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Home My WebLink AboutORD-2014-045 Ordinance approving Budget Amendment #3 for Fiscal Year 2014-151 IN R11Kac9¢r6l ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 18, 2014 Action Agenda Item No. 6 -e SUBJECT: Fiscal Year 2014 -15 Budget Amendment #3 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 Attachment 3. Southern Human Services Center Audio Visual Repair /Upgrade Information from June 10, 2014 BOCC work session INFORMATION CONTACT: Clarence Grier, (919) 245 -2453 PURPOSE: To approve budget ordinance amendments for fiscal year 2014 -15. BACKGROUND: Department of Social Services 1. The Department of Social Services has received additional revenues for the following programs: • Child Welfare In -Home Expansion —receipt of $10,000 to be used for items related to the department's Risk Management Plan, including hepatitis shots. • Low Income Energy Assistance Program (LIEAP) Administration — receipt of $6,806 in Low - Income Home Energy Assistance Program (LIEAP) administration funds. These additional funds will be used for temporary personnel and program supply needs. • Crisis Intervention — receipt of $39,435 in Crisis Intervention funds to pay for crisis related heating needs for Orange County residents. This budget amendment provides for the receipt of these additional funds (See Attachment 1, column 1) 2. The Department of Social Services has received $381 in resident donations, and based on historical collections, the department anticipates receiving an additional $15,000 in I donated funds, both to help with the Annual Toy Chest Drive in December. This budget amendment provides for the receipt of these funds, and is budgeted in a special Adoption Enhancement Fund, outside of the General Fund. Sportsplex 3. At its October 21, 2014 meeting, the Board of Commissioners approved as part of Budget Amendment #2 -B the re- purposing of FY 2013 -14 appropriated Sportsplex funds for improved ice skate compatible flooring and restroom partitions. Since these funds, totaling $225,000, were originally budgeted in FY 2013 -14 within the annual Sportsplex Enterprise Fund, but were not expensed or encumbered, the Board needs to approve the re- budgeting of these funds for use in FY 2014 -15 through a fund balance appropriation from the Sportsplex Enterprise Fund. Also, as part of the FY 2013 -14 approved Capital Investment Plan, $100,000 was originally budgeted in FY 2013 -14 within the annual Sportsplex Enterprise Fund for the replacement of the Zamboni ice resurface machine at the ice rink, but was not expensed or encumbered. This item also needs Board approval in re- budgeting these funds for use in FY 2014 -15, through a fund balance appropriation from the Sportsplex Enterprise Fund. This technical budget amendment provides for an appropriation of $325,000 from the Sportsplex Enterprise Fund for the re- budgeting of the above mentioned items in FY 2014 -15. (See Attachment 1, column 2) Library Services 4. The Orange County Library has received a contribution of $8,000 from the Friends of Library. These funds will be used in support of the Library's Strategic Planning Initiative for ease of use at the Main Library by reducing the book shelving height and creating a market place seating area. This budget amendment provides for the receipt of these funds for the above mentioned purposes. (See Attachment 1, column 3) Planning & Inspections 5. The Orange County Planning & Inspections Department has received $12,215 in additional Special Use Permit funds. These funds are the result of three large items that went before the Board of Adjustment: the Public Service of North Carolina (PSNC) gas line, a child care facility at Chestnut Ridge United Methodist Church, and a camp retreat center at the Triangle Land Conservancy. The additional Special Use Permit funds are used for advertising costs for the Board of Adjustment meetings. (See Attachment 1, column 4) Information Technology Capital Project — Technical Amendment 6. At its June 10, 2014 work session, the Board of County Commissioners (BOCC) received information related to audio /visual upgrades needed at Southern Human Services Center (see Attachment 3). Staff from both the Clerk to the Board's Office and the Information Technology Department presented the information and recommended an estimated $180,000 solution, utilizing carryover available BOCC Reserve funds of approximately $80,000, and a total of $100,000 of FY 2014 -15 Capital Investment Plan (CIP) budgeted t funds. The FY 2014 -15 CIP funds were comprised of $50,000 in BOCC Reserve funds and $50,000 budgeted in the A/V Upgrade account. Normally, direct appropriations are not made from Reserve fund accounts, so this technical amendment provides for the budgetary transfer of $80,000 in carryover available BOCC Reserve funds and $50,000 in BOCC Reserve funds from FY 2014 -15, for a total of $130,000 from the BOCC Reserve account to the A/V Upgrade account within the Information Technology Capital Project. The overall project budget remains the same with this transfer of budgeted funds between these two capital project accounts. Health Department 7. The Health Department has received revenue notification for the following programs: • Rural Cancer Prevention Center Research Project — The Health Department received notification of additional revenues of $667 as an incentive payment for participation in the University of Kentucky's Rural Cancer Prevention Center Research Project. The additional funding will be used for community outreach projects. • Community Care of North Carolina — The North Carolina Department of Health and Human Services has paid "true up" money to CCNC, CCNC networks, and local health departments to account for the fact that system enrollment capabilities were unavailable over the past year. This is an attempt to estimate and pay networks and local health departments what they would have received if they had actual enrollment changes in FY14. The Orange County Health Department received a payment of $7,248. • STD Prevention — The Health Department received notification of additional state funding for sexually transmitted disease (STD) prevention programs. Orange County's Health Department has received additional revenues of $1,000 which will be used to purchase pharmacy supplies. • Healthy Communities Program — The Health Department received notification of additional state funding for the Healthy Communities Program. Orange County's Health Department has received additional revenues of $9,763. (See Attachment 1, column 5) This budget amendment provides for the receipt of these additional funds (See Attachment 1, column 5) FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION(S): The Manager recommends the Board approve budget ordinance amendments for fiscal year 2014 -15. Attachment 1. Orange County Proposed 2014 -15 Budget Amendment The 2014-15 Orange County Budget Ordinance is amended as follows: Expenditures Governing & Management $ 17,550,722 $ $ 17,550,722 Receipt of Child $ 17,563,722 $ $ $ $ $ $ 17,563,722 General Services $ 19,372,273 $ $ 19,372,273 Welfare and $ 19,403,077 $ $ $ $ $ $ 19,403,077 DEAPR $ 3,177,359 Encumbrance Budget as Medicaid funds $ 3,191,164 #1 Department of #2 SportsPlex #3 Library Services - receipt of additional #4 Planning & Inspections- additional Budget as Amended Economic Development $ 511,710 Carry Forwards Amended with over 8,500 Through BOA #2 -C receipt of additional technical amendment funds from Friends of Special Use Permit receipt of additional revenues Through BOA #3 Planning/Inspections and OPT $ 3,639,881 $ 3,639,881 cases that need to $ 3,639,881 revenues the Library funds $ 3,652,096 Non-Departmental $ 219,651 $ 219,651 be completed in $ 219,651 $ 219,651 Community & Environment $ 7,548,601 $ $ 7,548,601 NCFAST $ 7,562,406 $ $ $ $ 12,215 $ $ 7,574,621 General Fund $ 967,092 $ 967,092 $ 967,092 Revenue $ 967,092 Cooperative Extension $ 367,972 $ 367,972 Property Taxes $ 145,714,650 $ $ 145,714,650 $ $ 145,714,650 $ $ $ $ $ $ 145,714,650 Sales Taxes $ 19,001,962 $ $ 19,001,962 $ $ 19,001,962 $ $ $ $ $ $ 19,001,962 License and Permits $ 313,000 $ $ 313,000 $ $ 313,000 $ $ $ $ $ $ 313,000 Intergovernmental $ 13,575,486 $ $ 13,575,486 $ 56,259 $ 15,548,678 $ 56,241 $ $ $ $ 18,678 $ 15,623,597 Charges for Service $ 9,799,005 $ $ 9,799,005 $ $ 9,827,653 $ $ $ $ 12,215 $ $ 9,839,868 Investment Earnings $ 105,000 $ 105,000 $ $ 105,000 $ $ $ $ $ $ 105,000 Miscellaneous $ 798,065 $ 798,065 $ 896,589 $ 2,337,980 $ 8,000 $ 32,242,706 $ $ 904,589 Transfers from Other Funds $ 1,052,600 $ 56,241 $ 1,052,600 $ $ 1,052,600 $ 18,678 $ 34,033,302 Courts $ 81,655 $ 1,052,600 Fund Balance 1 10,068,343 1 10,068,343 $ 10,150,647 $ 81,655 Emergency Services $ 9,924,769 $ 10,150,647 Total General Fund Revenues $ 200,428,111 $ $ 200,428,111 $ 56,259 $ 202,610,779 $ 56,241 $ $ 8,000 $ 12,215 $ 18,678 $ 202,705,913 Expenditures Governing & Management $ 17,550,722 $ $ 17,550,722 $ $ 17,563,722 $ $ $ $ $ $ 17,563,722 General Services $ 19,372,273 $ $ 19,372,273 $ $ 19,403,077 $ $ $ $ $ $ 19,403,077 DEAPR $ 3,177,359 $ 3,177,359 $ 3,191,164 $ 3,191,164 Economic Development $ 511,710 $ 511,710 $ 511,710 $ 511,710 Planning/Inspections and OPT $ 3,639,881 $ 3,639,881 $ 3,639,881 $ 12,215 $ 3,652,096 Non-Departmental $ 219,651 $ 219,651 $ 219,651 $ 219,651 Community & Environment $ 7,548,601 $ $ 7,548,601 $ $ 7,562,406 $ $ $ $ 12,215 $ $ 7,574,621 Child Support Enforcement $ 967,092 $ 967,092 $ 967,092 $ 967,092 Cooperative Extension $ 367,972 $ 367,972 1 $ 374,152 $ 374,152 Department of Social Services $ 17,196,401 $ 17,196,401 $ 56,259 $ 18,791,464 $ 56,241 $ 18,847,705 Department on Aging $ 1,896,783 $ 1,896,783 $ 1,979,953 $ 1,979,953 Health $ 7,910,226 $ 7,910,226 $ 7,941,490 $ 18,678 $ 7,960,168 Housing, Human Rights & Comm Dev $ 210,279 $ 210,279 $ 210,279 $ 210,279 OPC Area Program $ 1,355,973 $ 1,355,973 $ 1,355,973 $ 1,355,973 Non Departmental $ 2,337,980 $ 2,337,980 $ 2,337,980 $ 2,337,980 Human Services $ 32,242,706 $ $ 32,242,706 $ 56,259 $ 33,958,383 $ 56,241 $ $ $ $ 18,678 $ 34,033,302 Courts $ 81,655 $ 81,655 $ 81,655 $ 81,655 Emergency Services $ 9,924,769 $ 9,924,769 1 $ 9,924,769 1 $ 9,924,769 Sheriff $ 12,014,631 $ 12,014,631 $ 12,014,631 $ 12,014,631 Non Departmental $ 361,052 $ 361,052 $ 370,052 $ 370,052 Public Safety $ 22,382,107 $ $ 22,382,107 $ $ 22,391,107 $ $ $ $ $ $ 22,391,107 Library Services $ 1,910,714 $ 1,910,714 $ 1,912,079 $ 8,000 $ 1,920,079 Library/Municipal Support $ 693,947 $ 693,947 $ 693,947 $ 693,947 Non-Departmental $ 91,374 $ 91,374 $ 91,374 $ 91,374 Culture & Recreation $ 2,696,035 $ $ 2,696,035 $ $ 2,697,400 $ $ $ 8,000 $ $ $ 2,705,400 Education 953,,456,2398 953,4 953,456,2398 $ 93,456,398 Transfers Out $ $ 5 $ 7 $ $ $ $ 5,578,286 Total General Fund Appropriation $ 200,428,111 $ $ 200,428,111 $ 56,259 $ 202,610,779 $ 56,241 $ $ 8,000 $ 12,215 $ 18,678 $ 202,705,913 Attachment 1. Orange County Proposed 2014 -15 Budget Amendment The 2014-15 Orange County Budget Ordinance is amended as follows: SportsPlex Enterorise Fund Program Fees $ 3,029,810 Receipt of Child $ 3,029,810 $ 3,029,810 Transferfrom General Fund $ 376,450 Welfare and $ 376,450 $ 376,450 Encumbrance Budget as Medicaid funds #1 Department of #2 SportsPlex #3 Library Services - receipt of additional #4 Planning & Inspections- additional Budget as Amended Carry Forwards Amended with over 8,500 Through BOA #2 -C receipt of additional technical amendment funds from Friends of Special Use Permit receipt of additional revenues Through BOA #3 cases that need to Grant Funds revenues the Library funds $ be completed in $ Total po ex Enterprise un Revenues $ 3,609,186 $ - $ 3,609,186 $ - $ 3,609,186 $ - $ 325,000 $ - NCFAST $ - $ 3,934,186 SportsPlex Enterorise Fund Program Fees $ 3,029,810 $ 3,029,810 $ 3,029,810 $ 3,029,810 Transferfrom General Fund $ 376,450 $ 376,450 $ 376,450 $ 376,450 Transfer from County Capital Projects $ $ $ $ Appropriated Fund Balance $ 202,926 $ 202,926 $ 202,926 $ 325,000 $ 527,926 Grant Funds $ $ $ $ Total po ex Enterprise un Revenues $ 3,609,186 $ - $ 3,609,186 $ - $ 3,609,186 $ - $ 325,000 $ - $ - $ - $ 3,934,186 Expenditures SportsPlex Operations $ 3,609,186 $ 3,609,186 $ 3,609,186 $ 325,000 $ 3,934,186 AttachmenP2 Year -To -Date Budget Summary Fiscal Year 2014 -15 General Fund Budget Summary Original General Fund Budget $200,428,111 Additional Revenue Received Through 82.700 Budget Amendment #3 (November 18, 2014) Grant Funds $1,550,331 Non Grant Funds $645,167 General Fund - Fund Balance for Anticipated Appropriations (i.e. Encumbrances) General Fund - Fund Balance Appropriated to Cover Anticipated and Unanticipated Expenditures $82,304 Total Amended General Fund Budget $202,705,913 Dollar Change in 2014 -15 Approved General Fund Budget $2,277,802 % Change in 2014 -15 Approved General Fund Budget 1 1.14% Authorized Full Time Equivalent Positions Original Approved General Fund Full Time Equivalent Positions 842.550 Original Approved Other Funds Full Time Equivalent Positions 82.700 Position Reductions during Mid -Year Additional Positions Approved Mid -Year Total pprove Full- I ime- quiva en Positions for Fiscal Year 2014 -15 925.250 7 Attachment 3 Southern Human Services Center Audio Visual Repair/ Upgrade Problem Description: Over the past 3 months, the following pieces of audio visual (AV) equipment have failed at the Southern Human Services Center (SHSC) Board of County Commissioners Meeting Room: 1. One production video camera ........ ... _ ... .... . ........ ..... ... _ .. ..... .... ...... _ ....... 2. Audio Visual switcher 3. ChyTV character generator The production quality video camera is one of three cameras that allows for both recording and broadcast of public meetings at SHSC. The audio visual switcher is a piece of equipment that takes multiple camera and microphone inputs and blends them for broadcast. The ChvTV character generator offers text overlay on video broadcast streams, e.g., the names of the Commissioners are present when the camera focuses upon them. Background Info: IT along with the hoard of County Commissioners Clerk's Office has been upgrading the SHSC meeting room in phases in order to bring that room up to modern audio visual presentation and broadcast standards. FY 2012 saw the Phase One upgrade to presentation podium, projector and presentation monitor. The next two phases of upgrades are as follows: 1. Phase Two: Sound Upgrades ($80,000.00) 2. Phase Three: Video Upgrades. ($100,00.00) Upon completion of Phases One, Two and Three the BOCC meeting room at SHSC will be built out to the same standard as the new BOCC meeting facility at Whitted, Solution: In order to affect repairs of the broken equipment, it is the Clerk's Office and the IT Department's recommendation that funds be identified and utilized to complete both Phase Two and Phase Three upgrades, at an estimated cost of $180,000. There are alternatives to the above recommendation, The broken equipment can be fixed for a cost of $40,000.00 and with anticipated FY 15 funds (next year). This alternative recommendation utilizes the same equipment as the larger replacement in Phases Two and Three, but specifically targets the broken equipment and does not account for any anticipated equipment failure. Funding: Currently, there is approximately $83,000.00 in IT BOCC Reserve capital account. If approved in the coming year's CIP budget, Information Technologies has budgeted $50,000.00 for SHSC audio visual upgrades in its capital account and anticipates another $50,000.00 to be added to the BOCC Reserve account. This totals $183,000.00 of available funds that can be utilized to both affect the repairs of the failed equipment and to replace the aging equipment at the SHSC location in order to bring it up to modern standards. Existing unds....BOCC..Reserve ......... g... y - -..... _.. _... _ ..... _......... .... $.83;000:00 Fiscal Year 2014 -15 requested funds (A /V Upgrades + BOCC Reserve) $100,000.00