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Home My WebLink AboutORD-2014-033 Fiscal Year 2014-15 Budget Amendment #1ORD- 2014 -033 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 16, 2014 Action Agenda Item No. 6 -b SUBJECT: Fiscal Year 2014 -15 Budget Amendment #1 DEPARTMENT: Finance and Administrative PUBLIC HEARING: (Y /N) No Services ATTACHMENT(S): Attachment 1. Budget as Amended Spreadsheet Attachment 2. Letter from Triangle J Council of Governments Attachment 3. 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 2014 -15. BACKGROUND: Department on Aging 1. The Department on Aging has deferred revenue /in -flows and received revenue notification for the following programs: • Retired Senior Volunteer Program (RSVP) - receipt of $2,500 from the Corporation for National Community Service to support the training and equipment needs of local RSVP projects. • Master Aging Plan Initiatives (MAP) - As of June 30, 2014, $73,345 from the Carol Woods Community Donation was earmarked as deferred revenue /in- flows, for use in FY 2014 -15. The funds provide for Year 3 of MAP initiatives. • VITA Program - As of June 30, 2014, the department collected $2,107 from federal and local sources that were earmarked as deferred revenue /in -flows for use in FY 2014 -15. Funds will provide for department supplies and information technology equipment for the VITA program. • Fundraising Gala - As of June 30, 2014, the department collected $968 from joint fundraising efforts on behalf of the RSVP Advisory Council and the Friends of the Seymour Center. Funds were earmarked as deferred revenue /in -flows for use in FY 2014 -15 to host the annual volunteer recognition event. This budget amendment provides for the receipt of these revenues (See Attachment 1, column 1). 2. The Department on Aging has deferred revenue /in -flows and received additional revenue notification for the Senior Citizen Health Promotion Wellness Grant. UNC Hospitals provided $7,750 for the walking program, which will pay for program supply costs. As of June 30, 2014, the department collected an additional $334 from wellness class fees that were earmarked as deferred revenue /in -flows for the same use in FY 2014 -15. This budget amendment provides for the receipt of these revenues (See Attachment 1, column 2) and amends the current Senior Citizen Health Promotion Grant Project Ordinance as follows: Senior Citizen Health Promotion Wellness Grant ($8,084) - Project # 294303 Revenues for this oroiect: Appro riated for this project: Current FY 2014 -15 FY 2014 -15 Amendment FY 2014 -15 Revised Senior Citizen Wellness Funds $98,120 $8,084 $106,204 Total Project Funding $98,120 $8,084 $106,204 Appro riated for this project: Non - Departmental 3. The Triangle J Council of Governments ( TJCOG) Emergency Response and Security Planning Committee ( ERSPC) has initiated a study to examine the feasibility of a more regional approach to public safety training that would combine the resources of many local jurisdictions and potentially lead to a joint regional public safety training facility. A shared regional complex will not and cannot address all training needs for every agency and there will still be a need for routine local training facilities. The local jurisdictions involved in the initial Needs Assessment (Phase 1) included: City of Raleigh, Wake County, Town of Cary, Durham County, City of Durham, Orange County, and the Town of Chapel Hill. The ERSPC has recommended a more detailed strategic planning process (Phase II) be conducted for the region. This next phase would produce quantitative and qualitative data to evaluate the project's program curriculum and design, operations analysis and modeling, concept cost construction estimates, financial assessment, external revenue strategy, facility conceptual design, sustainability planning and site selection criteria. This process is estimated to take at least seven months and is designed to include input from public safety agencies and other interested organizations in the TJCOG region through surveys, meetings, organizational interviews, and focus group meetings. The estimated cost for all Phase II activities is $135,000 with findings and recommendations to be completed sometime during spring of 2015. Orange County's share of the cost is $9,000. This budget amendment provides for the appropriation of $9,000 from the General Fund's Unassigned Fund Balance. (See Attachment 1, column 3 and Attachment 2, Letter from Triangle J Council of Governments) Current FY 2014 -15 FY 2014 -15 Amendment FY 2014 -15 Revised Senior Citizen Wellness Grant $98,120 $8,084 $106,204 Total Costs $98,120 $8,084 $106,204 Non - Departmental 3. The Triangle J Council of Governments ( TJCOG) Emergency Response and Security Planning Committee ( ERSPC) has initiated a study to examine the feasibility of a more regional approach to public safety training that would combine the resources of many local jurisdictions and potentially lead to a joint regional public safety training facility. A shared regional complex will not and cannot address all training needs for every agency and there will still be a need for routine local training facilities. The local jurisdictions involved in the initial Needs Assessment (Phase 1) included: City of Raleigh, Wake County, Town of Cary, Durham County, City of Durham, Orange County, and the Town of Chapel Hill. The ERSPC has recommended a more detailed strategic planning process (Phase II) be conducted for the region. This next phase would produce quantitative and qualitative data to evaluate the project's program curriculum and design, operations analysis and modeling, concept cost construction estimates, financial assessment, external revenue strategy, facility conceptual design, sustainability planning and site selection criteria. This process is estimated to take at least seven months and is designed to include input from public safety agencies and other interested organizations in the TJCOG region through surveys, meetings, organizational interviews, and focus group meetings. The estimated cost for all Phase II activities is $135,000 with findings and recommendations to be completed sometime during spring of 2015. Orange County's share of the cost is $9,000. This budget amendment provides for the appropriation of $9,000 from the General Fund's Unassigned Fund Balance. (See Attachment 1, column 3 and Attachment 2, Letter from Triangle J Council of Governments) K Emergency Services 4. The Orange County Emergency Services Department has received additional grant funds totaling $28,796 from the N.C. Department of Crime Control and Public Safety related to the 2012 and 2013 Emergency Management Performance Grant awards. The department plans to use these funds to assist in maintaining the comprehensive Emergency Management Program. This budget amendment provides for the receipt of these grant funds, and amends the following grant project ordinance: (See Attachment 1, column 4) Emergency Management Performance Grant ($28,796) - Project # 71049 Revenues for this oroiect: Appropriated for this groiect: Current FY 2014 -15 FY 2014 -15 Amendment FY 2014 -15 Revised EM Performance Grant funds $99,636 $28,796 $128,432 Total Project Funding $99,636 $28,796 $128,432 Appropriated for this groiect: Animal Services 5. Donated funds of $13,000 have been earmarked for Animal Services' use through the Community Giving Fund. Animal Services will use these funds to construct an outside dog play area at the Animal Services facility. This budget amendment provides for the receipt of these Community Giving funds for the above stated purpose. (See Attachment 1, column 5) 6. Donated funds of $1,266 (through the donation and auctioning of a car) have been earmarked for Animal Services' use through the Spay /Neuter Fund. These funds were received through the donation and subsequent auctioning of a vehicle with the donator stated that the funds received from the auction were to be used within the Spay /Neuter Fund. (See Attachment 1, column 6) Health Department 7. The Health Department has deferred revenue /in -flows and received revenue notification for the following programs: • Medical Reserve Corps Program - As of June 30, 2014, $118 from the National Association of City and County Health Officials (NACCHO) was earmarked as deferred revenue /in -flows for use in FY2014 -15. The funds will be used for training and support costs in support of the department's Medical Reserve Corps Program Current FY 2014 -15 FY 2014 -15 Amendment FY 2014 -15 Revised EM Performance Grant $99,636 $28,796 $128,432 Total Costs $99,636 $28,796 $128,432 Animal Services 5. Donated funds of $13,000 have been earmarked for Animal Services' use through the Community Giving Fund. Animal Services will use these funds to construct an outside dog play area at the Animal Services facility. This budget amendment provides for the receipt of these Community Giving funds for the above stated purpose. (See Attachment 1, column 5) 6. Donated funds of $1,266 (through the donation and auctioning of a car) have been earmarked for Animal Services' use through the Spay /Neuter Fund. These funds were received through the donation and subsequent auctioning of a vehicle with the donator stated that the funds received from the auction were to be used within the Spay /Neuter Fund. (See Attachment 1, column 6) Health Department 7. The Health Department has deferred revenue /in -flows and received revenue notification for the following programs: • Medical Reserve Corps Program - As of June 30, 2014, $118 from the National Association of City and County Health Officials (NACCHO) was earmarked as deferred revenue /in -flows for use in FY2014 -15. The funds will be used for training and support costs in support of the department's Medical Reserve Corps Program M • Donation - As of June 30, 2014, $814 from Kidcycle, LLC was earmarked as deferred revenue /in- flows, for use in FY 2014 -15. The funds will be used to help supplement cost of care management and program supplies /materials for the Care Coordination for Children program. • Wise Woman Program — The receipt of $6,154 from the N.C. Division of Public Health for "The Wise Woman Program" to provide services such as health coaching, weight management, and health screenings to women participating in the Breast and Cervical Cancer program. The department will also be able to provide additional chronic disease screenings to women in Orange County. • Women and Children's Health — The receipt of an additional $2,678 from the N.C. Division of Public Health to further the Health Department's goal of lowering the number of unplanned pregnancies and poor health outcomes associated with them. The additional funding will be used to support preventative care critical to men's and women's reproductive health. This budget amendment provides for the receipt of these funds. (See Attachment 1, column 7) 8. At its March 18, 2014 meeting, the Board of Commissioners approved as part of Budget Amendment #6 the Health Department's receipt of a Meaningful Use Incentive Grant totaling $42,500. These funds were incentive funds provided by the Centers for Medicare and Medicaid Services as a result of the department meeting required criteria for converting its patient management system from HIS (a state run system) to Patagonia, an electronic medical records system. No expenditures were incurred during FY 2013 -14 for this conversion, but monthly charges will soon begin related to this system. The department anticipates future additional funding for this project, and staff recommends establishing a multi -year grant project ordinance associated with this project. This budget amendment provides for the transfer of these deferred revenue, in -flow funds ($42,500) from the General Fund to the following newly established grant project ordinance: (See Attachment 1, column 8) Meaningful Use Incentive Grant ($42,500) - Project # 71131 Revenues for this oroiect: Annronriated for this oroiect: Current FY 2014 -15 FY 2014 -15 Amendment FY 2014 -15 Revised Meaningful Use Incentive Grant $0 $42,500 $42,500 Total Project Funding $0 $42,500 $42,500 Annronriated for this oroiect: 9. The Health Department has received notification of its FY 2012 -13 Medicaid Maximization Cost Settlement funds totaling $1,113,925. The Board of County Commissioners established a Medicaid Maximization Capital Project Ordinance in 1998 to allow for the receipt and use of these funds. The intent was to save and utilize the Current FY 2014 -15 FY 2014 -15 Amendment FY 2014 -15 Revised Meaningful Use Incentive Grant $0 $42,500 $42,500 Total Costs $0 $42,500 $42,500 9. The Health Department has received notification of its FY 2012 -13 Medicaid Maximization Cost Settlement funds totaling $1,113,925. The Board of County Commissioners established a Medicaid Maximization Capital Project Ordinance in 1998 to allow for the receipt and use of these funds. The intent was to save and utilize the funds for renovation, capital building, equipment, and furnishings as needed by health and dental programs, thereby assisting the County in meeting service obligations to residents. In accordance with Federal and State regulations, these funds must be budgeted and expended to further the objectives of the program that generates the funds. This Budget Amendment amends the Capital Project Ordinance as follows: Medicaid Maximization: (Project #30012) Revenues for this project: Appropriated for this project: FY 2014 -15 Current Budget FY 2014 -15 Amendment FY 2014 -15 Revised Medicaid Maximization Funds $4,721,743 $1,113,925 $5,835,668 Total Project Funding $4,721,743 $1,113,925 $5,835,668 Appropriated for this project: 10.With the adoption of the FY2014 -15 Commissioner Approved Budget, the Board of County Commissioners approved the creation of a grant project ordinance for the "Triple P (Positive Parenting Program) Initiative ". The initial approval included only the funds for a 1.0 FTE position (Grant Program Coordinator) and the start -up /one -time costs associated with that position. The Health Department has recently received notification from the state that Orange County will not receive any Triple P Initiative funds during FY2014 -15. This budget amendment eliminates the funding for the Triple P Initiative grant project for the current year, including the elimination of the 1.0 FTE position. The position remained vacant and no start -up /one -time purchases were made since the Health Department did not want to move forward until it had secured adequate funding. This Budget Amendment amends the Grant Project Ordinance as follows: (See Attachment 1, column 9) Triple P Initiative: (Project #71130) Revenues for this project: FY 2014 -15 Current Budget FY 2014 -15 Amendment FY 2014 -15 Revised Medicaid Maximization Project $4,721,743 $1,113,925 $5,835,668 Total Project Funding $4,721,743 $1,113,925 $5,835,668 10.With the adoption of the FY2014 -15 Commissioner Approved Budget, the Board of County Commissioners approved the creation of a grant project ordinance for the "Triple P (Positive Parenting Program) Initiative ". The initial approval included only the funds for a 1.0 FTE position (Grant Program Coordinator) and the start -up /one -time costs associated with that position. The Health Department has recently received notification from the state that Orange County will not receive any Triple P Initiative funds during FY2014 -15. This budget amendment eliminates the funding for the Triple P Initiative grant project for the current year, including the elimination of the 1.0 FTE position. The position remained vacant and no start -up /one -time purchases were made since the Health Department did not want to move forward until it had secured adequate funding. This Budget Amendment amends the Grant Project Ordinance as follows: (See Attachment 1, column 9) Triple P Initiative: (Project #71130) Revenues for this project: Appropriated for this project: FY 2014 -15 Current Budget FY 2014 -15 Amendment FY 2014 -15 Revised Triple P Initiative $64,209 ($64,209) $0 Total Project Funding $64,209 ($64,209) $0 Appropriated for this project: FY 2014 -15 Current Budget FY 2014 -15 Amendment FY 2014 -15 Revised Triple P Initiative $64,209 ($64,209) $0 Total Project Funding $64,209 ($64,209) $0 Board of Elections 11. Orange County held a 2nd Primary election on July 15, 2014, which was originally anticipated and budgeted within FY2013 -14. In order to use the funds that were budgeted in FY2013 -14 for this Primary, an appropriation of fund balance from the General Fund of $30,804 is necessary to cover the expenditures incurred for this election during FY2014 -15. This budget amendment provides for an appropriation of $30,804 from the General Fund's Unassigned Fund Balance to cover these expenditures. (See Attachment 1, column 10) The Department of Environment, Agriculture, Parks and Recreation 12.The Department of Environment, Agriculture, Parks and Recreation (DEAPR) has deferred revenue /in -flows for the following programs: • NC Matching Grant - As of June 30, 2014, the department collected $ 3,805 for the Soil and Water division's NC Matching Grant. Funds were earmarked as deferred revenue /in -flows for use in FY 2014 -15. Matching funds are used for office and educational supplies, staff training and certification costs and award sponsorship. • Little River Park Donations - As of June 30, 2014, the department had received Little River Park donations totaling $10,000. During FY 2013 -14, these funds were earmarked as deferred revenue for use in FY 2014 -15. This budget amendment provides for the receipt of these additional funds. (See Attachment 1, column 11) Cooperative Extension 13.Cooperative Extension received revenue payments of $6,180 late in FY 2013 -14 from class fee registrations, land /plot rentals, and produce crate sales associated with the W.C. Breeze Farm program. These funds were earmarked as deferred revenue /in -flows for use in FY 2014 -15. This budget amendment provides for the receipt of these funds for use in FY 2014 -15. (See Attachment 1, column 12) Technical Amendment 14. As an agenda item at its June 17, 2014 meeting, the Board of Commissioners approved the FY 2014 -15 Budget Ordinance. A portion of Section VIII of the Ordinance, states "Annual compensation for Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non -law enforcement County employees in the State 401(k) plan. For fiscal year 2014 -15, the approved budget continues the County contribution of $27.50 per pay period and implements a County contribution match of up to $62.50 semi - monthly." Since the adoption of the Budget Ordinance, staff has been informed by Prudential, the administrator of the County's 457 and 401(k) Supplemental Retirement Plan, that on -line 7 contributions from County employees only allow whole dollar contribution amounts. In order to accommodate this, a change is needed in the FY 2014 -15 Budget Ordinance. This technical amendment provides for Board approval of the following change within Section VIII only, "For fiscal year 2014 -15, the approved budget continues the County contribution of $27.50 per pay period and implements a County contribution match of up to $63.00 semi - monthly ". 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 2014 -15. Attachment 1. Orange County Proposed 2014 -15 Budget Amendment The 2014 -15 Orange County Budget Ordinance is arrended as follows: M�� Budget: May 29, 2014 Mr. Michael Talbert Orange County PO Box 8181 Hillsborough, NC 27278 Dear Mr. Talbert, As you may know, the TJCOG Emergency Response and Security Planning Committee (ERSPC) has initiated a study to examine the feasibility of a more regional approach to public safety training that would combine the resources of many local jurisdictions and potentially lead to a joint regional public safety training facility. A shared regional complex will not and cannot address all training needs for every agency and there will still be a need for routine local training facilities, however, this project would provide the advanced and specialized training site no local jurisdiction could afford on their own. This approach has the potential to greatly reduce the cost burden for any single organization to fund all of its own training and training facility needs. It creates a cost sharing model that can potentially provide world class facilities at a lower cost, and a training model that can deliver state of the art public safety training in a very cost effective manner. Our hope and objective is that a facility of this type, located centrally in the region or placed strategically at several sites across the region, would help all our public safety organizations raise the sophistication and quality of services to the world class level our region represents to the nation. The ultimate goal is better training at a lower cost and enhanced regional cooperation among public safety organizations because no single jurisdiction can have enough resources to deal with disasters or major emergencies. Initial funds to perform a needs assessment for the region were generously provided by the City of Raleigh, Wake County, Town of Cary, Durham County, City of Durham, Orange County and Town of Chapel Hill. These funds were used to contract with Dewberry, Little and Tactical Design to perform the regional needs assessment (phase 1). A training and facility needs assessment workshop was conducted over a two day period with the participation of many public safety service providers and organizations of every discipline (law- enforcement, fire - rescue, EMS, 911 and emergency management) within the TJCOG region. The conclusions of the workshop were as follows: ➢ Basic training facilities are required ➢ Advanced facilities are needed ➢ Most organizations have the same facility deficiencies ➢ Most organizations cannot afford the facilities required or desired ➢ Without regional cooperation, advanced levels of public safety training will be nearly impossible to achieve ➢ Specific priority needs of most agencies were identified 4307 Emperor Boulevard, Suite X110, Durharn, NC 27703 www.tjcog.org 91 9.549.0551 Fax: 919.5499390 11 ➢ All organizations have significant budget challenges to address training and facility needs ➢ A joint regional facility was extremely agreeable to help share costs ➢ A Joint regional facility was seen as essential for joint cooperation and facilitating operations As a result of this cooperative effort, the ERSPC has concluded that a more detailed strategic planning process (phase II) be conducted for the region. This process has been endorsed by the TJCOG regional managers group. This next phase would produce quantitative and qualitative data to evaluate the project's program curriculum and design, operations analysis and modeling, concept cost construction estimates, financial assessment, external revenue strategy, facility conceptual design , sustainability planning and site selection criteria. Dewberry, Little and Tactical Design would conduct the phase II strategic plan. Once initiated the process is estimated to take at least seven months and is designed to include input from public safety agencies and other interested organizations in the TJCOG region through surveys, meetings, organizational interviews, and focus group meetings. It's estimated that the cost of all phase II activities will be $135,000 with findings and recommendations complete sometime during spring of 2015. To move forward with phase II, it is necessary that adequate funds be raised to support this joint regional endeavor. The ERSPC is asking jurisdictions in the TJCOG region for support and approved a tiered approach to jurisdiction contribution amounts based upon population. Your contribution would be in "good faith" and signal your jurisdiction's desire to join with others to help support and participate in this very important phase of the process. It should be made clear that participating in the next phase of study and planning does not 'lock" a jurisdiction into a continuing effort if you decide that the project is not beneficial to your public safety mission. We ask that you contact Kirby Bowers, Executive Director of TJCOG at kbowers @ticog.org or 919 - 558 -9395 with your jurisdiction's intent to contribute by July 31, 2014. You will subsequently receive an invoice from TJCOG for the contribution amount. The requested contribution amounts can be found on the enclosed table. If you have any questions please feel free contact us. We encourage your participation and contribution and thank you in advance for your support. Sincerely, Lee Worsley Deputy County Manager, Durham County Chairman, ERSP Committee Dan Jones Fire Chief, Chapel Hill Chairman, Public Safety Training Center Steering Committee cc: Fire Chief, Police Chief, Sheriff, Emergency Management Coordinator www.tjcog.org 919.599.0551 4307 Emperor Boulevard, Suite 110, Durham, NC 27703 Fax: 919.549.9390 Re ' �,.. Public ��Center Contribution Table gi City of Durham Durham County Johnston County Orange County Wake County Town of Cary City of Raleigh Town of Clayton Town of Smithfield City of Sanford Town of Carrboro Town of Apex Town of Fuquay- Varina Town of Garner Town of Holly Springs Town of Knightdale Town of Morrisville Town of Wake Forest Village of Pinehurst Town of Southern Pines Chatham County Town of Chapel Hill Moore County Lee County Town of Pittsboro Town of Archer Lodge Town of Benson Town of Kenly Town of Princeton Town of Selma Town of Broadway Village of Foxfire Town of Pine Level Town of Pine Bluff Village of Whispering Pines Town of Hillsborough Town of Rolesville Town of Wendell Town of Zebulon Town of Carthage Town of Aberdeen Town of Siler City Town of Four Oaks Town of Wilson's Mills Town of Robbins 12 Attachment 3 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 #1 (September 16, 2014) Grant Funds $5,912 Non Grant Funds $115,757 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 $200,632,084 Dollar Change in 2014 -15 Approved General Fund Budget $203,973 % Change in 2014 -15 Approved General Fund Budget 1 0.10% 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 Approved Full- Time - Equivalent Positions for Fiscal Year 2014 -15 925.250 Paul: includes $9,000 for Orange County's share of a possible joint regional public safety training facility (BOA #1); $30,804 to cover 2nd Primary election costs (BOA #1); transfer of $42,500 in deferred revenue /in -flows from the General Fund to the Grant Projects Fund (BOA #1) 13