
Medicaid does not currently reimburse for this particular vaccine. We are requesting to
A
establish a fee of $20 per vaccine which associated covers excluding the administration
fee.
1 -693 Form Completion:
Immigrants who are attempting to adjust their immigration status must have a Report of
Medical Examination and Vaccination Record Form (1693) completed as required by the .
U.S. Citizenship and Immigration Services Agency of the Department of Homeland
Security.
This form can only be completed by medical providers who have been approved to do
so. The form serves as verification of required vaccines needed for the adjustment of
immigration status, and takes an additional 25 -30 minutes to complete.
HIB Vaccine & Kinrix Vaccine:
These vaccines were provided at no charge by the state in the past. Subsequently, the
Health Department never purchased them, and thus did not have a need to establish a
charge. However due to vaccine shortages and projected changes in the availability of
free vaccine from the state, we anticipate the need to purchase these vaccines beginning
this fiscal year. We are requesting to establish a charge in order to cover our costs
associated with the provision of the vaccines.
Tobacco Use Cessation Counseling:
Tobacco use cessation counseling is currently being provided by nursing staff during
scheduled office visits. In order to cover costs associated with the counseling sessions
we are requesting to charge the maximum Medicaid allowable reimbursement rate.
The Board of County Commissioners amends the FY 2012 -13 County Fee Schedule to
include the above mentioned new fees in the Health Department.
Efland Volunteer Fire Company, Inc.
11.At its September 18, 2012 meeting, the Board of County Commissioners approved the
Financing Arrangement for Efland Volunteer Fire Company, Inc. to purchase a Fire
Engine truck, as well as an appropriation of $45,000 from the department's unassigned
fund balance to help with the purchase of the truck. With this appropriation,
approximately $5,000 remains in their County -held fund balance. This budget
amendment provides for the budgeting of this $45,000 appropriation within the Fire
District Fund. (See Attachment 1, column i)
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 2012 -13.
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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 #3 (October 16, 2012)
86.750
Grant Funds
$104,012
Non Grant Funds
$1,815,637
General Fund - Fund Balance for Anticipated
Appropriations (i.e. Encumbrances)
888,1715
General Fund - Fund Balance Appropriated to
Cover UnanticiRated Expenditures
$1,151,498
Total Amended General Fund Budget
$183,073,923
Dollar Change in 2012-13 Approved General
Fund Budget
$3,071,147_
% Change in 2012-13 Approved 73eneral Fund
Budget 1
1.71%1
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 FUJI-Time-Equivalen t
Positions for Fiscal Year 2012 j
888,1715
Es
Attachment 2
$24,597 to cover remaining
costs of Pay and Class Study
allocation; $49,327 to cover
2nd Primary Election costs
(BOA #1); $25,500 to cover
Sheriff Office vehicle
purchase (BOA #1);
$904,367 to resolve matter
with NC 911 Board regarding
past use of E911 Funds (BOA
#2-A); $104,397 to help with
purchase of OSSI-CAD
system (BOA #2-B),$43,310
to cover additional hours and
days of early voting period
(BOA #3)
4,z
Commissioner Gordon made reference to page 5, #4 and said that she sent a question
to the Planning Department and there was a revised notice #4 (lavender sheet), which is shown
belown
4. Educational Facilities Impact Fee ordinance Amendments: Amendments to Chapter
30, Article 2 of the Orange County code of Ordinances have been proposed by Orange county.
This section of the code is commonly referred to as the "Educational Facilities Impact Fee
Ordinance." Section 30-3 Public school impact fee exceptions i proposed to be amended in
order to exempt from the required impact fee the relocation of an existing stick built,
modular, or mobile home used for residential purposes onto a previously undeveloped
parcel in certain circumstances.
A motion was made by Commissioner Gordon, seconded by Commissioner Hemr finger
to approve the reprised legal advertisement for items to be presented at the joint Board of
County .comma sioners /Planning Board Quarterly Public Hearing scheduled for November 19,
2012.
VOTE: UNANIMOUS
a. Minutes
The Board approved the minutes from August 17, 30 and September 11 , 2012 as
submitted by the Clerk to the Board.
b. Motor Vehicle Property Tax Release/Refunds
The Board adopted a release /refund resolution, which is incorporated by reference, related
to 24 requests for motor vehicle property tax releases or refunds in accordance with
NCGS.
e, Pry ert Tax Releases /Refunds
The Board adopted a release /refund resolution, which is incorporated by reference, related
to thirty -sic 3 requests for property tax release and/or refund in accordance with Forth
Carolinas General Statute 105 -381.
. Fiscal Year 2012-13 Bud-get Amendment .##3
The Board approved budget, grant, and capital project ordinance amendments for fiscal
year 2012-13 for Library Services; Department of Environment, Agriculture, Parks and
Recreation; County Capital Project Ordinances; Department on Aging; Board of Elections;
School capital Project ordinance; Health Department; and Efland Volunteer Fire
Company, Inc.
e. AP icati n for Forth Carolina Education Lottery Proceeds for Chapel Hill
—
earrb ro eat schools CHCCS and Contingent roval of Bud-get, Amendment
#3-A related to CHCCS Capital Pro'et ordinances
The Board approved an application to the North Carolina Department of Public Instruction
(NCDPI) to release funds from the NC Education Lottery account related to FY 2012 -13
debt service payments for Chapel Hill – C rrboro City Schools, and to approve Budget
Amendment 3 -A amended School capital Project Ordinances), contingent on the State's
approval of the Application and authorize the Chair to sign.
f. FY 2012-2013 Purchase of 'Vehicles through Vehicle Replacement internal service
Fund
This item was removed and. placed at the end of the consent agenda for separate
consideration.
Le al Advertisement for Quarterly Public Hearin - November 19,, 201
This item was removed and placed at the end of the consent agenda for separate
consideration .
h. lnterlocal Agreement between Town of Hillsborough and orange County or
Erosion control Service