HomeMy WebLinkAboutORD-1999-020 Budget Amendment #5 i 99
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 7, 1999
Action Agenda
Item No. g_
SUBJECT: Budget Amendment#5
DEPARTMENT: Budget Office PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
1999-00 Budget As Amended Spreadsheet Donna Dean, extension 2151
Syphilis Elimination Grant Project Ordinance
Breast and Cervical Cancer Program Grant TELEPHONE NUMBERS:
Project Ordinance Hillsborough 732-8181
CHCCS Glenwood.Elementary Capital Project Chapel Hill 968-4501
Ordinance (Architect, Planning, Engineering
Phase) Durham 688-7331
Request Letter from New Hope Fire Mebane 336-227-2031
Department for Use of Unappropriated Fund
Balance
PURPOSE: To approve budget amendments, grant project ordinances and capital project ordinances.
BACKGROUND:
Amendments for Items Approved by Prior Board Action
Health Department
1) According to statistics, Orange County has a large number of reported primary and secondary.
syphilis cases. Last fiscal year, the Orange County Health Department received funds to
implement a screening and referral system for high-risk populations.. Recently, the Department
received confirmation of a four-year continuation grant for the Syphilis Elimination Project. The
Board of County Commissioners accepted the continuation grant on November 17, 1999. In
addition, at that meeting, the Board approved a new permanent full-time equivalent Public Health
Educator position for the project. The attached Syphilis Elimination Grant Project Ordinance
establishes the budget of$43,000 for the current fiscal year. No County funds are required for the
receipt of these funds.
Amendments for Items Included in the 1999-09 Capital Investment Plan
Chapel Hill-Carrboro City Schools
2) The Board of County Commissioners approved the County's ten-year Capital Investment Plan on
June 21. While the funding plan as a whole was approved, the Board decided to change the
individual project approval process.
For projects that have a relatively small scope of work, the Board decided to approve the entire
project ordinance at one time. Since the beginning of this fiscal year, the Board has approved
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several capital project ordinances for smaller projects in the Chapel Hill Carrboro City Schools
including mobile classrooms, various roofing projects, and ADA requirements.
For major projects, the Board elected to approve funding for individual components of the project
rather than allocating a lump sum for the project. Major components include:
♦ Planning, architect, engineering
♦ Land acquisition and associated fees
♦ Construction
♦ Equipment& Furnishings
Included in the approved CIP was the Glenwood Elementary School Renovations capital project.
The project provides for major renovations at the school including replacement of the HVAC and
fire alarm system and upgrades to classrooms, restrooms,windows and cafeteria. The Chapel
Carrboro City Schools has requested that the Board of Commissioners approve funding totaling
$100,000 for the first phase of the Glenwood Elementary School Renovations Capital Project
Ordinance. This phase includes planning, architect and engineering costs. Once this phase is
complete and bids received, the school district will ask the Board to approve construction-related
costs for the project. (See attached Glenwood Elementary School Renovations Capital Project).
Amendments for New Items Not Approved by Prior Board Action
Department of Social Services
3) The Department of Social Services has received an additional day care allocation from the State.
The additional $274,726 increases the amount available for day care spending in Orange County
from$2,231,973 to $2,506,699. Currently there is a monthly average of 600 children receiving
day care assistance. Before receipt of the additional funds there were as many as 180 children
on the waiting list. The additional funds will allow the department to provide services for those
children for the remainder of the year. (see column #3, page,4 of this abstract).
4) The Department of Social Services has received additional Crisis Intervention funds through a
reallocation from the State. These funds are used to pay heating and air conditioning bills for
individuals who qualify for assistance. The current budget for these two programs is $65,280.
This amendment increases the current budget by$80,375,bringing the new total to $145,655. It
is estimated that more than 800 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 #4
page 4 of this abstract)
Health Department
4) The Breast and Cervical Cancer program of the Health Department publishes and distributes a
brochure entitled "Women's Health Passport." The department provides these brochures free of
charge to its patients. Recently, private providers and UNC Hospital have expressed interest in
purchasing copies of the brochure for their patients. The Health Department's cost to publish and
distribute the brochure is $3.99 each. The Department estimates that at least 5,000 brochures
will be distributed to other providers. The amount of additional funds created by the sale of these
brochures is $19,950 and will completely off set costs of producing literature and brochures. The
attached Breast and Cervical Cancer Grant Project Ordinance provides for the receipt of these
funds.
5) During the budget planning process last spring, the Health Department estimated that 2,800 flu
and pneumonia immunizations would be given this year. Currently, it appears that at least 4,000
patients will receive shots this winter. Based on these numbers, the unanticipated revenue for
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this program is estimated to be at least$10,000. This budget amendment provides for the receipt .
of these fees to offset costs associated with purchasing flu and pneumonia vaccines. (see
column #5, page 4 of this abstract).
New Hope Fire Department
6) The President of the New Hope Fire Department recently submitted a request to use the
department's fund balance. The department plans to alter and repair a 1982-pumper/tanker-fire
truck. There is$11,260 of unappropriated fund balance in this department's account. According
to the attached letter from John Carroll, "the work is estimated to cost approximately$13,200."
This amendment appropriates the department's available fund balance for this purpose. (see
page 4, column#6)
FINANCIAL IMPACT: Financial impacts are included in the background information above.
RECOMMENDATION (S): The Manager recommends that the Board of County Commissioners
approve the budget ordinance amendments and the grant and capital project ordinances.
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Syphilis Elimination Program 5
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 Syphilis Elimination Program as awarded to the Orange
County Health Department by the North Carolina Division of Health and Human
Services (DHHS). The purpose of this grant is to provide education and outreach services
to at risk populations in Orange County.
Section 2. The officers of the County are hereby directed to proceed with the grant project within
the grant document, the rules and regulations of the Centers for Disease Control.
Section 3. The following revenue is anticipated to be available to complete this project:
Intergovernmental-Syphilis Elimination Grant(1998-99) $43,000
Intergovernmental-Syphilis Elimination Grant(1999-00) S43,00 0
Total Syphilis Elimination Grant Revenue $86,000
Section 4. The following amount is appropriated for this project:
Human Services-Syphilis Elimination Program $86,000
Section 5. The finance officer is hereby directed to maintain within the Grant Project sufficient
specific detailed accounting records to provide the accounting to the grantor agency
required by the grant agreement and federal and state regulations.
Section 6. 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 7. Copies of this grant project ordinance shall be made available to the finance officer for
direction in carrying out this project. ,
Section 8. The following permanent full time equivalent position is authorized through this grant
project ordinance:
1.0 Full-time equivalent Public Health Educator
Section 9. This project period begins December 1, 1998 and goes through December 31, 2000.
Adopted this 9th day of December 1999.
Comprehensive Breast and Cervical Cancer Control Program 6
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 Comprehensive Breast and Cervical Cancer Control
Program as awarded to the Orange County Health Department by the Centers for Disease
Control. The purpose of this grant is to provide screening and follow-up services for
women in Orange County.
Section 2. The officers of the County are hereby directed to proceed with the grant project within
the grant document, the rules and regulations of the Centers for Disease Control.
Section 3. The following revenue is anticipated to be available to complete this project:
Intergovernmental-Breast&Cervical Cancer(1999-00) $24,364
Fees for Services(1999-00) $19.95
Total Breast and Cervical Cancer Revenue $44,314
Section 4. The following amount is appropriated for this project:
Human Services-Breast&Cervical Cancer(1999-00) $44,314
Section 5. The finance officer is hereby directed to maintain within the Grant Project sufficient
specific detailed accounting records to provide the accounting to the grantor agency
required by the grant agreement and federal and state regulations.
Section 6. 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 7. Copies of this grant project ordinance shall be made available to the finance officer for
direction in carrying out this project.
Section 8. Positions authorized through this grant project ordinance include:
.125 full-time Equivalent Family Nurse Practitioner position
This position is authorized through June 30, 2000. Subsequent funding in future years is
contingent upon the availability of grant funds.
Section 9. This project period begins July 1, 1998 and goes through June 30, 2000.
Section 10. This ordinance supersedes all previous Comprehensive Breast and Cervical Cancer Control
Program Grant Project Ordinances.
Adopted this seventh day of December 1999.
Glenwood Elementary School Major Renovation 7
Chapel Hill-Carrboro City Schools
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 a major renovation of Glenwood Elementary
School that was constructed and opened in 1952,1954, and 1959. This project will be
financed with proceeds from the 1997 Local Bond Issue and savings from the Scroggs
Elementary School Construction and East Chapel Hill High additions construction projects.
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 phase 1 of this project:
Through FY 1999-00 Through FY
1998-99 Appropriation 1999-00
Sales Tax $0 $0 $0
invact Fees $0 $0 $0
PSBF $0 $0 $0
1992 Band Funds $0 $0 $0
1997 Bond Funds $0 $100,000 $100,000
Savings on Construction Contracts Lo 10 Lo
Total Project Fun ' $0 $100,000 $100,000
Section 4. The following amount is appropriated for this project:
Through FY 1999-00 Through FY
1998-99 Appropriation 1999-00
Plannin /Arch/En in 0 100,000 100,000
Land/Assoc Fees 0 0 0
Construction 0 0 0
Equipment/Furnishings 0 0 0
Other 0 0 0
Contingency 9- 2 0
Total 0 100,000 100,000
Section 5. This ordinance supersedes all previous Glenwood Elementary School Major Renovations
Capital Project Ordinances.
Section 6. This ordinance shall remain in effect until June 30, 2000.
Adopted this 7"` day of December, 1999.
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New Hope Fire Department
s V-S a 2 9 in PO Box#16484
i Chapel Hill, NC 27516
3L✓o:.[@.0..a tJ . I'd 4Fu?:W
October 21, 1999
Mike Tapp,Fire Marshal
County of Orange
PO Box 8181
Hillsborough,NC 27278
Mike, .
This letter is to request a distribution from our fund balance account that is held
by the county for us. We plan to use the money for alterations and repairs to
our 1982 Gruman pumper/tanker fire truck, the work is estimated to cost
approximately$13,200.00, we understand there is $11,260.00 in that account
and we would like to receive all that is available to us.
If you have any questions please contact me at 919-489-3366.
Sincerely,
!�A 0-
John C. Carroll,President
New Hope Fire Department
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VOTE ON THE CONSENT AGENDA: UNANIMOUS
ITEMS REMOVED FROM THE CONSENT AGENDA
b. Minutes
A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to
approve the minutes as corrected for April 21, 1999 budget work session, April 26, 1999 budget work
session, May 4, 1999 regular meeting, June 3, 1999 budget presentation and public hearing, June 30,
1999 special meeting, August 31, 1999 work session, September 8, 1999 special meeting, September 14
work session, September 29, 1999 meeting continued from September 21, and September 30 work
session.
VOTE: UNANIMOUS
c. Budget Amendment#5
The Board considered budget amendments, grant project ordinances, and capital project
ordinances that are incorporated herein by reference.
Commissioner Brown asked about item two under"Amendments for Items Included in the
1999-09 Capital Investment Plan". She said that there was a reference that this is for the Glenwood
Elementary School renovations and asked for clarification.
John Link said that the renovations included in the amendment would be the first stage that
would cover the planning, architect, and engineering costs.
Commissioner Brown asked what the potential total costs would be and was told that it would
be approximately$1.5 million. She said that she was looking at the Chapel Hill-Carrboro School Board
agenda and part of the long-range capital plan was to eliminate Glenwood and Estes Elementary
Schools.
John Link said that this item could be deferred to the meeting with the school boards next
week.
Commissioner Halkiotis agreed with Commissioner Brown about spending money on a
facility that is going to be abandoned.
Commissioner Jacobs made reference to item 9e, Cost-efficient Facilities Initiatives (CEFI)
for Buildings Constructed Using County Funds, and said that he wants to be sure that item would be
applied to this project.
A motion was made by Commissioner Brown, seconded by Commissioner Jacobs to approve
all except item#2 of the budget amendments. (Item#2 will be addressed at the upcoming meeting with
the school boards.)
VOTE: UNANIMOUS
e. Contract Award Piggyback of Bid for 38-cubic-yard Front Loader Refuse Truck
The Board considered a contract award to Lodal-South of Rockingham in the amount of
$137,151 to purchase a front-loading refuse truck on a bid piggybacked with a similar bid by the Town of
Carrboro.
Commissioner Halkiotis praised the staff for taking this opportunity.
A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to
award a contract to Lodal-Smith of Rockingham in the amount of$137,151 to purchase a front-loading
refuse truck on a bid piggybacked with a similar bid by the Town of Carrboro.
VOTE: UNANIMOUS
m. Late Applications for Homestead Property Tax Exemption
The Board considered four applications for Homestead tax exemptions for the 1999 tax year.
Commissioner Brown said that this item has been on the legislative agenda for the last three
years and she feels very strongly about the benefit of this legislation. She asked the Tax Assessor John
Smith to describe the Homestead Property Tax Exemption program.
John Smith said that the Homestead Property Tax Exemption is for anyone who has an
annual income of$15,000 or below, and the exemption is for the first$20,000. This only applies to the
dwelling that is lived in. The individuals also have to be 65 years of age or older or totally disabled.
Commissioner Brown said that she thought that the legislature was going to be asked to
increase the annual income requirement.
Geoffrey Gledhill said that there is a legislative study committee that is meeting and there will
be a recommendation to the general assembly to increase the property amount to$25,000. He feels that
something will come out of the next general assembly session.