HomeMy WebLinkAboutAgenda - 11-20-2012 - 5f 1
ORD-2012-051
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 20, 2012
Action Agenda
Item No. 5-f
SUBJECT: Fiscal Year 2012-13 Budget Amendment#4
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
Attachment 3. New Hope Fire
Department Letter of
Request
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 the following additional funds:
• State Senior Center General Purpose funds — North Carolina Division on Aging
funds of $7,834 for temporary workers, departmental supplies, and activities, at the
Seymour and Central Orange Senior Centers.
• Health Promotion and Disease Prevention funds - additional funds of $2,792 to
provide evidence-based classes and activities at both senior centers, from the
Triangle J Area Agency on Aging and North Carolina Division on Aging.
• Public Television — a $2,500 donation, from UNC Health Care, in support of "In
Praise of Age," a weekly talk show about senior issues, on Channel 8.
• Senior Health Insurance Information Program (SHIIP) — funds of$3,000 from the
N. C. Department of Insurance for the successful completion of the SHIIP basic
training program. Staff will use funds to implement the Master Aging Plan 2012-
2017 updates.
2
• Retired Senior Volunteer Program (RSVP) — individual and business donations,
totaling $5,000, for the annual RSVP recognition event, at the Seymour Center.
• Class Fees — based on current year collections, the department anticipates $30,000
in additional class fees, which will fund contract instructors and related costs, at both
senior centers.
• Sponsorship Funds — advertising revenue totaling $5,000 for the spring 2013
edition of the Aging Transitions Community Resource Guide.
• Volunteer Income Tax Assistance (VITA) Program — receipt of $7,633 from the
Internal Revenue Service for the VITA program, which provides free tax services for
low-to-moderate-income residents who cannot prepare their own tax returns. Funds
will procure program supplies, technology equipment, and volunteer mileage
reimbursements. If necessary, staff can reallocate technology funds for additional
nonpermanent staff at tax preparation sites.
2. Based on current year collections, the department anticipates an additional $36,000 in
class fees related to the Wellness Grant Program. The department will use these funds
to offset costs of wellness and fitness course instructors and program supplies. This
budget amendment provides for the receipt of these revenues and amends the current
Senior Citizen Health Promotion Grant Project Ordinance as follows:
Senior Citizen Health Promotion Wellness Grant($36,000) -Project#294303
Revenues for this project:
Current FY 2012-13 FY 2012-13
FY 2012-13 Amendment Revised
Senior Citizen Wellness Funds $104,604 $36,000 $140,604
Total Project Funding $104,604 $36,000 $140,604
A ppropriated for this project:
Current FY FY 2012-13 FY 2012-13
2012-13 Amendment Revised
Senior Citizen Wellness Grant $104,604 $36,000 $140,604
Total Costs $104,6041 $36,000 $140,604
This budget amendment provides for the receipt of the aforementioned funds. (See
Attachment 1, column #1)
Non-Departmental
3. At its October 16, 2012 meeting, the Board of County Commissioners approved
increased funding to Pretrial Services in the amount of $40,000 for FY 2012-13, and
directed staff to bring back a budget amendment to appropriate the increased
allocation. This budget amendment provides for a fund balance appropriation of
$40,000 from the General Fund to cover this increased allocation. (See Attachment
1, column #2)
3
Emergency Services
4. At its June 5, 2012 meeting, the Board of County Commissioners approved the
recommendation from the Emergency Services Workgroup to have a Needs
Assessment conducted for the VIPER (Voice Interoperability Plan for Emergency
Responders) System to improve County-wide coverage, and appropriate the
necessary funds, not to exceed $50,000, from the General Fund's Fund Balance.
This budget amendment provides for a fund balance appropriation of $50,000 from
the General Fund to cover the cost of the Needs Assessment. (See Attachment 1,
column #3)
New Hope Fire Department
5. The New Hope Volunteer Fire Department of Orange County, Inc. has requested a
portion of their district's available fund balance ($7,400) to cover the costs of
unanticipated costs due to the replacement of central air conditioning units at both
Stations 1 and 2. Due to the age of the units, replacement was more cost effective
than repairs. With this appropriation, approximately $30,000 remains in the district's
unassigned fund balance. This budget amendment provides for the appropriation of
$7,400 from the district's fund balance for the above stated purpose. (See
Attachment 1, column #4 and Attachment 3)
Sheriff Department
6. The Sheriff Department has been awarded funds from the U.S. Department of Justice
FY 2012 State Criminal Alien Assistance Program (SCAAP) in the amount of
$40,702. In June 2000, the Sheriff Department entered into an agreement with
Justice Benefits, Inc. (JBI) to secure appropriate Federal financial assistance in
recovering federal funds that are due to counties who house federal inmates. Based
on their work, Orange County will receive $40,702 from the U.S. Department of
Justice for the current fiscal year. This budget amendment provides for the receipt of
these funds. (See Attachment 1, column #5)
Carry Forwards
7. On June 30 of each year, there are instances where approved funding for certain
Board approved initiatives is not fully expended at the end of the fiscal year, and the
unexpended monies revert to the County's fund balance. In order for the County to
fulfill financial obligations related to these appropriations, the Board must re-
appropriate fund balance in the next fiscal year for these planned expenditures. For
FY 2012-13, the General Fund Balance appropriation request is $19,350. These
carry forwards consist of the following: (1) $5,100 in NC Matching Grant funds within
the Soil and Water division; and (2) $14,250 in donations to the Little River Park for
the purchase of new park equipment.
In order to carry funds forward and authorize their expenditure in fiscal year 2012-13,
it is necessary for the Board to appropriate $19,350 from the General Fund's fund
balance. (See Attachment 1, column #6)
4
Animal Services
8. Orange County Animal Services has received two designated donations to be used at
the animal shelter in the amounts of$1,500 and $749. The $1,500 is to be used 50%
toward signage in the adoption areas, and 50% for veterinary services and food. The
$749 donation is to be used for furnishings at the shelter. This budget amendment
provides for the receipt of these funds for the above stated purposes. (See
Attachment 1, column #7)
Library
9. 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, This budget amendment provides for the receipt of
these donated funds. (See Attachment 1, column #8)
Community Giving Fund of Orange County
10.On October 9, 2012, the BOCC approved the establishment of the Community Fund
of Orange County (The Fund) to raise and receive donations intended to support,
enhance, and extend County services and County Supported Activities. The Fund
will be administered by the Triangle Community Foundation. A minimum deposit of
$10,000 will be required to establish the Fund. This budget amendment provides for
the establishment of the fund with the General Fund's unassigned fund balance
appropriation of$10,000. (See Attachment 1, column #9)
Historic Rogers Road Neighborhood Community Center
1 1.At its November 8, 2012 meeting, the Board of County Commissioners approved an
additional $150,000 for the construction of a Rogers Road Community Center. The
project is contingent on both an Interlocal Agreeement with the Towns of Chapel Hill
& Carrboro, and the approval of a contract with Habitat for Humanity for the
construction and operation of the Community Center. This budget amendment
provides for the appropriation of $150,000 from the General Fund's unassigned fund
balance, and amends the capital project ordinance as follows: (See Attachment 1,
column #10
Historic Rogers Road Community Center($150,000) Project#10054
Revenues for this project:
Current FY FY 2012-13 FY 2012-13
2012-13 Amendment Revised
Transfer from General Fund $500,000 $150,000 $650,000
Total Project Fundin $500,000 $150,000 $650,000
Appropriated for this project:
Current FY FY 2012-13 FY 2012-13
2012-13 Amendment Revised
-Contribution to Habitat $500,000 $150,000 $650,000
Total Costs $500,000 $150,000 $650,000
5
School Capital Projects
12.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. At its August 21, 2012 meeting, the Board of
Commissioners approved the Chapel Hill-Carrboro City Schools PAYG allocation of
$2,290,782. This budget amendment provides for the FY 2012-13 PAYG funding
allocation of $1,434,067 to the Orange County Schools and amends the capital
project ordinances as follows:
Orange County Schools ($1,434,067):
Technology Plan ($500,000) Project#51011
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $1,422,668 $500,000 $1,922,668
Total Project Funding $1,422,668 $500,000 $1,922,668
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Technology $1,422,668 $500,000 $1,922,668
Total Costs $1,422,668 $500,000 $1,922,668
Fire/Safety Upgrades ($15,000) Project#51024
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $318,569 $15,000 $333,569
Total Project Funding $318,569 $15,000 $333,569
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Emergency/Security $318,569 $15,000 $333,569
Total Costs $318,569 $15,000 $333,569
6
Classroom/Building Improvements($148,067) Project#51025
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $3,769,440 $148,067 $3,917,507
Total Project Funding $3,769,440 $148,067 $3,917,507
Appropriated for this project:
Through FY FY 2012-13 1 FY 2012-13
2011-12 Amendment I Revised
Construction $3,769,440 $148,067 1 $3,917,507
Total Costs $3,769,440 $148,067 $3,917,507
Athletic Facilities($323,000) Project#51027
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $195,322 $323,000 $518,322
Total Project Funding $195,322 $323,000 $518,322
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
General Renovations $195,322 $323,000 $518,322
Total Costs $195,322 $323,000 $518,322
Electrical Service Upgrades($33,000) Project#51002
Revenues for this roject:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $0 $33,000 $33,000
Total Project Funding $0 $33,000 $33,000
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Electrical Systems $0 $33.000 $33,000
Total Costs $0 $33,000 $33,000
1 7
Indoor Air Quality($15,000) Project#51019
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $0 $15,000 $15,000
Total Project Funding $0 $15,000 $15,000
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $0 $15,000 $15,000
Total Costs $0 $15,000 $15,000
Window Replacements($45,000) Project#51026
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $195,322 $45,000 $240,322
Total Project Fundin $195,322 $45,000 $240,322
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $195,322 $45,000 $240,322
Total Costs $195,322 $45,000 $240,322
Mechanical Systems($15,000) New Project#51029
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $0 $40,000 $40,000
Total Project Funding $0 $40,000 $40,000
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $0 $40,000 $40,000
Total Costs $0 $40,000 $40,000
8
Paving/Parking Lot Improvements($40,000) New Project#51030
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $0 $40,000 $40,000
Total Project Fundin g $0 $40,000 $40,000
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Construction $0 $40,000 $40,000
Total Costs $0 $40,000 $40,000
Elementary#8($300,000) New Project#50011
Revenues for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Sales Tax $0 $300,000 $300,000
Total Project Funding $0 $300,000 $300,000
Appropriated for this project:
Through FY FY 2012-13 FY 2012-13
2011-12 Amendment Revised
Professional Services $0 $300,000 $300,000
Total Costs $0 $300,000 $300,000
FINANCIAL IMPACT: Financial impacts are included in the background information above.
RECOMMENDATION(S): The Manager recommends the Board approve budget, grant, and
capital project ordinance amendments for fiscal year 2012-13.
ANachment 1.Orange County Proyosed 2072-�3 Budget Amendment �
The 20f 243 Orersge Couoty Bvdqet Ordinaxe!s amended as lollows: �
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Attachment 2 11
Year-To-Date Budget Summary
PaulLaughton:
Fiscal Year 2012-13 $24,597 to cover remaining
costs of Pay and Class Study
allocation;$49,327 to cover
General Fund Budget Summary 2nd Primary Election costs
(BOA#1);$25,500 to cover
Original General Fund Budget $180,002,776 Sheriff Office vehicle
Additional Revenue Received Through purchase(BOA#1);
$904,367 to resolve matter
Budget Amendment#4 (November 20, 2012) with NC 911 Board regarding
Grant Funds $104,012 past use of E911 Funds(BOA
Non Grant Funds $2,308,269 #2-A);$104,397 to help with
General Fund - Fund Balance for Anticipated purchase of OSSI-CAD
system(BOA#2-8);$43,310
,Appropriations i.e. Encumbrances to cover additional hours and
General Fund - Fund Balance Appropriated to days of early voting period
Cover Unanticipated Expenditures $1,800,848 (BOA#3);$380,000 to
establish a Historic Rogers
Total Amended General Fund Budget $184,215,905 Road Community Center
Dollar Change in 2012-13 Approved General Capital Project(BOA#3-B);
$40,000 for an increased
Fund Budget $4,213,129 allocation to Pretrial Services
% Change in 2012-13 Approved General Fund (BOA#4);$50,000 for a
Budget 2.34% Needs Assessment for the
VIPER system(BOA#4);
$19,350 for carry forward
Authorized Full Time Equivalent Positions budgeted funds from FY 11-
Original Approved General Fund Full Time 12(BOA#4),$10,000 to
establish the Community
Equivalent Positions 801.425 Giving Fund of Orange
Original Approved Other Funds Full Time County;$150,000 for
Equivalent Positions 86.750 construction of Rogers Road
Community Center(BOA#4)
Position Reductions Burin Mid-Year 3.000
Additional Positions Approved Mid-Year T\[--
Total Approved u - ime- quiva ent Paul Laughton:
Positions for Fiscal Year 2012-13 885.175 3 Time-limited Grant
positions within the DSS
Homelessness Grant
expired on 9/30/12
Attachment 3 12
;•'
SO"addws(sraWn 1): Mairmg Address:
4012 Whlt"Road P.O.Box 16484
+ Chapel Kill,NO 27514 Chapel Hill,NO 27516
Phone:(919)493-1001
Fax (919)419-0241
New Hope Volunteer Fire Department of Orange County, Inc.
September 24,2012
Mr. Paul Laughton
Orange County Financial Services
P.O. Box 8181
Hillsborough, NC 27278
Paul,
In July 2012,we had to replace the central air conditioning units at both station 1 and station 2
because of mechanical failures. Due to the age of the units,replacement was more cost effective
than repairs. We solicited price quotes from three local vendors and the job was awarded to
mechanical Comfort, LLC, Efland,NC. The cost to replace the unit at station 1 was$3800 and the
cost to replace the unit at station 2 was$3600.
We are requesting that the County allocate$7400 from our fund balance to cover the costs of these
unanticipated replacement expenditures. Please contact us if you have questions or need additional
information. Thank you for your time and assistance with this project
Regards, f
Howard Pratt, President
Mike Tapp,Fire Chief