HomeMy WebLinkAboutAgenda - 12-01-2003-9aORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 1, 2003
Action Age a
Item No. -q
SUBJECT: Approval of Equipment and Vehicle Purchases for Fiscal Year 2003-04
DEPARTMENT: Budget
ATTACHMENT (S):
Attachment 1. Equipment and Vehicles
Recommended for
Purchase in Fiscal Year
2003-04
Attachment 2, Equipment and Vehicles
Capital Project Ordinance
PUBLIC HEARING: (Y/N) No
INFORMATION CONTACT:
Donna Dean 245-2151
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving equipment and vehicle purchases for County departments,
excluding Information Systems and Solid Waste, for fiscal year 2003-04 and authorizing the
Finance Director to finance the purchase of four ambulances through an outstanding private
placement loan proposal from CCB, previously approved by the Board for purchase of Landfill
equipment.
BACKGROUND: Historically, the County has funded replacement of County-owned
equipment and vehicles through the County's ten year Capital Investment Plan (GIP),
Examples of the types of purchases made with annually appropriated monies include
replacement of same portion of the Sheriff's vehicle fleet and Emergency Services vehicles,
including ambulances, as well as replacement of other County department vehicles and major
equipment (not including Information Technology-related equipment),
Due to County financial constraints caused by the State's fiscal crisis in fiscal year 2002-03, it
was necessary for the Board of County Commissioners to redirect CIP monies that would
normally have been available for routine equipment and vehicle replacements to offset
operational costs for all County departments,
For the current fiscal year, the County Manager's recommended CIP reinstated funding for the
replacement of County vehicle and equipment, The recommended amount of funding totaled
$723,295 (Attachment 1 of this abstract details how the recommended total was to be allocated
to various departments.) During budget work sessions last spring, the Board decreased the
Manager's recommended funding by $22,5,000 from $723,295 to $498,295.
Over the last few months, the Manager and Budget Staff have worked with individual
departments to explore various options for meeting the needs through currently available pay-
as-you-go monies and alternative financing arrangements far larger vehicles. Attachment 1,
Column E of this abstract outlines the recommended use of the approved funds. In summary,
staff recommends that the following vehicles and equipment be purchased from currently
available pay-as-you-go funds this fiscal year:
• Sheriff's Department -Twelve replacement vehicles
• Animal Control -Replacement of truck body
• Environment Resource Conservation (ERCD) -Pick up truck
• Orange Public Transportation (OPT) - County-match for NC Department of
Transportation vehicle replacement grant
• Public Works -Replacement Motor Pool fleet vehicle, two vans for Buildings and
Grounds staff, solid waste containers for Solid Waste sites
• Recreation and Parks (non-Little River Park) -Tractor and maintenance related
attachments, three vehicles for Director and staff, trail vehicle with trailer
• Recreation and Parks (Little River Park) -Pick up truck and trailer, trail vehicle with
trailer, mowers, small tools, park signs, gates, benches
In addition, staff also recommends that the Board consider approving the replacement of four
(one-half of the current fleet) ambulances this year. The last ambulance purchased by the
County was in 1994 with the most recent refurbishment of an ambulance completed in 2001.
Now, the County is experiencing higher than normal maintenance costs for the older
ambulances because of high mileage and twenty-four hour, seven day a week use, The cost to
purchase four fully equipped ambulances is estimated to be $328,000, Staff proposes to add
the cost of this package to the CCB private placement proposal obtained for Landfill equipment
and previously approved by the Board, The projected annual debt service payments (over a 59
month period) related to this arrangement would consist of approximately $65,600 in principal
payments and $8,000 in interest payments for a total annual projected payment of $73,600,
FINANCIAL IMPACT: Pay-as-you-go funds to purchase the equipment and vehicles included
in Column E of Attachment 1 are included in the County's GIP. Staff proposes to add the cost
of the package outlined in the Background section above to the CCB private placement
proposal obtained for Landfill equipment and previously approved by the Board. The interest
rate for the funds is 4 percent fora 59-month period, yielding an annual debt service payment of
approximately $73,600.. Funds to repay the loan would be addressed through the County's
annual General Fund debt service appropriations.
RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners:
(1) approve the equipment and vehicle purchases (outlined on Attachment 1 of this abstract),
excluding Information Systems and Solid Waste;
(2) approve the Equipment and Vehicle Capital Project Ordinance at Attachment 2; and
(3) authorize the Finance Director and County Attorney to exea~te the documents necessary to
complete the funding for four ambulances through CCB,
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1
Equipment and Vehicles Project
Capital Project Qrdinance
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 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 I'Y
2003-04
Sales Tax $459,322 $498,295 $957,617
Bond Funds $0 $0 $0
Private Placement $0 $0 $0
Grant Funds $0 $0 $0
Oilier $0 $0 $0
Tota[ I'mtdit:g $459,322 $498,295 $')57,G17
Section 4.The following amount is appropriated for this project:
Through I'Y
2002-03
FY 2003-04 Through FY
2003-04
Land/Buiidin $0 $0 $0
Design $0 $0 $0
Construction $0 $0 $0
L^.quipmentand
Vehicles
$459,322
$498,295
$957,617
Total Costs $459,322 $498,295 $957,617
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.
Adopted this 1St day of December 2003.