HomeMy WebLinkAboutAgenda - 09-18-2001 - 8c ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 18, 2001
Action Agen a
Item No.
SUBJECT: Budget Amendment#1
DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Attachment 1. Budget as Amended
Spreadsheet Donna Dean, 245-2151
Attachment 2. Smart Start Grant Project
Ordinance TELEPHONE NUMBERS:
Attachment 3. Letter of Request from Hillsborough 732-8181
New Hope Fire Department Chapel Hill 968-4501
Attachment 4. Whitted Human Services Durham 688-7331
Center Capital Project Mebane 336-227-2031
Ordinance — Phase 2
PURPOSE: To approve.budget ordinance amendments, a grant project ordinance, and a
capital project ordinance for fiscal year 2001-02.
BACKGROUND:
Department on Aging
1. On August 14, 2001, the Board of County Commissioners approved the lease of space in
the Meadowlands for a senior center and adult day care center. Carol Woods Retirement
Community has contributed $12,500 to support part of the rent cost for the adult day care
center space, as well as an additional $750 to support the "In Praise of Age" local television
program. This budget amendment provides for the receipt of these funds totaling $13,250.
(column 1, attachment 1).
Smart Start Grant Project Ordinance
2. The Orange County Library received Smart Start funds totaling $2,557 for the current fiscal
year to continue the Traveling Treasures program. This is an interim appropriation until the
State budget is finalized. The purpose of the grant is to develop and improve reading skills
for Hispanic preschoolers and their families. The Library will circulate bilingual library
materials to day care centers throughout the County, particularly in northern Orange County.
The Smart Start Grant Project Ordinance on Attachment 2 of this abstract provides for the
receipt of these additional grant funds. There is no County match for the receipt of these
funds.
f .
2
New Hope Fire Department
3. The President of the New Hope Fire Department Board of Directors recently submitted a
request to use the department's fund balance (see Attachment 3 of this agenda abstract).
The department plans to use the funds to help with the purchase of six air packs. At the
present time., the majority of their air packs are thirteen years old, with a life expectancy of
approximately fifteen years. They would like to stagger the replacement of these items over
four years so they don't have such a large expense all at one time. The quote they have for
the six air packs is $21,624. The projected fund balance at June 30, 2001, is $16,923. The
department has requested to appropriate all of these funds to help offset the costs of the six
air packs. The department plans to fund the remainder with funds currently on hand. This
amendment appropriates the department's fund balance of $16,923 to help with this
purchase. (See column 3, attachment 1).
Whitted Human Services Center Capital Project
4. As part of the County's long-range capital plan, the Board of Commissioners has committed
to renovating the Whitted and Northern Human Services Centers. In order to address the
highest priority renovations at both facilities, the Commissioners approved issuance of 2/3
net debt reduction bonds totaling $2,845,000 in Spring 2000.
Replacement of the current heating-air conditioning and ventilation (HVAC) at Whitted is the
highest priority of all needed renovations. At its September 4 meeting, the Board of County
Commissioners awarded a contract to Reece, Noland, McElrath (RNM), consulting
engineers to provide construction oversight to the Whiffed Human Services Center. The
anticipated cost of the work associated with the oversight totals $175,040 with an additional
$500 for reimbursement of document plans and specifications. This contract is in addition to
the feasibility study prepared by Robson Woese last spring at a cost of$15,744, bringing the
total consultant fees to $191,284.
In accordance with policies set forth by the Board of Commissioners, this project is a Level 2
capital project meaning that the Board approves funding at various phases throughout the
life of the project. The attached capital project ordinance (Whiffed Human Services Center
Capital Project — Phase 2) appropriates $191,284 of the 2/3 net debt reduction bonds for
consultant fees. Additional budget amendments will be required as staff develops plans for
both Whitted and Northern Centers.
FINANCIAL IMPACT: Financial impacts are included in the background information above.
RECOMMENDATION(S): The Manager recommends that the Board of County
Commissioners approve the attached budget ordinance amendments, Whiffed Human Services
Center— Phase 2 Capital Project Ordinance and Smart Start Grant Project Ordinance.
i
a
GkCf ! § .
�2 ■ k����#kk§\ ���s
« �■ -_-- - - _, - ---■■ -; - - ,- �
!
�7
a
a» §
a�
!a.
!§�
��J _---- ---- -
|�k
2k� ,
ka
J� §
!!
® ----- ---- -
2
§ � t2
2 } t!
W �k
� !
Cook -
, ----- - - ------ -
k(ot
§ \ kka$ § kk KKi� [s
ow ft of Nc in •-■ ® - q -
IS
t
0 § a
/k
22 !
C i
ke ■ -
` � | ! |� ■ ! ® 7
@J ! � !! !!!!! !! ■klR2�!§ !!!■ !.!
s
M
4
O N O O O b
N N N N N N
O O
O b
N N
m
f
a
e o
E
m�$
� c
pC � 10 A A
ND C
Op �
4 o
O m
Q M N N N N N
ca
C m
V 3
aU
o &
a
r0
N
0
5
Smart Start Program
Grant Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159
of the General Statutes of North Carolina, the following grant project is hereby adopted.
Section 1. The project authorized is the Smart Start Program as awarded to the Orange County Departments
of Social Services,Health,Library and Cooperative Extension by the State of North
Carolina and the Orange County Partnership for Young Children (OCPYC).
Section 2. The officers of the County are hereby directed to proceed with the grant project within
the grant document, and the rules and regulations of the State of North Carolina.
Section 3. The following revenue is anticipated to be available to complete this project:
Total DSS related Smart Start Revenue $1,691,917
Total Health related Smart Start Revenue $827,885
Total Library related Smart Start Revenue $35,730
Total Cooperative Extension related Smart Start Revenue 397,7
Total Smart Start Revenue $2,653,259
Section 4. The following prior years'grant funds have lapsed:
Intergovernmental (DSS)- 1999-00 $122,330
Total Expired DSS related Smart Start $1,511,092
Total Expired Health related Smart Start $485,649
Total Expired Libray related Smart Start $10,721
Total Expired Cooperative Extension related Smart Start $9Z Z77
Section 5. Total Expired Smart Start Grant Funds $2,105,189
The following amounts remain appropriated for this project:
Human Services DSS $180,825
Human Sertices Health $342,236
Human Senciaes L ibrary S25,009
Total Unexpired Smart Start Funding $548,070
Section 6. The Finance Officer is hereby directed to maintain within the grant project fund sufficient specific
detailed accounting records to provide the accounting to the grantor agency required by the grant
agreement and federal and state regulations.
Section 7. Funds may,be advanced from the General Fund for the purpose of making payments due.
Reimbursement requests should be made to the grantor agency in an orderly and timely manner.
Section 8. Copies of this grant project ordinance shall be made available to the Finance Officer for direction
in carrying out this project.
Section 9. Positions authorized through this grant project include:
3.0 full time equivalent positions in the Department of Social Services Day Care Subsidy
program as authorized by the Orange County Board of County Commissioners on January
18, 1994.
e
6
.85 full time equivalent positions in the Health Department as authorized by the Orange
County Board of County Commissioners on December 5, 1994.
1.0 full time equivalent positions in the Health Department Community Awareness Project as
authorized by the Orange County Board of County Commissioners on September 7, 1999.
Funding for these positions is contingent upon the General Assembly's allocation of Smart Start
funds.
Section 10. This project period begins January 18, 1994, and is valid through June 30,2002. Subsequent
funding of this grant project is contingent upon the availability of funds sufficient to cover
expenditures.
Section 11. This ordinance supersedes previous Smart Start Program Grant Project Ordinances.
Adopted this 18'b day of September 2001.
7
New Hope Fire Department
Office PO Box #16484
Chapel Hill, NC 27516
August 02, 2001
Donna Dean,
Budget Director, Orange County
PO Box #8181
Hillsborough, NC 27278
Dear Donna,
I am writing to request a distribution from our fund balance account. At the present
time the majority of our air packs are thirteen years old, with a life expectancy of
approximately fifteen years. We would like to stagger the replacement of these items
so that we don't have such a large expense all at one time. The quote we have for the six
air packs that we would like to replace now is $21,624.00.
We would like to request the entire balance of our account up to the purchase price of
This equipment. We understand that our account balance as of July 27, 2001 is
$16923.00.
If I can be of any further assistance please contact me at 919489-3366 or by email at
Sincerely,
�� o-al)
Cliff Carroll, President
New Hope Fire Department
f
8 r
Whitted Human Services Center- Phase 2
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby
adopted.
Section 1. The project authorized provides funds for major renovation work at the Whitted Human
Services Center in Hillsborough to include HVAC, parking lot improvements, and general
interior renovations. Financing for the project includes proceeds from the two-thirds net
debt reduction bonds issued in Spring 2000.
Section 2. The officers of the County are hereby directed to proceed with the project within the budget
contained herein.
Section I The following revenue is anticipated to complete this project:
Through FY Through FY
2000-01 FY 2001-02 2001-02
Sales Tax $0 $0 $0.
2/3 Net Debt
Reduction Bond Funds $0 $191,284 $191.284
Private Placement $0 $0 $0
Grant Funds $0 $0 $0
Fees $0 $0 .$0
Other $0 1 $0 1 $0
Total Funding $0 $191,284 $191.284
Section 4. The following amount is appropriated for this project:
Throw FY Tkough FY
2000-01 FY 2001-02 2001-M
Lam/M' $0 $0 $0
Des' $0 $0 $0
Constnxxion $0 $0 $0
Professional Fees-HVAC $0 $191 $191
Total Costs $0 $191 $191
Section 5. This ordinance supersedes all previous Whitted Human Services Center — Phase 2 Capital
Project Ordinances for Orange County.
Section 6. This ordinance shall remain in effect until June 30, 2002.
Adopted this 18`b day of September 2001.