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Home My WebLink AboutAgenda - 06-18-2013 - 5fORD- 2013 -021 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 18, 2013 Action Agenda Item No. 5 -f 1 SUBJECT: Application for North Carolina Education Lottery Proceeds for Orange County Schools (OCS) and Contingent Approval of Budget Amendment #11 -A Related to OCS Capital Project Ordinances DEPARTMENT: Financial Services PUBLIC HEARING: (Y /N) No ATTACHMENT(S): Attachment 1. Orange County Schools — Lottery Proceeds Application Attachment 2. Budget As Amended Spreadsheet Attachment 3. Year -To -Date Budget Summary INFORMATION CONTACT: Clarence Grier, (919) 245 -2453 PURPOSE: To approve 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 Orange County Schools, and to approve Budget Amendment #11 -A (amended School Capital Project Ordinances), contingent on the State's approval of the application. BACKGROUND: Both School Systems have previously presented approved resolutions from their respective Boards requesting that the County modify its Capital Funding Policy by applying accumulated lottery funds for debt service payments, and permitting current year withdrawals immediately after the State's quarterly lottery fund allocations. This expedites both the application process and the receipt of funds for the school systems. Currently, the accumulated available lottery funds for Orange County Schools (OCS) are $419,757. The attached application requests the State to release lottery funds of $340,281 to cover debt service for the Orange County Schools system. Budget Amendment #11 -A provides for the receipt of the Lottery Funds, contingent on State approval of the application, and substitutes the amount of Lottery Funds approved for debt service as additional Pay -As- You -Go (PAYG) funds for FY 2012 -13 for OCS capital needs and projects, and amends the budgets for the following OCS capital projects: Orange County Schools ($340,281): Planning for Future Projects ($300,000) — Project # 51007 Revenues for this oroiect: Aoorooriated for this groiect: Current FY 2012 -13 FY 2012 -13 Amendment FY 2012 -13 Revised From General Fund (PAYG) $0 $300,000 $300,000 Total Project Funding $0 $300,000 $300,000 Aoorooriated for this groiect: Paving /Parking Lot Improvements ($40,281) — Project # 51030 Revenues for this oroiect: Current FY 2012 -13 FY 2012 -13 Amendment FY 2012 -13 Revised Professional Services $0 $300,000 $300,000 Total Costs $0 $300,000 $300,000 Paving /Parking Lot Improvements ($40,281) — Project # 51030 Revenues for this oroiect: Appropriated for this groiect: Current FY 2012 -13 FY 2012 -13 Amendment FY 2012 -13 Revised From General Fund (PAYG) $40,000 $40,281 $80,281 Total Project Funding $40,000 $40,281 $80,281 Appropriated for this groiect: FINANCIAL IMPACT: The total Lottery Fund amounts requested from the State for Orange County Schools is $340,281. RECOMMENDATION(S): The Manager recommends the Board approve, and authorize the Chair to sign, the application for NC Education Lottery Proceeds; and approve Budget Amendment #11 -A receiving the Lottery Funds and the amended OCS Capital Project Ordinances, contingent on the State's approval of the application. Current FY 2012 -13 FY 2012 -13 Amendment FY 2012 -13 Revised Construction $40,000 $40,281 $80,281 Total Costs $40,000 $40,281 $80,281 FINANCIAL IMPACT: The total Lottery Fund amounts requested from the State for Orange County Schools is $340,281. RECOMMENDATION(S): The Manager recommends the Board approve, and authorize the Chair to sign, the application for NC Education Lottery Proceeds; and approve Budget Amendment #11 -A receiving the Lottery Funds and the amended OCS Capital Project Ordinances, contingent on the State's approval of the application. Attachment 1 APPLICATION PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY County: Orange County LEA: Orange County Schools Address: P.O. Box 8181 Hillsborough, NC Project Title: FY 2012 -13 Debt Service (G.O. Bonds) Location: Type of Facility: Approved: Date: Contact Person: Clarence Grier Title: Phone Assistant County Mgr /CFO (919) 245 -2453 North Carolina General Statutes, Chapter 18C, provides that a portion of the proceeds of the North Carolina State Lottery Fund be transferred to the Public School Building Capital Fund in accordance with G.S. 115C- 546.2. Further, G.S. 115C -546.2 (d) has been amended to include the following: (3) No county shall have to provide matching funds... (4) A county may use monies in this Fund to pay for school construction projects in local school administrative units and to retire indebtedness incurred for school construction projects. (5) A county may not use monies in this Fund to pay for school technology needs. As used in this section, "Public School Buildings" shall include only facilities for individual schools that are used for instructional and related purposes, and does not include central administration, maintenance, or other facilities. Applications must be submitted within one year following the date of final payment to the Contractor or Vendor. Short description of Construction Project: Debt Service associated with G.O. Bonds issued Fall 2005 for Oranqe County Schools Gravelly Hill Middle School Estimated Costs: Purchase of Land $ Planning and Design Services New Construction Additions / Renovations Repair Debt Payment / Bond Payment TOTAL $ Estimated Project Beginning Date: July 2012 340,281.00 340,281.00 Est. Project Completion Date: June 2013 We, the undersigned, agree to submit a statement of state monies expended for this project within 60 days following completion of the project. The County Commissioners and the Board of Education do hereby jointly request approval of the above project, and request release of $ 340,281.00 from the Public School Building Capital Fund (Lottery Distribution). We certify that the project herein described is within the parameters of G.S. 115C -546. (Signature — Chair, County Commissioners) (Signature — Chair, Board of Education) Form Date: July 01, 2011 (Date) (Date) K Attachment 2. Orange County Proposed 2012 -13 Budget Amendment The 2012 -13 Orange County Budget Ordinance is amended as follows: General Fund Revenue Property Taxes $ 136,928,193 $ $ 136,928,193 $ 136,928,193 $ $ $ $ #5 -Allocation of $ $ $ 136,928,193 Sales Taxes $ 15,742,304 $ #1 Receiprofa #z. Receiprof $ #a Punning Department #5 rechnicai Health Insurance #6. AUOCation of COLA $ $ $ 15,742,304 License and Permits $ 313,000 L.... Social Services revenue Department on Aging #3 BOCA approved r eceipt of additional Amendmentto display Increase from Non - and performance award $ Encumbrance $ 313,000 Budget as Amended rordcPC program avenue rorme senior apprepdation of$6,50E rands ($33,625) from the $1,025000 in $ avocation rrom Non- Budget as Amended Original Budge[ Carry Forwards Budge[ as Amended Through BOA #10 ($E7aao), child care ($165205), and the Loch Program ($1300), virA rax rrom the soum orange Eire Distrias available merownof $ 9,395,201 Departmental Departmentaiaccountto Through BOA #11 $ $ $ Smart Start prgram and Prgram ($90])and fund balance Hillsborough related to ala- Latedwnd Balance related to the aCCOUnt to departments $ $ $ $ ($24269). Operation Fan (7) ). Miscellaneous th e NPDES program Eno River Parking Deck departments ($1,0]610]). $ $ $ $ $ $ $ 896,912 Transfers from Other Funds $ 1,040,000 ($171,609). $ 1,040,000 $ 1,087,700 General Fund Revenue Property Taxes $ 136,928,193 $ $ 136,928,193 $ 136,928,193 $ $ $ $ $ $ $ 136,928,193 Sales Taxes $ 15,742,304 $ $ 15,742,304 $ 15,742,304 $ $ $ $ $ $ $ 15,742,304 License and Permits $ 313,000 $ $ 313,000 $ 313,000 $ $ $ $ $ $ $ 313,000 Intergovernmental $ 13,595,810 $ $ 13,595,810 $ 19,659,018 $ 197,314 $ $ $ $ $ $ 19,856,332 Charges for Service $ 9,292,257 $ $ 9,292,257 $ 9,395,201 $ $ 5,207 $ $ $ $ $ 9,400,408 Investment Earnings $ 105,000 $ $ 105,000 $ 105,000 $ $ $ $ $ $ $ 105,000 Miscellaneous $ 798,340 $ 798,340 $ 896,912 $ $ $ $ $ $ $ 896,912 Transfers from Other Funds $ 1,040,000 $ 1,040,000 $ 1,087,700 $ 1,025,000 $ 1,087,700 Fund Balance $ 2,187,872 $ 781,630 $ 2,969,502 $ 8,206,688 $ 197,314 $ 5,207 $ $ $ 1,025,000 1 $ $ $ 9,231,688 Total General Fund Revenues $ 180,002,776 $ 781,630 $ 180,784,406T$ 192,334,016 $ 197,314 $ 5,207 $ $ 1 $ $ $ 193,561,537 Expenditures Governing & Management $ 15,339,623 $ 231,691 $ 15,571,314 $ 15,617,133 $ $ $ $ $ (149,183) $ (929,198) $ 14,538,752 General Services $ 17,910,408 $ 120,317 $ 18,030,725 $ 18,154,201 $ $ $ $ $ 14,052 $ 90,342 $ 18,258,595 Community & Environment $ 5,851,987 $ 67,971 $ 5,919,958 $ 5,975,177 $ $ $ $ $ 14,352 $ 103,484 $ 6,093,013 Human Services $ 30,711,556 $ 160,216 $ 30,871,772 $ 36,065,286 $ 197,314 $ 5,207 $ $ $ 61,609 $ 406,534 $ 36,735,950 Public Safety $ 20,121,532 $ 201,435 $ 20,322,967 $ 20,615,977 $ $ $ $ $ 54,656 $ 301,148 $ 20,971,781 Culture & Recreation $ 2,332,405 $ $ 2,332,405 $ 2,367,282 $ $ $ $ $ 4,514 $ 27,690 $ 2,399,486 Education $ 82,300,134 $ 82,300,134 $ 82,300,134 $ $ $ $ $ $ $ 82,300,134 Transfers Out $ 5,435,131 $ 5,435,131 $ 11,238,826 $ 1,025,000 $ 12,263,826 Total General Fund Appropriation 1 $ 180,002,776 $ 781,630 1 $ 180,784,406 1 $ 192,334,016 $ 197,314 $ 5,207 $ $ 1 $ $ $ 193,5611537 b 1, = b = b = b = b = b = b = b = b = b = b Fire District Funds Revenues Property Tax $ 3,608,643 $ 3,608,643 $ 3,608,643 $ 3,608,643 Intergovernmental $ $ $ 25,000 $ 25,000 Investment Earnings $ $ $ $ Appropriated Fund Balance $ 10,911 $ 10,911 1 $ 63,311 $ 6,507 $ 69,818 Total Fire Districts Fund Revenue $ 3,619,554 $ $ 3,619,554 1 $ 3,696,954 $ $ $ 6,507 $ $ $ $ 3,703,461 Expenditures Remittance to Fire Districts $ 3,619,554 $ 3,619,554 $ 3,696,954 $ 6,507 $ 3,703,461 Attachment 2. Orange County Proposed 2012 -13 Budget Amendment The 2012 -13 Orange County Budget Ordinance is amended as follows: Grant Project Fund Revenues Intergovernmental $ 175,584 $ 175,584 $ 520,946 $ 33,625 #5 -Allocation of $ 554,571 Charges for Services $ 24,000 $ 20,955 #1 Receiprofa #z. Receiprof #a Punning Department #5 rechnicai Health Insurance #6. AUOCation of COLA $ 95,000 Transfer from General Fund $ 71,214 L.... Social Services revenue Department on Aging #3 BOCA approved r eceipt of additional Amendmentto display Increase from Non - and penormance award $ - Encumbrance $ 71,214 Budget as Amended rordcPC program avenue rorme senior apprepdation of$6,50E rands ($33,625) from the $1,025000 in avocation rrom Non- Budget as Amended Original Budge[ Carry Forwards Budge[ as Amended Through BOA #10 ($E7aao), child care ($165205), and the Loch Program ($1300), virA rax rrom the soum orange Eire Distrias available merownof $ Departmental Departmentaiaccountto Through BOA #11 Smart Start prgram Prgram ($90])and fund balance Hillsborough related to ala- Latedwnd Balance related to the aCCOUnt to departments ($24269). Operation Fan ($3,000). Total Revenues th e NPDES program Eno River Parking Deck departments ($1,0]610]). 1 $ - $ - $ - $ 33,625 $ - $ - $ 757,380 Community and Environment $ - ($171,609). $ - $ 74,275 Grant Project Fund Revenues Intergovernmental $ 175,584 $ 175,584 $ 520,946 $ 33,625 $ 554,571 Charges for Services $ 24,000 $ 20,955 $ 24,000 $ 95,000 $ 95,000 Transfer from General Fund $ 71,214 $ 20,955 $ 71,214 $ 71,214 $ - $ - $ - $ $ - $ - $ 71,214 Miscellaneous $ $ - $ $ 6,000 $ 33,625 $ 6,000 Transfer from Other Funds $ $ - $ $ $ Appropriated Fund Balance $ - $ 30,595 $ 30,595 $ 30,595 $ 30,595 Total Revenues $ 270,798 $ 30,595 $ 301,393 $ 723,755 1 $ - $ - $ - $ 33,625 $ - $ - $ 757,380 Expenditures NCACC Employee Wellness Grant $ $ $ Electric Vehicle Charging Stations $ 20,955 $ 20,955 $ 20,955 $ 20,955 Governin and Management 1 $ - $ 20,955 $ 20,955 $ 20,955 $ - $ - $ - $ $ - $ - $ 20,955 NPDES Grant (Multi -year) $ - $ $ 60,525 $ 33,625 $ 94,150 NC Tomorrow CDBG(Multi -year) $ - $ $ $ Jordan Lake Watershed Nutrient Grant $ $ 13,750 $ 13,750 Growing New Farmers Grant $ $ $ Community and Environment $ - $ - $ - $ 74,275 $ - $ - $ - $ 33,625 $ - $ - $ 107,900 Child Care Health - Smart Start $ 63,588 $ 63,588 $ 64,996 $ 64,996 Scattered Site Housing Grant $ $ $ Carrboro Growing Healthy Kids Grant $ $ $ Healthy Carolinians $ $ $ Health & Wellness Trust Grant $ $ $ Senior Citizen Health Promotion(Wellr $ 98,604 $ 9,640 $ 108,244 $ 185,244 $ 185,244 Dental Health - Smart Start $ $ $ Intensive Home Visiting $ $ $ Human Rights & Relations HUD Grant $ $ $ Senior Citizen Health Promotion (Multi -Yr) $ $ $ SeniorNet Program (Multi -Year) $ $ $ Enhanced Child SeNces Coord -SS $ $ $ Diabetes Education Program (Multi -Year) $ $ $ Specialty Crops Grant $ $ $ Local Food Initiatives Grant $ $ $ Reducing Health Disparities Grant (M $ 78,996 $ 78,996 $ 67,767 $ 67,767 Emergency Solutions Grant Program $ 162,673 $ 162,673 FY 2009 Recovery Act HPRP $ $ $ Human Services $ 241,188 $ 9,640 $ 250,828 $ 480,680 $ - $ - $ - $ $ - $ - $ 480,680 Criminal Justice Partnership Program $ 29,610 $ 29,610 1 $ 29,610 1 $ 29,610 Hazard Mitigation Generator Project $ $ $ Buffer Zone Protection Program $ $ $ 800 MHz Communications Transition $ $ $ Secure Our Schools - OCS Grant $ $ $ Citizen Corps Council Grant $ $ $ COPS 2008 Technology Program $ $ $ COPS 2009 Technology Program $ $ $ EM Pertorm ante Grant $ $ 35,000 $ 35,000 2010 Homeland Security Grant -ES $ $ $ 2011 Homeland Security Grant - ES $ $ $ Justice Assistance Ad (JAG) Program! $ $ FEMA Assistance to Firefighters Grant $ $ 83,235 $ 83,235 Public Safe[ $ 29,610 $ - $ 29,610 $ 147,845 $ - $ - $ - $ $ - $ - $ 147,845 Total Expenditures $ 270,798 $ 30,595 $ 301,393 $ 723,755 $ - $ - $ - $ 33,625 $ - $ - $ 757,380 Attachment 3 Year -To -Date Budget Summary Fiscal Year 2012 -13 General Fund Budget Summary Original General Fund Budget $180,002,776 Additional Revenue Received Through 801.425 Budget Amendment #11 -A (June 18, 2013) Grant Funds $363,090 Non Grant Funds $6,492,136 General Fund - Fund Balance for Anticipated 4.500 Appropriations (i.e. Encumbrances) $781,630 General Fund - Fund Balance Appropriated to 888.675 Cover Anticipated and Unanticipated 3.0 FTE Time - limited Grant Expenditures $6,262,186 Total Amended General Fund Budget $193,901,818 Dollar Change in 2012 -13 Approved General .50 FTE Medical Office Assistant Fund Budget $13,899,042 % Change in 2012 -13 Approved General Fund funds within the Health Dept; 3.0 Budget 7.72% 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 (4 MO Additional Positions Approved Mid -Year 4.500 Total Approved Full- Time - Equivalent Positions for Fiscal Year 2012 -13 888.675 PaulLaughton: 3.0 FTE Time - limited Grant positions within the DSS Homelessness Grant expired on 9/30/12; 1.0 FTE CJPP Cordinator moved PaulLaughton: .50 FTE Medical Office Assistant position approved on 1/24/13 as part of a reclassifying and reallocation of existing budgeted funds within the Health Dept; 3.0 FTE Time - limited positions in DSS related to the NCFAST program (approved 2/5/13); 1.0 FTE CJPP Cordinator moved from Grant to PaulLaughton: $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); $380,000 to establish a Historic Rogers Road Community Center Capital Project (BOA #3 -B); $40,000 for an increased allocation to Pretrial Services (BOA #4); $50,000 for a Needs Assessment for the VIPER system (BOA #4); $19,350 for carry forward budgeted funds from FY 11- 12 (BOA #4),$10,000 to establish the Community Giving Fund of Orange County; $150,000 for construction of Rogers Road Community Center (BOA #4); $75,261 to upgrade AV equipment at SHSC (BOA #4- B); $147,000 to hire 2 new staff in Emergency Services (BOA #4 -C); $100,000 to establish a Community Loan Fund for water /sewer connections (BOA #4 -D); $3,000,000 for OPEB funding (BOA #4 -E); $25,000 to support the Health Department's Nicotine Replacement Therapy pilot project (BOA #7); $89,077 to purchase 27 portable radios (BOA #8 -A); $1,025,000 to display the funds for Eno River Parking Deck (BOA #11)