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HomeMy WebLinkAboutAgenda - 06-23-2004-5iORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date June 23, 2004 Action Agenda Item No. 5_; SUBJECT: Budaet Amendment #14 DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No ATTACHMENT (S): Attachment 1, Budget as Amended Spreadsheet Attachment 2, Equipment and Vehicles Capital Project Ordinance Attachment 3. Status of Commissioner's Cantingency Attachment 4. Farmland Conservation Easements Capital Project Ordinance INFORMATION CONTACT: Donna Dean 245-2151 TELEPHONE NUMBERS: Hillsborough Chapel Hill Durham Mebane 732-8181 968-4501 688-7331 336-227-2031 Attachment 5. HRSA-EMS 2003 Grant Project Ordinance PURPOSE: To approve budget, capital project, and grant project ordinance amendments for fiscal year 2003-04, BACKGROUND: Department of Social Services The Department of Social Services has received notification from the State of additional Home and Community Care Block Grant funds totaling $3,000 to be used for home health needs, The local match of approximately 10% is included in the department's budget for the current fiscal year. These additional funds bring the current budget in Home and Community Care Block Grant funds to $37,599 for FY 2003-04, This budget amendment provides for the receipt of these funds, (See Attachment 1, column #1) Department on Aging 2, The Department on Aging has received notification from the State of additional Home and Community Care Block Grant funds totaling $7,000 to be used far up fit expenses at the expanded Central Orange Senior Center space, These additional finds bring the current budget in Hame and Community Care Block Grant funds to $93,877 for FY 2003-04, The local match of approximately 10% is included in the department's budget for the current fiscal year, This budget amendment provides for the receipt of these funds, (See °~ Attachment 1, column #2) Equipment and Vehicle Replacements 3. On May 18, 2004, the Board of County Commissioners approved equipment financing of a glass recycling truck ($143,589) for the Solid Waste Enterprise Fund, and four ambulances ($378,300) for Emergency Management. Along with these, the Board also approved equipment financing in Fall 2003 for a crawler dozer ($308,451) and a front loading refuse truck ($161,754) for the Solid Waste Enterprise Fund, Financing has been seared for this equipment through an existing financing agreement previously approved by the BOCC with Central Carolina Bank fora 59-month term at an interest rate of 3,95%, Sufficient funds to cover the principal and interest payments for these vehicle purchases are included in the proposed FY 2004-05 Solid Waste Enterprise Fund budget for the Solid Waste associated equipment, and in the County's proposed FY 2004-05 debt service payments in the General Fund for the four ambulances. This technical budget amendment provides for the receipt of the proceeds from the loans as revenues, as well as the offsetting expenditures far this equipment. The Solid Waste equipment will be reflected in the Solid Waste Enterprise Fund, while the four ambulances will be reflected in the Equipment and Vehicles Capital Project Ordinance. (See Attachment 2, Equipment and Vehicles Capital Project Ordinance). County-Wide 4. This fiscal year was the first full year of operations with a new financial system, MUNIS, In establishing and implementing the new system during the course of the year, staff has noticed same changes in the chart of the accounts that need addressing through a technical budget amendment. For example, the Arts Commission budget was originally budgeted in the Community and Environment function, but the more appropriate budgeting of this department is in the Culture and Recreation function, Also, non-departmental expenditures have been established in the appropriate functions instead of a stand alone function, as they were in the legacy system, and some of these non-departmentals need to be moved to their appropriate functions. This budget amendment provides for these needed technical amendments, (See Attachment 1, column #4) Additional technical amendments are also needed to reverse a budgeted entry approved on October 1, 2003, as part of budget amendment #3, far acceptance of EMS Continuity of Government Planning funds. The amount of funds totaling $49,503 was already included in the department's budget for FY 2003-04, Also, a technical amendment is needed to enter the appropriation of $103,500 from the General Fund fund balance approved by the Board on April 20, 2004, as part of budget amendment #11. This appropriation is to cover anticipated year-end expenditures and to cover the unpaid and underpaid funds due to the Town of Hillsborough. This budget amendment provides for these needed technical amendments. (See Attachment 1, column #5) Governing and Management Non-Department 6. The FY 2003-04 Approved Budget set aside funds to address the following employee pay and/or benefits after July 1, 2003: Health Insurance -funds totaling $376,245 were approved by the Board to cover the health insurance increase that went into effect .lanuary 1, 2004. Equity Retention Fund -funds totaling $25,000 were approved by the Board in FY 2003- 04. These funds were used, with approval by the County Manager, throughout the year to address equitable salary relationships among employees and to support retention. This budget amendment allocates the health insurance and equity retention funds to the appropriate functions within the General Fund. (See Attachment 1, column #8) This budget amendment transfers funds from the Non-Departmental section of the Governing and Management function to the Board of Commissioners budget to implement the Board's action as to the Clerk to the Board's performance review for 2003-04. The Board of Commissioners has completed the Clerk's performance review for 2003-04 and decided to adjust her salary from $60,989 to $64,038 effective June 21, 2004. This budget amendment enacts the adjustment to the Clerk's salary effective .)une 21, 2004 and authorizes funding for the cost of the adjustment for fiscal year 2003-04. (See Attachment 1, column #7) Animal Services 8. The Board of County Commissioners (BOCC) approved a contract with the Animal Protection Society (APS) at the December 9, 2003 meeting. The contract included an increase in the monthly allocation of $4,507 from February through June 2004, for a total monthly allocation of $44,470. The BOCC had already approved an additional $4,229 per month to the APS contract far the months of October through January, bringing the original monthly allocation from $35,734 to $39,963. The total increase over the original APS budget of $428,818 is $60,589. During contract negotiations, immediate up-front and transitional capital needs were identified and approved by the Board for a total cost of $111,888. Additionally, the transition of 15 positions effective June 30, 2004, as well as immediate temporary personnel needs were approved by the Board at a cost of $7,036. Ori final APS Bud et 03-04 $428,818 Monthly Allocation Total Notes Jul throw h Se tember $35,735 $107,205 October throw h Janua $39,963 $159,852 BOCC approved increase of $4,229/mo Februa throw h June $44,470 $222,350 BOCC approved increase of $4,507/mo Total APS Contract 03-04 $489,407 Difference $60,589 Transitionalltems Cost Capital Needs $111,888 Upfront and transitional costs noted as part of contract Personnel $7,036 15 positions to transition on June 30, 2004, plus $5,000 for tem ora wa es Total $118,924 Grand Total $179,513 This budget amendment would appropriate an additional $179,513 (as reflected in the table above) in fund balance from the General Fund to cover the additional APS contract cost far FY 2003-04, as well as address the immediate capital and personnel needs of the Animal shelter operations. (See Attachment 1, column #8) Revaluation Fund 9. The approved 2003-04 budget included a transfer of $50,000 from the General Fund to the Revaluation Fund. This amount was not sufficient to cover estimated current year expenditures in the Revaluation Fund. This amendment increases the transfer from the General Fund to the Revaluation Fund by $143, 277 to cover the projected budget shortfall. (See Attachment 1, column #9) Governing and Management Non-Department 10. At its June 2, 2004 meeting, the Board of County Commissioners approved a proposal from the UNC School of Education to provide research and analysis at a cost of $25,000 regarding the resources available to the two school systems in Orange County. This amount would be covered by transferring the remaining uncommitted balance of $14,600 from the FY 2003-04 Commissioner's Contingency account, and an appropriation of $10,400 in fiand balance from the General Fund. The total of $25,000 wculd be encumbered for FY 2004- 05, when the work proposed would be completed. (See Attachment 1, column #10) Environment and Resource Conservation Department 11.The Environment and Resource Conservation department has recently been notified of the receipt of three matching grants totaling $638,840 from the U.S. Department of Agriculture's Farm and Ranch Lands Protection Program to help acquire conservation easements on three local farms. The total acreage of these three easements is expected to be approximately 500 acres. These grant funds will be matched by County funds set aside for conservation easements. In 2002, the Board of County Commissioners approved $3.0 million for easements to augment the 2001 Parks and Open Space bond funds (which cannot be used for easements). This budget amendment provides far the receipt of these grant funds. (See Attachment 3, Farmland Conservation Easements Capital Project Ordinance) 5 Emergency Management 12. At its April 13, 2004 meeting, the Board of County Commissioners approved acceptance of a state-administered federal grant totaling $26,357 from the North Carolina Office of Emergency Medical Services (NCOEMS). As part of budget amendment #13, approved by the Board on June 2, 2004, these funds were included in the general fund with the expectation that the funds would be expended and/or encumbered by June 30, 2004. Due to bidding requirements, this June 30`h deadline will not be met. A technical amendment is needed to move the $26,357 into a grant fund project so funds can be spent by the federal grant deadline of August 31, 2004. This budget amendment moves these fiords from the general fund to a grant project ordinance. (See Attachment 5, HRSA-EMS 2003 Grant Project Ordinance) Efland Sewer Enterprise Fund 13. Appropriation of fund balance totaling $20,247 from the Efland Sewer Enterprise Fund to cover tap fee overpayments paid by Habitat for Humanity and deposited in the fund's tap fee account. With this appropriation, the estimated fund balance remaining at June 30, 2004 will be sufficient to cover any year-end accruals. This budget amendment approves this fund balance appropriation from the Efland Sewer Enterprise Fund. (See Attachment 1, column # 13) FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION (S): The Manager recommends that the Board of County Commissioners approve the attached budget ordinance, capital project, and grant project ordinance amendments. Attachment t. Oraneo County Proposed 2003-04 ButlOOt Am9ntlment The 2003.04 OmnBe County BudBel Ortlinance is amended as loNOws: rt4 TCWniwl NIO Tmmlm 0l Nlt Rewlpl of Oran) dJ RCwipl of flv9 AmCWmenl to plCw ITS Tedlniwl IIO AppmpMle $Ii.0001mm Tunas lolallnp 111 Receipt of pm<eMSloe lbC NBIrOepvdm9nlal Amelpmenl lv 51]O,S131n IOM Commissionem $6)0,040 LOm Ih9 U5 tl1l Tedmibl 01J Appmptlalgnol IIt RCCnpl of atltl4bnal HOmCaM foundry of four em8les lnlp the AppmpUVIC F9M Iq TmnslCr of Pulps balanrn )into lbe NO AppmOrialbn of CBnliryenq aM an DCpl01 AOIfmOVrc Amelpmenl to IunU Ualanc9lmmlhC Mtlebnal HOmCaM Commumy Cary amUUbnces lorEMS mrtgd lvndbns. l9 fialanm olSIDl ^v00 d6 Allocv0on of M1OVI1U fmm GOVemleq aM General FUnd I9 314]9IIn IVM appmptlnlbn in l9M hd lee VaWV Transfer Pulps E9aM SCw9r CBlnmun8 Care y 619ek Gmnl Pulps ($W Nfachmenl 1. p~pvp libm serviws ry arp aTmnsler lp nsumnm Uenefas M1lanap9menl Nan raver the Mapbna Ualancv fmm Ne Ualanc0 01510.400 Crv01bn ° I Un olgvly yvppmvv Enlvmnse lp cover OrI01na1 fiutl00! 0uJ001 AS Amontlatl 6brk Gmnl Pulps lolalleq 37.00019 UC Equipment antl (5250,0]])Imm E9aad 6ewarfund 0l aM equMy mlenlbn OCpaOmenlal lqr APS C9nlmd<asl for General FUM I9 Immihe GCneml as0 v emOnls OnlM1r9e Iba GVnaml FUntl lov Ivp lv0 vv0lpaymOnlz Oudp64 AS Am0ntl0tl ThrO90h 600 pll blaliry S] 000lo by usM lore 5l p Vehkles CO lfal p human serviws 3104500I1mm 800 wants lv vppm Ivlo ° pl petl9rtnanm mviCw FY 100104, ac well cover lh0 mpansvsln FunU IOr UNC 6ch001 bbllmins (Se0 Orant d pI91C pap by NaUi1910r TM1rovOh 600 d14 , usvtl lm lmmo M1VOW~ CxpOnxes al lhv Pm/ec(ONbpncOJ Iuncevn to cullwC OM NIt)aM to mrted department9lot FY salary aafuslmenl for svtldmslmmoUL lO lhv ROVVWaOOn FUntl BI ECVmlbpl0 Alladlmenl3, anLMnrn (See HumanOy alp nseas CxpalpM Centre) aM for Onvndry reteealbn lundgn, EM1IS entry tram 60 100).w CICIS to ibv OOmtl lal cnpilal nntl pomonnvl Tor FY 200101 pmvpC mspar[h aep Fmmland Allatllmem J, HRSA UCp05iIMNlhe Omn0o 0vnlor CUntOl equipment In NV 6¢Ip pntl lp move Ans d]Nal was olr90dyN FY R00]~W neNS OlmC animal vnvlY>I¢rv00ltlin0lUV Crvlsclvuf Gmnl in EM1lG Gran) EOaM Sewer spam W651C EMemrbO COmmissbn l9 the orglnalUMOeI zhe8eropemlions e¢9p¢OS availablo to EasemOnla Capllal PmIcd Olaibnm) EnlCmhsC F9M FpM mrtCGl fungbn the IxD sdp01 prpied Ordinance) sydems General FUntl R9v9nu0 Pro ort Taros S 83,514,835 S 8),514,025 f S S S S S S t S S S S S S 8],514.025 3alos Taxos 3 18.308,53] S 18,200,52] f f S S S f S S S 5 t S S S 19.209,52) LkOn¢o antl Parmlls 3 1.348,)83 S 1349005 3 5 S S 5 f f f S 5 t S t S 1,)46085 In1or09vommOnlal 3 R,4ID,351 S 1].400,4]8 3 1,000 S 1.000 f S S 49.50] S S S S S S S Ta,]s] 5 S 1].440.9]0 ChOr oe fOr SOrvI[o 3 0,802,444 S 489]00] 3 5 t S 5 f t f S S 1 S S S 0.6W,]DJ nveslm¢nl n 699,000 5 609,000 699,009 Mlac¢Ihno9u9 S 108,514 S 798,]7] S )09,37/ Tran¢lom lrOm Olh9r FUntl¢ S 2.]8],5)1 S 208].511 S 108],5/1 FUntl eabnco S 2.099,108 f ].]WA9q S 10],500 S 1]0,51) S 14],217 S 10,400 S ],]44,004 Tofvl General Fp00 Revenu0z 5 40,W3,533 S 1]1.)42.10] 3 ],080 S 7,000 f S S SLOB] 5 5 5 1]8,51] S 14],2]] S 10,400 t 3 20,]51 S S t3],fl3.5]] Ex ondilures Govomin 4Maw amain S 5,83].858 5 8.WJ450 3 S S S S S ]05.804 S f ],0]0 S S 10,400 S 3 f S 5,085,081 GOnaeal5arvl[09 S 19,]14,889 S 10.084.5]0 1 S S S S S 68.641 f S t S 5 S f t 10,053,119 Communl 6 EnvlronmOnl S ],09],589 S ],]59.40] 3 S 3 S 100,448 S S 25.009 S S S S S 5 f S ],210,0]0 Numan Sarviws 3 20,}08,188 S ]4002,181 5 ],000 S ]000 S f (]93.18]1 S 3 141.550 5 f 1]L4Tl S S S 3 S t ]0,]]9,0]] Public 5alal 3 12.582.500 S 1],105,919 S S S S 143850 S 449.59] S 110,550 5 S t S S 3 26.]57 S t 1].181,]18 CuilUm 6ROCmallon S 2.80,500 1 RdB1,OB0 3 t 3 S J3B.47B S S 1],980 5 5 S S f 3 f t 3754,1]9 Etluwllon S 00.]05,0]2 S 90.105,011 S 89.]85,873 TranalOrs OUt S 0022,444 S 4.000,]04 tW509 14127] S 4,250,481 TOfal Genmal FUntl AppmppatlOn S HB,012,SR2 S 1N,]43.]01 1 ],000 3 1,OM S f S 34997 S S 5 ttB,51] S 14],87] S 10.400 S S 11005! 5 S 1]111],50 5 f a 5 S f S S S S 5 S t f S S S 0 Sotld WaslNLVndflll FUntl Rovonvos 50109&Fe¢a S 9,00],800 5 4PW.800 S 4,001,809 In10 9VOmm¢ntal S 191.559 S 103,558 S 182.550 Miswilan0ous 5 1.300 S 1800 61991 S 015,054 uc9ns9sa POlmus s u,ea0 S 54.800 5 s4,aoo InI0m91 on 1nvadmOnls s 75p09 S ]5,000 5 ]5,000 A m dalBtl RO60rv04 5 1,155,101 S 1,]34,043 5 1124,94] iota 5¢ asrMm rll Operadona FUntl ROVOnve S 5,488,]18 S 0,050,161 S 0.000,955 ER ¢ndllllnl9 SOIItl Wa01aILan )III Opan110n9 3 3,498,318 5 0.056,101 61))0.1 S 0,999.955 Rav0901011 FUntl Ex ontllluma RCV91va1bn FVrv1 S 187,138 5 581,338 1431]> 3 ]10,487 Enantl S9wOr GpOmIInB Funtl Cha Cs lot GCMwC 3 90.000 3 46,000 3 44900 Translm fmm Gen9rJI FUM 3 34.009 S 1]1,500 3 lli.500 A pm da1M FUM fiOlanm 20241 S 30841 TOhl Ravaluatlop FUntl RevvnueS 5 00,009 S 10).590 S 803.147 Ex anUllums C9CmIIM1 S 00,000 3 10].500 2024] S 39],14] Attachment 2 7 Equipment and Vehicles Project 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 to purchase County-owned vehicles and major equipment, The project will be financed with proceeds from the County's portion of the one half-cent sales taxes, appropriated fund balance from the County Capital Projects Fund, and grant funds from the U,S, Department of Justice and the North Carolina Department of Transportation. 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 2002- 03 FY 2003-04 Through FY 2003-04 Sales Tax $459,322 $498,295 $957,617 Bond Funds $0 $0 $0 Private Placement $0 $0 $0 Grant Funds $0 $38,574 $38,574 Loan Proceeds $0 $378,300 $378,300 Total Funding $459,322 $915,169 $1,374,491 Section 4.The following amount is appropriated for this project: Through FY 2002-03 FY 2003-04 Through FY 2003-04 Land/Building $0 $0 $0 Desi n $0 $0 $0 Construction $0 $0 $0 Equipment and Vehicles $459,322 $915,169 $1,374,491 Total Coss $459,322 $915,169 $1,374,491 Section 5. This ordinance supersedes all previous Equipment and Vehicle Capital Project Ordinances, Section 6. This ordinance shall remain in effect from July 1, 1998 until June 30, 2004, Adapted this 23rd day of June 2004. Attachment Status of Commissioners Contingency Account Fiscal Year 2003-04 Comments $50,OOOApproved 7/01/03 (Pay HSUS for Evaluation Study of the Animal ($18,500) Shelter -BOA # 5) ($3,000) School Collaboration Initiative (BOA #9) ($3,900) Recreation activity map (BOA #11) ($10,000) Initial Phase of Orange Book (BOA #13) ($14,600) Education Excellence Work Group (BOA #14) Remaining Contingency $0 Attachment 4 9 Conservation Easements 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 acquisition of conservation easements to help preserve County farmland with a priority placed on farms with a strong conservation track record in water supply watersheds. Financing for the project includes proceeds from private placement loans and federal grant funds from the USDA Natural Resource Conservation Service. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The fallowing revenue is anticipated to complete this project: Through FY 2002-03 FY 2003-04 Through FY 2003-04 Sales Tax $0 $0 $0 Bond Funds $0 $0 $0 Private Placement $1,000,000 $0 $1,000,000 Grant Funds $784,155 $638,840 $1,422,995 Fees $0 $0 $0 Other $0 $0 $0 Total Funding $1,784,155 $638,840 $2,422,995 Section 4. The following amount is appropriated far this project: Through FY 2002-03 FY 2003.04 Through FY 2003-04 Land/Building: Walters Easement $725, $725, Vdpe Easemerrt $0 $73,100 $73,1 Cheek Easement $0 $.580,000 $580, Unallocated $1,784,155 ($739,260) $1,0!14, Total LaridlBuilding $1,784,155 $638,840 $2,422,995 Design $0 $0 $0 Constn.~ction $0 $0 $0 Other $0 $0 $0 Total Costs $1,784,155 $638,840 $2,422,995 Section 5. This ordinance supersedes all previous Conservation Easement Capital Project Ordinances far Orange County. Section 6. This ordinance shall be in effect from the date of adoption until June 30, 2005 Adopted this 23rd day of June 2004, >o Attachment 5 HRSA-EMS Grant 2003 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 Federal Human Resources and Services Administration (HRSA) Grant as awarded to Orange County by the North Carolina Office of Emergency Medical Services (NCOEMS). This grant establishes a baseline response capability in hospitals and county EMS systems to address bioterrorism events, Funds will be used to purchase a decontamination shelter, as well as the installation of mobile UHF radios on ambulances compatible with the new statewide redundant medical communications network. Section 2. Under the terms of the agreement, Orange County will administer the grant as fiscal agent. The officers of the County are hereby directed to proceed with the grant project within the grant document, the rules and regulations of the Federal Human Resources and Services Administration and the North Carolina Office of Emergency Medical Services. Section 3. The following revenue is anticipated to be available to complete this project: L:tergoverumental (2003-04) $16,357 Total $26,357 Section 4. There is no required County match far this grant. Section 5. The following amount is appropriated for this project: PnLlic Safety -HRSA-EMS 2003 Grant $16,357 Section 6. 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 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. There are no positions authorized through this grant project ordinance Section 10. This project ordinance is in effect until December 31, 2004. Adopted this 23rd day of June 2004.