HomeMy WebLinkAboutORD-2000-034 Budget Amendment #10 i
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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 3, 2000
Action Agenda
Item No. -C,
SUBJECT: Budget Amendment# 10
DEPARTMENT: Budget Office PUBLIC HEARING: (Y/N) ,
BUDGET AMENDMENT: (Y/N)
ATTACHMENT(S):
Attachment 1 - Budget as Amended
spreadsheet
Attachment 2 -Smart Start Grant Project INFORMATION CONTACT:
Ordinance Donna Dean, 245-2151
Attachment 3 - Medicaid Cost Settlement
Memorandum
Attachment 4- Medicaid Maximization TELEPHONE NUMBERS:
Capital Project Ordinance Hillsborough 732-8181
Attachment 5- Letter from Gary Fuquay, Chapel Hill 968-4501
NCDHHS Interim Controller Durham 688-7331
Attachment 6 - DSS Computer and Mebane 227-2031
Accessory Cost Proposal
Attachment 7- Information Technology
Capital Project Ordinance
Attachment 8 - Request letter from Cedar
Grove Fire Department
PURPOSE:
To approve budget ordinance amendments and grant project ordinance for fiscal year 1999-00.
BACKGROUND:
DSS
1. In late March 2000, the Department of Social Services received notification from the State of
additional Crisis Intervention Funds. The Department uses these funds to pay heating and air
conditioning bills for individuals who qualify for assistance. In late November 1999, the State
awarded additional funds of$80,375 to the original budget of$65,280 bringing the current
budget for the program to $145,655. With this most recent award of$40,000, the budget will
increase to $185,655. An estimated 800 Orange County families will receive assistance
through this program in the current fiscal year. No.County match is required for the receipt of
these funds. (See column 1, page 4 of this abstract).
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Health Department
2. The Dental Health division of the Health Department has received an increase in Smart Start
funding from the Orange County Partnership for Young Children. The additional $25,000
enables the department to provide dental educational activities and screenings to children at
daycare facilities throughout the County. Last year more than 1,900 children received through
this program. The attached Smart Start Grant Project Ordinance (attachment 2 of this
abstract) provides for this program.
3. The Health Department recently received their allocation of Medicaid maximization funds from
the State totaling $89,342. As required by the federal government since 1994, each state "sets
aside" a portion of annual Medicaid earnings as a contingency to avoid over expenditures. The
funds are referred to as "federal cost settlement funds". Should the federal government not
need to use the withheld funds, it reimburses the funds to the State on an annual basis.
There are several requirements regarding use of the funds:
• Funds are required to be budgeted and expended to further the objectives of the
program that generated the receipts;
• Funds may be expended for a variety of public health needs and activities or they may
be held in reserve.for future needs of the department;
• Funds are not to replace current budget allocations for these program areas.
The attached memorandum from the Division of Public Health outlines the guidelines (attachment
3).
With the most recent allocation from the State, the department has received almost $325,000 in
Medicaid maximization reimbursements. The department plans to use these funds for non-
recurring items and give priority to replacing older equipment, meeting OSHA requirements, and
possibly redesigning clinical space. Attachment 4 of this abstract, Health Department Medicaid
Maximization Capital Project Ordinance, provides for the receipt of the additional funds. No
County dollars are required in order to receive these funds.
Sheriff
4. The Sheriff's Department has received a grant from the Department of Justice to purchase
bulletproof vests for its employees. The Department used the $6,000 grant to continue its vest
replacement schedule and replace bulletproof vests for twelve of its employees. No county
match is required for receipt of these funds. (see column 4, page 4 of this abstract)
Outside Agencies
5. On April 17, 2000, the Board of Commissioners approved the receipt of additional Office of
Juvenile Justice(OJJ) funds. The funds, totaling $9,185 will provide monies for the
Orange/Chatham Intensive Services Program. This program assists youths between 10 and
17 years old';that have been referred from the Juvenile Court system in both counties. No
County match is required for the receipt of these funds. Orange County receives the State
funds and "passes them through" to the receiving agency. (See column 5, page 4 of this
abstract).
Miscellaneous Function
6. On April 11, 2000, the Board awarded a contract for professional services associated with the
Student Generation Rates and Impact Fee Studies. The cost of the studies is not to exceed
$53,400. Funding for the studies totaling $23,000 was included in the original 1999-00 budget.
At the April 11 Board work session, the Commissioners approved an appropriation of$30,400
from their contingency account to cover the entire cost of the studies. (See column 6, page 4
of this abstract).
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Information Technology Capital Project
7. The State recently agreed to reimburse the Department of Social Services for computer
equipment purchased for its Child Protective Services (CPS) unit). A copy of the approval
letter from the State Department of Health and Human Services Controller's Office is included
as Attachment 5 of this abstract. The estimated cost to purchase the equipment about
$64,500. Attachment 6 of this abstract provides a listing of the proposed purchase.
In keeping with the County's normal computer purchase and installation procedures, the
Information Systems Department will purchase the equipment from the Information Technology
Capital Project. IS staff will also install the equipment. This process provides measures for
inventory control and compatibility. The receipt of these unanticipated funds allows funds
currently allocated in the County's Information Technology Capital Project for scheduled
replacements to be reallocated for other possible uses such as replacement of legacy systems.
Attachment 7, Information Technology Capital Project Ordinance, provides for the receipt of
the state monies and allows for the equipment purchase.
Cedar Grove Volunteer Fire Department
8. The Chief and President of the Cedar Grove Fire Department submitted a request to use a
portion of the department's fund balance to use as down payment on a pumper truck. The
new truck will replace one that is twenty-one years old and the department has found that
locating replacement parts is quite difficult and expensive. A copy of the Department's letter
requesting an appropriation of$25,000 is included as attachment 8 of this abstract.
RECOMMENDATION (S): The Manager recommends that the Board of Commissioners approve
the budget ordinance amendments, grant project ordinances and capital project ordinances.
Orange County
Proposed f-t+CtC-h Me 4
1999-00 Budget Amendment
The 1999-00 Orange County Budget Ordinance i.t amended au follamr.
#6 Appropriation
#2 See #3 See #5 Receipt of of BOCC #7 See #8 Fund
Budget As #1 Receipt of attached #4 Receipt of additional OJJ Contingency for
attached Stuart Student Generation attached Balance Budget As
Original Budget mended additional Crisis Medicaid DO grant for funds for Information Aooro rnar'nn Amended
g Th Hugh BOA inteiveriiiuu Start Grant Maximization bulletproof Intensive mates AIAU Impact P -'-- ^aende
P Technology Eor Cedar Through BOA
#9 Funds Project Capital Project vests Services Fee Studies(transfer g
' Ordinance P Project Capital Project Grove Fire #$
Ordinance Program Miscellaneous Ordinance Department
Function)
General Fund
Revenue
Property Taxes $ 64,191,574 $ 64,191,574 $ - $ - $ - $ - $ $ - $ - $ - $ 64,191,574
Saks Taxes $ 13,948,795 $ 13,948,795 $ - $ - $ - $ - $ _ $ - $ - $ - $ 13,948,795
License and Permits $ 907,900 1$ 947,900 $ - $ - $ - $ - $ - $ - $ - $ - $ 907,900
Intergovernmental $ 14677,668 $ 12,254,892 $ 80,375 $ - $ $ 6,000 $ 9,185 $ - $ - $ - $ 12,350,452
Charges for Service $ 4,938,837 $ 4,955,537 $ - $ - $ - $ _ $ _ $ _ $ _ $ _ $ 4,955,531
Investment Earnings $ 1,270,000 $ 1,270,000 $ 1,270,000
Miscellaneous $ 316,672 $ 316,672 $ 316,672
Transfers from Other Funds $ 690,000 S 690,000 ; 690�
Fund Balance $ 2,273,702 $ 3,369,655 ; 3,369,655
Total $ 100,215,148 $ 101,905,025 S 80,375 $ - $ - $ 6,000 $ 9,185 $ - $ - S - $ 1027000,585
Expenditures
Community Maintenance $ 1,155,080 $ 1,236,441 $ - $ $ _ $ _ $ $ _ $ _ $ _ $ 1,236,441
General Administration $ 3,581,406 $ 3,761,433 $ - $ - $ - $ - $ - $ - $ $ - $ 3,761,433
Tax and Records $ 2,353,325 $ 2,376,165 $ $ $ - $ - $ _ $ _ $ $ _ $ 2,376,165
Community Planning $ 2,141,499 $ 2,368,120 $ $ _ $ _ $ - $ _ $ _ $ _ $ _ $ 2,368,120
Human Services $ 22,380,224 $ 23,205,777 $ 80,375 $ - $ - $ - $ $ - $ - $ - $ 23,286,152
Public Safety $ 9,141,976 $ 9,239,440 $ - $ _ $ $ 6,000 $ - $ -
$ $ $ 9,245,440
Public Works $ 3,506,576 ; 3,661,240 $ - $ _ $ _ $ _ $ _ $ _ _
Education $ 36,580,779 ; 36,580,779 $ ; ; $ - Y $ $ $ - Y 3,661,240
Non Departmental-
f Y Y 36,580,779
Outside Agencies $ 1,524,458 $ 1,586,000 $ ; $ $ ; 9,185 $ ; $ $ 1,595,185
Miscellaneous $ 1,151,997 $ 1,191,801 $ Y Y Y - Y $ - $ Y Y 1,191,801
Debt Service $ 10,176,884 $ 10,176,884 $ $ $ $ ; ; ;
Transfers Out 120,,010706,,58885 4
, , , , $ 6,520,944
$ 101,9050 $ 80,375 $ $ $ 6,000 Total Gen Fund Appropriation $ 100,215,148 Y
Fire Districts Fund
Revenue
Fund Balance Appropriated $ ; 32,621 $ 25,0001$ 179,516
Expenditures �-
u c a ety $ 121,895 Y 154,516
- Y 25,000 Y 179,516 q�
A44ac.t,r-,,-* 2
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:
Intergovernmental (DSS) 1993-94 $77,119
Intergovernmental(DSS)-1994-95 $259,953
Intergovernmental(DSS)- 1995-96 $347,780
Intergovernmental(DSS) -1996-97 $393,327
Intergovernmental(DSS)- 1997-98 $201,079
Intergovernmental(DSS)-1998-99 $102,006
Intergovernmental(DSS)-1998-99 $7,498
Intergovernmental(DSS)-1999-00 $91,960
Intergovernmental(DSS)-1999-00 $30,370
Intergovernmental(Health) - 1993-94 $43,777
Intergovernmental(Health)- 1994-95 $56,711
Intergovernmental(Health) -1995-96 $51,219
Intergovernmental(Health)-1996-97 $77,787
Intergovernmental(Health)-1997-98 $48,532
Intergovernmental(Health)-1998-99 $48,832
Intergovernmental(Health)-1999-00 $158,791
Intergovernmental(Library)-1993-94 $10,721
Intergovernmental(Library)- 1999-00 $12,226
Intergovernmental(Cooperative Extension)- 1994-95 $6,000
Intergovernmental(Cooperative Extension)- 1995-96 $1.7,880
Intergovernmental(Cooperative Extension)- 1996-97 $17,522
Intergovernmental(Cooperative Extension)- 1997-98 $56,325
Total Revenue $2,117,415
Section 4. The following prior years'grant funds have lapsed:
Intergovernmental (DSS) -1993-94 $77,119
Intergovernmental(DSS)-1994-95 $259,953
Intergovernmental (DSS)-1995-96 $347,780
Intergovernmental (DSS)-1996-97 $393,327
Intergovernmental (DSS) -1997-98 $201,079
Intergovernmental (Health) -1993-94 $43,777
Intergovernmental (Health) -1994-95 $56,711
Intergovernmental (Library)-1993-94 $10,721
Intergovernmental(Cooperative Extension)- 1994-95 $6,000
Intergovernmental (Cooperative Extension)- 1995-96 $17,880
Intergovernmental (Cooperative Extension) - 1996-97 $17,522
Intergovernmental(Cooperative Extension)- 1996-97 $56,325
Total $1,488,194
Section 5. The following amounts remain appropriated for this project:
Human Services DSS ;231,834
Human Services Library $14,226
Human Services-Health 1385,161
Total Appropriation $631,221
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.
.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
Ends.
Section 10. This project period begins January 18, 1994, and is valid through June 30,2000. Subsequent
funding of this grant project is contingent upon the availability of funds sufficient to cover
expenditures.
Section 11. This ordinance supersedes all previous Smart Start Program Grant Project Ordinances.
Adopted this third day of May 2000.
/ Me-n�- 3
�.swre North Carolina
Department of Health and Human Services
" Division of Public Health
1330 Sr-Mary's Street •1916 Mail Service.Center• Raleigh,North Carolina 27699-1916 •Courier 56-23-01
R David Bruton,M.D.,Secretary•Ann F.Wolfe,M.D.,M-P.H.,Direaor
MEMORANDUM
TO: Local Health Directors
49 Q
_. FROM: Ann F.Wolfe,MD,MPH
DATE: January 12,2000
RE: Medicaid Cost Settlement 1997-98
I am pleased that we are now able to electronically transmit to you this week Medicaid cost settlement funds
for fiscal year 1997-98. The attached shows the reimbursement detail for your health department.
These Medicaid reimbursement funds are required to be budgeted and expended to further the objectives of
the program that generated the receipts. Consistent with this requirement,these Medicaid receipts may be
held in reserve for future needs or expended for a variety of public health needs and activities,including but
not limited to:
expanding the provision of preventive and primary care services to uninsured and under-insured
populations;
expanding the provision of support services such as interpreter services,care coordination,hoine
visiting and transportation;
operating.expenses,including medical and laboratory supplies,in programs that generate Medicaid
revenue;
public information,outreach,and other population based services;
capital improvement such as building construction,renovation and repair-if the capital expenditure
would benefit public health programs other than programs that generated the Medicaid receipts,a
simple cost allocation plan would need to be developed to assure that the Medicaid receipts are used
in the program that generated the receipts-for example,if 80°/a of a new health department building
would house the child health program,Medicaid receipts from,the child health program could be used
to cover 800/a of the cost of the new building,
automation of clinical, fiscal and administrative operations,if there is a supple cost allocation plan for
allocating costs appropriately to the programs that generated the Medicaid receipts;
Any other reasonable public health expenditures,if there is a simple cost allocation plan for allocating
costs appropriately to the programs that generated the Medicaid receipts.
If you have any questions,please feel free to call Steven Gamer at 919-715-5265 or Dennis Harrington at
919-733-4981.
cc:County Finance Officer Aft
v..�.a..d.. ........ ..
Health Department Medicaid Maximization
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 the Health Department to purchase non-
recurring capital items and make minor renovations to clinic space. Medicaid
maximization funds received by the Health Department finance this project.
Section 2. The officers of the County are hereby directed to proceed with the project within the .
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Through FY Through FY
1998-99 FY 1999-00 .1999-00
Sales Tax $0 $0 $0
Bond Funds $0 $0 $0
Private Placement $0 $0 $0
Grant Funds $0 $0 $0
Other $235,481 $89,342 $324,823
Total Funding $235,481 $89,342 $324,823
Section 4. The following amount is appropriated for this project:
Through FY Through FY
1998-99 FY 1999-00 1999-00
Land/Building $0 $0 $0
Design $0 $0 $0
Construction $0 $0 $0
Other $235,481 $89,342 $324,823
Total Costsi $235,481 1 $89,342 1 $324,823
Section 5. This ordinance supersedes all previous Health Department Medicaid Maximization
Capital Project Ordinances for Orange County.
Section 6. This,ordinance, originally adopted February 16, 1999, shall be in effect until June 30,
2001.
Adopted this third day of May 2000.
-,A-{-tachrnw+5
WR 72M
"M
,�OnRCAINGI MUNN
g S
SERVIC'
North Carolina Department of Health and Human Services
Office of the Controller
James B.Hunt,Jr.,Governor Gary Fuquay,Interim Controller
H.David Bruton,M.D.,Secretary (919)733-0169
MAILING ADDRESS: LOCATION:
2019 Mail Service Center 616 Oberlin Road
Raleigh,NC 27699-2019 Raleigh,NC
Courier#56-20-01
March 2,2000
Mr.Hugh Cole.,Business Officer
Orange County Department of Social Services
P.O.Box 8181,300 W.Tyron Street
Hillsborough,North Carolina 27278
We have reviewed your letter of February 3,2000 requesting approval to direct charge computer
equipment to your Work First Block Grant. Based upon your assurance that the equipment will be used
exclusively for CPS intake and investigations and as long as the cases meet the old EA criteria,your
request is approved for reimbursement from TANF 100%Federal funds. Purchase of the ink cartridges
may not be direct charged,but should be allocated or cost pooled.
It is the county's responsibility to ensure that the equipment is used solely for the purpose and funding
source for which they are approved throughout the useful life and for the monitoring and documentation
of such for audit purposes. If,before the end of its useful life,the equipment ceases to be utilized for the
purpose for which they were originally purchased,a pro-rata reimbursement must be made to the federal
funding agency.
To claim reimbursement on the DSS' 1571,you will need to use the Part II,Code 238,Fund I with the
description"TANF Services 100%Federal"Please contact your Business Liaison or County'
Administration if you have questions regarding reporting procedures.
Sincerely,
WtT 4"10
Gary uquayV Kevin FitzGerald,Director
, 11
Interim Con fler Division of Social Services
GF:KF/tp
c: Jim Knight Tina Pickett Karen Anderson Pat Adcock
_f A
-{--fCLcjn m e n+ (p
Orange County Attachment A
Department of Social Services
Computer and Accessory Cost Proposal
Number Individual Total
Computer of Computer Computer
Type Computers Cost Cost
PC Desktops 14 $1,618.00 $22,652.00
Laptops 14 $2,602.00 $36,428.00
Portable Printers 14 $100.00 $1,400.00
Printer Cables 14 $12.00 $168.00
Black Ink Cartridges 0 $28.00 $0.00
Color Ink Cartridges 0 $37.00 $0.00
MS Off 97 Pro for Lap 14 $274.00 $3,836.00
Line Itm 106017420 amount $64,484.00
Information Technology
Capital Project Ordinance
Project Number 61-491
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 Rinds to implement the phases of the County's
Information Technology Plan. The project will be financed with proceeds from the
County's portion of the one-half cent sales taxes, State grant funds for the
Department of Social Services, and intergovernmental revenue from the Town of
Chapel Hill's participation in the aerial photography component of the plan.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Through FY Through FY
1998-99 FY 1999-00 1999-00 1
Sales Tax $2,615,947 $854,000 $3,469,947"
Bond Funds $o $o $o
Private Placement $0 $0 $0
Grant Funds $o $64,500 $64,500
Other $50,000 $116,000 $166,000
Total Funding $2,665,947 $1,034,500 $3,700,447
Section 4. The following amount is appropriated for this project:
Through FY Through FY
1998-99 FY 1999-00 1999-00
Land/Building $o $0 $0
Design $0 $0 $0
Construction $0 $0 $0
Other $2,665,947 $984,500 $3,650,447
Reserve for Citizen
and Board Access $0 $50,000 $50,000
Total Costs $2,665,947 $1,034,500 $3,700,447
Section 5. No funds allocated for public access initiatives will be expended from this project
without recommendations from the Information Technology Committee and approval
from the Board of County Commissioners.
Section 6. This ordinance supersedes all previous Information Technology Capital Project
Ordinances for Orange County.
Section 7. This ordinance, originally adopted December 1, 1997, shall be in effect until June 30,
2000,
Adopted this third day of May 2000.
�4-Itacr,mer,+g
Cedar Grove VFD, Inc.
720 Hawkins Rd.
Cedar Grove, NC 27231
919-732-9585
Ms. Donna Dean
Budget Director
Orange County
PO Box 8181
Hillsborough, NC 27278
Dear Ms. Dean,
As Chief of Cedar Grove V.F.D., Inc., I am requesting the sum of$25,000.00 from our
Fund balance to be released to our department as soon as possible.This money will be
used as down payment for a new pumper,that we have signed an agreement with Slagle Fire
Equipment,to purchase June of this year.
This truck is needed to replace a pumper that is 21 years old.And of which is starting to
have troubles.With this, it is becoming difficult to find replacement parts that are becoming
obsolete.
The Board of Directors agreed that it was time to move ahead on the replacement of this
pumper,for the safety of our firemen and the citizens of Cedar Grove fire district.
We are locked in at a rate of 5%for the loan, and will be financing$111,000.00 through
FHA.We will be spending roughly$15,000.00 of money from our savings to equip this truck.We
plan for this truck to be in service by mid to late summer.This will ensure our dept time to have
the truck equipped and personnel trained,to provide service to our fire district.
Please notify me as soon as possible,when the money can be expected.Thank you for
your time and consideration on this matter.
Sincerely,
dff
William D. Cole, Sr.
Chief,Cedar Grove VFD
Jeffrey P. Borland
President, Board of Directors