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Home My WebLink AboutAgenda - 06-17-2014 - 6eORD- 2014 -025 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 17, 2014 Action Agenda Item No. 6 -e SUBJECT: Fiscal Year 2013 -14 Budget Amendment #9 DEPARTMENT: Finance and Administrative PUBLIC HEARING: (Y /N) No Services ATTACHMENT(S): Attachment 1. Budget as Amended Spreadsheet Attachment 2. Year -To -Date Budget Summary INFORMATION CONTACT: Clarence Grier, (919) 245 -2453 1 PURPOSE: To approve budget, grant, and capital project ordinance amendments for fiscal year 2013 -14. BACKGROUND: Department on Aging 1. The Department on Aging has received notification of additional revenue for the following programs: • Volunteer Tax Assistance Program (VITA) — Triangle United Way revenue, totaling $2,374, which will fund nonpermanent personnel and program supply costs. • RSVP Gala — Community contributions totaling $800 for the RSVP Volunteer Recognition Event, which will occur in June 2014. • Operation FAN — Duke Energy and Valassis Energy donated funds, totaling $3,128, for fans and air conditioners for Orange County older adults. This budget amendment provides for the receipt of these additional funds. (See Attachment 1, column 1) Department of the Environment, Agriculture, Parks and Recreation 2. The Department of the Environment, Agriculture, Parks and Recreation has received $362 in rental income from the Caretaker Facility on the Little River Regional Park property. Funds will be used to repair the septic tank within the Caretaker Facility. This budget amendment provides for the receipt of these additional funds. (See Attachment 1, column 2) Department of Social Services 3. The Department of Social Services (DSS) has received State pass- through funds, totaling $11,722 for three Juvenile Crime Prevention Council Agencies, for agency disbursement. This budget amendment provides for a fund balance appropriation of $2,866 from the General Fund to cover the additional County Match requirement for FY 2013 -14 and for the receipt of the additional State pass- through funds. (See Attachment 1, column 3) 4. DSS has received additional donations for use for the DSS Holiday Program totaling $1,081. This budget amendment provides for the receipt of these funds and is budgeted in a special Adoption Enhancement Fund outside of the General Fund. 5. At its January 23, 2014 meeting, the Board of County Commissioners renewed the Emergency Solutions Grant Program through September 30, 2014, which included additional grant revenue of $116,011. The department provides housing stability, particularly for families experiencing homelessness or that are transitioning from shelters to permanent housing, and the Inter -Faith Council for Social Services, a local non - profit organization, serves as a sub - contractor and will provide emergency shelter services. In May, the department received notification of additional revenue totaling $50,000, which must be spent by June 30, 2014. The revenue is from other NC jurisdictions that did not spend their fiscal year appropriations. This budget amendment provides for the receipt of both revenue sources totaling $166,011 (See Attachment 1, column 4) and amends the current Emergency Solutions Grant Project Ordinance as follows: Emergency Solutions Grant - Project # 71084 Revenues for this oroiect: Appropriated for this oroiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Emergency Solutions Grant $168,467 $166,011 $334,478 Total Project Funding $168,467 $166,011 $334,478 Appropriated for this oroiect: Miscellaneous 6. The FY 2013 -14 Board of Commissioners' Approved Budget included funds for an anticipated Health Insurance increase of up to $226,444 in a Governing and Management Non - Departmental line item. This budget amendment provides for the actual allocation of these funds to cover health insurance expenditures within departments. The funds will cover the health insurance rate increases that were effective January 1, 2014. (See Attachment 1, column 5) Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Emergency Solutions Grant $168,467 $166,011 $334,478 Total Costs $168,467 $166,011 $334,478 Miscellaneous 6. The FY 2013 -14 Board of Commissioners' Approved Budget included funds for an anticipated Health Insurance increase of up to $226,444 in a Governing and Management Non - Departmental line item. This budget amendment provides for the actual allocation of these funds to cover health insurance expenditures within departments. The funds will cover the health insurance rate increases that were effective January 1, 2014. (See Attachment 1, column 5) K 7. The FY 2013 -14 Board of Commissioners' Approved Budget also included funds of $1,200,920 for a Cost of Living (COLA) of 2 %, effective July 1, 2013 and an employee performance award of either $500 or $1,000, effective with Work Planning and Performance Review (WPPR) dates from July 1, 2013 to June 30, 2014. This budget amendment provides for the actual allocation of these funds to cover the COLA and performance awards within departments. (See Attachment 1, column 6) New Hope Preserve /Hollow Rock Access Capital Project 8. At its February 18, 2014 meeting, the Board of Commissioners approved the purchase of 2.6 acres located on Erwin Road from the Triangle Land Conservancy for the future New Hope Preserve /Hollow Rock Access Area. This budget amendment provides for the transfer and use of existing funds of $70,000 from the Lands Legacy Capital Project to the New Hope Preserve /Hollow Rock Access Capital Project for the land purchase and transaction costs, and amends the Capital Project Ordinances as follows: (With this appropriation, approximately $1,397,000 remains currently available in Lands Legacy funds.) Lands Legacy (- $70,000) Project # 20011 Revenues for this Droiect: Appropriated for this groiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Alternative Financing $851,472 $0 $851,472 From General Fund $724,100 ($70,000) $654,100 Donations $1,000 $0 $1,000 Appropriated Fund Balance $9,337 $0 $9,337 Total Project Funding $1,585,909 ($70,000) $1,515,909 Appropriated for this groiect: New Hope Preserve /Hollow Rock Access ($70,000) Project # 20027 Revenues for this groiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Lands Legacy $1,585,909 ($70,000) $1,515,909 Total Costs $1,585,909 ($70,000) $1,515,909 New Hope Preserve /Hollow Rock Access ($70,000) Project # 20027 Revenues for this groiect: Appropriated for this groiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Historic Preservation Grant $90,000 $0 $90,000 Contribution from Chapel Hill $37,500 $0 $37,500 From General Fund $25,000 $70,000 $100,000 Appropriated Fund Balance $12,500 $0 $12,500 Total Project Funding $165,000 $70,000 $235,000 Appropriated for this groiect: Current FY FY 2013 -14 FY 2013 -14 2013 -14 Amendment Revised New Hope Preserve /Hollow $165,000 $70,000 $235,000 Rock Access Total Costs $165,000 $70,000 $235,000 M Vehicle Replacement Fund 9. The approved Vehicle Replacement Schedule for FY 2013 -14 included six (6) replacement patrol vehicles for the Sheriff Department at an estimated cost of $140,785. The actual cost, including taxes and tags, totaled $179,657 due to a change in the vehicle type that was available on State contract at the time of the order. The Sheriff Department has agreed to cover the difference out of received drug funds, which currently resides in a balance sheet account within the general ledger system. This budget amendment provides for a fund balance appropriation of $38,872 from the General Fund for the transfer of these funds from the drug fund account to the Vehicle Replacement Fund to cover the cost of these vehicles. (See Attachment 1, column 7) BOCC Contingency 10.At its June 3, 2014 meeting, the Board of Commissioners approved an appropriation of $2,000 to the Orange Tennis Club on behalf of Fairview Community Watch to match available grant funds related to the Fairview Community Watch Summer Monitoring Program at the County's Fairview Park. This budget amendment provides for the $2,000 allocation from the FY 2013 -14 BOCC Contingency (with this allocation, a balance of $9,650 remains in BOCC Contingency for FY 2013 -14). (See Attachment 1, column 8) 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 2013 -14. Attachment 1. Orange County Proposed 2013 -14 Budget Amendment The 2013 -14 Orange County Budget Ordinance is amended as follows: Original Budge[ Encumbrance Carry Forwards Budget as Amended Budget as Amended Through BOA #8 A 1. Department on Aging revenue for the VITA program ($2,374), la ($8 RSVP Gala ($800) and Operation FAN ($3,128). 2. DEAPR collection of $362 in Caretaker Rental income, at Little River Regional Park, will fund septic system repairs within the Caretaker's Facility. 3. County receipt of State pass - through funds for the JCPC program ($11,722) and a General Fund fund balance approprriation ($2,866) to support the required in -kind match. 4. Social Services receipt of State revenue revenue for the Emergency Solutions Grant totaling $166,011. 5. Allocation of Health Insurance Increase to departments, budgeted at $226,444 for FY 2013 -14 6. Allocation of Cost of Living (COLA), and Employee Performance Award to departments, budgeted at $1,200,920 for FY 2013 -14 7. Approved Fund Balance appropriation of $38,872 from the General Fund for the transfer of funds from the drug fund account to the Vehicle Replacement Fund to cover the cost of Sheriff patrol vehicles 8. Approved appropriation of $2,000 from BOCC Contingency to the Orange Tennis Club on behalf of Fairview Community Watch program Budget as Amended Through BOA #9 General Fund Revenue Property Taxes $ 139,733,522 $ $ 139,733,522 $ 139,733,522 $ $ $ $ $ $ $ $ $ 139,733,522 Sales Taxes $ 17,190,148 $ $ 17,190,148 $ 17,190,148 $ $ $ $ $ $ $ $ $ 17,190,148 License and Permits $ 313,000 $ $ 313,000 $ 313,000 $ $ $ $ $ $ $ $ $ 313,000 Intergovernmental $ 13,703,850 $ $ 13,703,850 $ 20,301,298 $ 3,128 $ $ 11,722 $ $ $ $ $ $ 20,316,148 Charges for Service $ 9,654,843 $ $ 9,654,843 $ 9,716,394 $ 3,174 $ 362 $ $ $ $ $ $ $ 9,719,930 Investment Earnings $ 105,000 $ 105,000 $ 105,000 $ $ $ $ $ $ $ $ $ 105,000 Miscellaneous $ 796,718 $ 796,718 $ 1,329,315 $ $ $ $ $ $ $ $ $ 1,329,315 Transfers from Other Funds $ 1,046,300 $ 1,046,300 $ 1,058,800 $ $ $ $ $ $ $ $ $ 1,058,800 Fund Balance $ 5,190,118 $ 645,323 $ 5,835,441 $ 9,578,510 $ 2,866 $ 38,872 $ 9,620,248 Total General Fund Revenues $ 187,733,499 $ 645,323 $ 188,378,822 $ 199,325,987 $ 6,302 $ 362 $ 14,588 $ $ $ $ 38,872 $ $ 199,386,111 Expenditures Animal SeNces $ 1,822,940 $ 2,215 $ 1,825,155 $ 1,829,265 $ 7,673 $ 34,114 $ 1,871,052 Asset Management SeNces $ 4,229,962 $ 253,003 $ 4,482,965 $ 4,482,965 $ 10,470 $ 45,874 $ 4,539,309 Board of County Commissioners $ 768,078 $ 768,078 $ 793,428 $ 2,102 $ 7,121 $ 2,000 $ 800,651 Tounty Attorneys Office $ 526,402 $ 526,402 $ 526,402 $ 1,184 $ 11,992 $ 539,578 County Manager's Office $ 719,803 $ 719,803 $ 719,803 $ 1,359 $ 17,537 $ 738,699 Department of Public Affairs $ 190,000 $ 190,000 $ 190,000 $ 210 $ 2,783 $ 192,993 Finance and Administrative Services $ 3,303,839 $ 3,052 $ 3,306,891 $ 3,306,891 $ 4,161 $ 26,988 $ 3,338,040 Human Resources $ 725,006 $ 725,006 $ 725,006 $ 2,183 $ 16,061 $ 743,250 Non-Departmental $ 3,695,181 $ 5,237 $ 3,700,418 $ 3,675,068 $ 29,342 $ 162,470 $ 3,483,256 Governing &Management $ 15,981,211 $ 263,506 $ 16,244,717 $ 16,248,827 $ $ $ $ $ $ $ $ (2,000) $ 16,246,827 Board of Elections $ 703,856 $ 703,856 $ 703,856 $ 1,132 $ 7,054 $ 712,042 Information Technologies $ 2,218,857 $ 55,684 $ 2,274,541 $ 2,274,541 $ 3,715 $ 26,166 $ 2,304,422 Register of Deeds $ 893,469 $ 893,469 $ 893,469 $ 3,633 $ 17,273 $ 914,375 Tax Administration $ 2,971,862 $ 15,787 $ 2,987,649 $ 2,987,649 $ 10,576 $ 54,543 $ 3,052,768 Debt SeNce (County Portion $ 8,977,236 $ 8,977,236 $ 8,977,236 $ $ 8,977,236 Non -De artmental $ 1,881,496 $ 1,881,496 $ 1,881,496 $ 19,056 $ 105,036 $ 1,757,404 General Services $ 17,646,776 $ 71,471 $ 17,718,247 $ 17,718,247 $ $ $ $ $ $ $ $ $ 17,718,247 DEAPR $ 3,033,168 $ 27,624 $ 3,060,792 $ 3,087,843 $ 362 $ 8,339 $ 51 596 $ 2,000 $ 3,150,140 Economic Development $ 392,277 $ 676 $ 392,953 $ 419,078 $ 1,428 $ 7 263 $ 427,769 Planning/Inspections and OPT $ 3,384,251 $ 20,160 $ 3,404,411 $ 3,432,603 $ 10,686 $ 66 587 $ 3,509,876 Non -De artmental $ 293,549 $ 16,587 $ 310,136 $ 320,136 $ (20,453) $ (125,446) $ 174,237 Community & Environment $ 7,103,245 $ 65,048 $ 7,168,293 $ 7,259,661 $ $ 362 $ $ $ $ $ $ 2,000 $ 7,262,023 Child Support Enforcement $ 955,441 $ 2,179 $ 957,620 $ 957,620 $ 3,785 $ 19,770 $ 981,175 Cooperative Extension $ 397,826 $ 397,826 $ 374,162 1 $ $ $ 374,162 Department of Social Services $ 17,020,419 $ 53,670 $ 17,074,089 $ 22,327,367 $ 43,778 $ 232,771 $ 22,603,916 Department on Aging $ 1,761,934 $ 16,305 $ 1,778,239 $ 1,964,349 $ 6,302 $ 4,810 $ 26,773 $ 2,002,234 Health $ 7,773,246 $ 11,004 $ 7,784,250 $ 7,888,454 $ 25,299 $ 153,684 $ 8,067,437 Housing, Human Rights & Comm Dev $ 285,468 $ 285,468 $ 285,468 $ 1,121 $ 6,314 $ 292,903 OPC Area Program $ 1,355,973 $ 1,355,973 $ 1,355,973 $ $ $ 1,355,973 Non Departmental $ 1,908,806 $ 4,293 $ 1,913,099 $ 1,663,099 $ 78,793 $ 439,312 $ 1,144,994 Human Services $ 31,459,113 $ 87,451 $ 31,546,564 $ 36,816,492 $ 6,302 $ $ $ $ $ $ $ $ 36,822,794 Courts $ 90,655 $ 90,655 $ 90,655 $ $ $ 90,655 Emergency SeNces $ 9,294,961 $ 57,813 $ 9,352,774 $ 9,903,048 $ 32,053 $ 153,884 $ 10,088,985 Sheriff $ 11,698,712 $ 100,034 $ 11,798,746 $ 11,884,284 $ 40,591 $ 184,016 $ 12,108,891 Non Departmental $ 361,050 $ 361,050 $ 361,050 $ 11,722 $ 72,644 $ 337,900 $ 37,772 Public Safety $ 21,445,378 $ 157,847 $ 21,603,225 $ 22,239,037 $ $ $ 11,722 $ $ $ $ $ $ 22,250,759 Library Services $ 1,790,465 $ 1,790,465 $ 1,803,217 $ 6,156 $ 30,756 $ 1,840,129 Library/Municipal Support $ 609,234 $ 609,234 $ 609,234 $ $ $ 609,234 Non-Departmental $ 96,209 $ 96,209 $ 96,209 $ 6,156 $ 30,756 $ 59,297 Culture & Recreation $ 2,495,908 $ $ 2,495,908 $ 2,508,660 $ $ $ $ $ $ $ $ $ 2,508,660 Education $ 86,289,802 $ 86,289,802 $ 86,289,802 $ $ $ $ $ $ $ $ $ 86,289,802 Transfers Out $ 5,312,066 1 $ 5,312,066 $ 10,245,261 $ 2,866 1 $ 38,872 1 $ 10,286,999 Total General Fund Appropriation $ 187,733,499 $ 645,323 $ 188,378,822 $ 199,325,987 $ 6,302 $ 362 $ 14,588 $ $ $ $ 38,872 $ $ 199,386,111 $ $ 101 $ 101 $ 101 $ = $ = $ $ $ $ $ $ $ 101 Attachment 1. Orange County Proposed 2013 -14 Budget Amendment The 2013 -14 Orange County Budget Ordinance is amended as follows: Vehicle Replacement Fund Expenditures Vehicle Replacement Fund $ 899,416 $ 899,416 $ 899,416 $ 38,872 $ 938,288 Grant Project Fund Revenues Intergovernmental $ 799,882 $ 799,882 $ 1,015,959 $ 166,011 7. Approved Fund $ 1,181,970 Charges for Services $ 49,914 $ 49,914 $ 105,320 3. County receipt of Balance $ 105,320 Transfer from General Fund $ 37,863 2. DEAPR State pass - through 6. Allocation of Cost appropriation of 8. Approved $ 37,863 Miscellaneous 1. Department on Aging revenue for collection of $362 in Caretaker Rental funds for the JCPC 4. Social Services 5. Allocation of Health Insurance of Living (COLA), and Employee $38,872 from the General Fund for appropriation of $2,000 from BOCC Encumbrance Budget as Budget as the VITA program income, at Little program ($11,722) and a General receipt of State revenue revenue Increase to Performance the transfer of Contingency to the Budget as Original Budge[ Carry Forwards Amended Amended Through ($2,374), RSVP River Regional Fund fund balance for the Emergency departments, Award to funds from the drug Orange Tennis Amended Through BOA #8 A Gala ($800) and la ($8 Operation FAN Park, will fund septic system approprriation Solutions Grant budgeted at $226,444 for FY departments, budgeted at fund account to the Vehicle Club on behalf of Fairview BOA #9 $ - $ 166,011 $ - $ - ($3,128). repairs within the ($2,866) to support totaling $166,011. 2013 -14 $1,200,920 for FY Replacement Fund Community Watch NCACC Employee Wellness Grant Caretaker's Facility. the required in -kind match. $ $ 2013 -14 to cover the cost of program $ Electric Vehicle Charging Stations $ $ Sheriff patrol $ Governing and Management $ - $ - $ - vehicles $ - $ - Vehicle Replacement Fund Expenditures Vehicle Replacement Fund $ 899,416 $ 899,416 $ 899,416 $ 38,872 $ 938,288 Grant Project Fund Revenues Intergovernmental $ 799,882 $ 799,882 $ 1,015,959 $ 166,011 $ 1,181,970 Charges for Services $ 49,914 $ 49,914 $ 105,320 $ 105,320 Transfer from General Fund $ 37,863 $ 37,863 $ 37,863 $ 37,863 Miscellaneous $ $ $ $ Transfer from Other Funds $ $ $ $ Appropriated Fund Balance $ - $ 10,924 $ 10,924 $ 10,924 $ 10,924 Total Revenues $ 887,659 $ 10,924 $ 898,583 $ 1,170,066 $ - $ - $ - $ 166,011 $ - $ - $ - $ - $ 1,336,077 Expenditures NCACC Employee Wellness Grant $ $ $ Electric Vehicle Charging Stations $ $ $ Governing and Management $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ NPDES Grant (Multi -year) $ - $ $ $ NC Tomorrow CDBG(Multi -year) $ - $ $ $ Jordan Lake Watershed Nutrient Grant $ $ $ Growing New Farmers Grant $ $ $ Community and Environment $ - $ - $ - $ $ $ $ $ $ $ $ $ $ Child Care Health - Smart Start $ 65,574 $ 65,574 $ 65,574 $ 65,574 Scattered Site Housing Grant $ $ $ Carrboro Growing Healthy Kids Grant $ $ $ Healthy Carolinians $ $ $ Health & Wellness Trust Grant $ $ $ Senior Citizen Health Prom otion(Wellness) $ 96,863 $ 6,207 $ 103,070 $ 158,476 $ 158,476 Dental Health - Smart Start $ $ $ Intensive Home Visiting $ $ $ Human Rights & Relations HUD Grant $ 272,063 $ 272,063 $ 453,140 $ 453,140 Senior Citizen Health Promotion (Multi -Yr) $ $ $ SeniorNet Program (Multi -Year) $ $ $ Enhanced Child Services Coord -SS $ $ $ Diabetes Education Program (Multi -Year) $ $ $ Specialty Crops Grant $ $ $ Local Food Initiatives Grant $ $ $ Reducing Health Disparities Grant (Mull $ 83,574 $ 83,574 $ 83,574 $ 83,574 Emergency Solutions Grant - DSS(Multi-Yr) $ 4,717 $ 4,717 $ 4,717 $ 166,011 $ 170,728 FY 2009 Recovery Act HPRP $ $ $ Community Response Program - DSS $ 67,774 $ 67,774 $ 67,774 $ 67,774 Building Futures Program - DSS (Multi- $ 301,811 $ 301,811 $ 301,811 $ 301,811 Human Services $ 887,659 $ 10,924 $ 898,583 $ 1,135,066 $ - $ - $ - $ 166,011 $ - $ - $ - $ - $ 1,301,077 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 Performance 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 $ $ $ Public Safe[ $ - $ - $ - $ 35,000 $ $ $ $ $ $ $ $ $ 35,000 Total Expenditures $ 887,659 $ 10,924 $ 898,583 $ 1,170,066 $ - $ - $ - $ 166,011 $ - $ - $ - $ - $ 1,336,077 Attachment 2 Year -To -Date Budget Summary Fiscal Year 2013 -14 General Fund Budget Summary Original General Fund Budget $187,733,499 Additional Revenue Received Through 82.700 Budget Amendment #9 (June 17, 2014) Grant Funds $189,157 Non Grant Funds $7,033,325 General Fund - Fund Balance for Anticipated Appropriations (i.e. Encumbrances) $645,323 General Fund - Fund Balance Appropriated to Cover Anticipated and Unanticipated Expenditures $3,784,807 Total Amended General Fund Budget $199,386,111 Dollar Change in 2013 -14 Approved General Fund Budget $11,652,612 % Change in 2013 -14 Approved General Fund Budget 6.21 Authorized Full Time Equivalent Positions Original Approved General Fund Full Time Equivalent Positions 826.550 Original Approved Other Funds Full Time Equivalent Positions 82.700 Position Reductions during Mid -Year Additional Positions Approved Mid -Year 6.300 Total Approved Full- Time - Equivalent Positions for Fiscal Year 2013 -14 915.550 $42,000 to cover co- location costs with 5 Fire Departments; $25,100 to cover .50 FTE position costs in Emergency Services; $148,439 to cover loss of Federal Sequestration funds in the Section 8 Housing and HOME Programs (BOA #2); $10,000 to provide UNRBA funds for Best Management Practices project (BOA #2- A);$382,000 to purchase 3 properties adjacent to Sportsplex (BOA #2 -C); $3,000,000 to fund current fiscal year's contribution to the OPEB Trust Fund (BOA #4); $77,400 related to OWASA's Concept Plan for 86 parcels in the Historic Rogers Road Neighborhood (BOA #5 -B); $58,130 to purchase 2 Sheriff patrol vehicles (BOA #7); $2,866 for the County match for the receipt of additional State pass- through funds in DSS, and $38,872 to cover additional costs of Sheriff vehicles in FY 13 -14 (BOA #9) 7