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HomeMy WebLinkAboutAgenda - 04-20-2004-5iORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: SUBJECT: Budget Amendment #11 DEPARTMENT: Budget Action Agenda Item No. ,-j~ - i PUBLIC HEARING: (Y/N) No ATTACHMENT (S): Attachment 1, Budget as Amended Spreadsheet Attachment 2. Agreement with Duke Community Hospice Attachment 3. Status of Social Safety Net Spreadsheet Attachment 4. State Homeland Security Grant Project Ordinance April 20, 2004 INFORMATION CONTACT: Donna Dean 245-2151 TELEPHONE NUMBERS: Hillsborough Chapel Hill Durham Mebane 732-8181 968-4501 688-7331 336-227-2031 PURPOSE: To approve budget ordinance amendments and a grant project ordinance for fiscal year2003-04, BACKGROUND: Department of Social Services The Department of Social Services has received notification from the State of additional funds for the current fiscal year far the following programs: Crisis Intervention Prevention - An additional State allocation of federal funds totaling $29,256 to pay for crisis related heating/living needs for Orange County citizens that are medically at-risk. This is a mandated program with no County funds required. These additional funds bring the current budget for this program to $164,291 for FY 2003-04, This budget amendment provides for the receipt of these funds. (See Attachment 1, column #1) b. Energy Administration Program - An additional State allocation of federal funds totaling $3,1)05 related to the Low Income Home Energy Assistahce Program (LIEAP) Block Grant. These funds will be used for temporary staff to interview and determine eligibility of low-income clients for Public Assistance programs. These additional funds bring the current budget for this program to $24,782 for FY 2003-04. This budget amendment provides for the receipt of these funds. (See Attachment 1, column #1) z Department on Aging 2. During fiscal year 2002-03, the Department on Aging began its "Friend-to-Friend" program. This program, funded in part last fiscal year with an allocation from the County s Human Services Social Safety Net, serves elderly clients by making daily calls to ensure that clients are safe. During budget work sessions last spring, the Department on Aging spoke to the need for its "Friend-to-Friend" program to continue and indicated that there might be a need to request funds from the County's Social Safety Net this fiscal year in order to fund the program for a full year. To continue the program for the remainder of this fiscal year, this budget amendment provides for a transfer of $8,414 from the Human Services Social Safety Net, (See Attachment 1, column #2) 3, For a number of years, the Department on Aging has benefited from a position funded totally through the federal National Caucus and Center for Black Aged Senior Employment Program. The position, located at the Northside Senior Center, became vacant and the department was notified that, due to a federal hiring freeze, the position would not be filled. The position serves the County by making daily telephone reassurance calls to 35 frail and at-risk seniors who either live alone or are at home alone all day. This budget amendment provides for a transfer of $2,600 from the Human Services Social Safety Net to continue this program through June 30, 2004, (See Attachment 1, column #3) Outside Agencies 4. On January 26, 2004, the Board of County Commissioners approved a request of $10,000 for Duke Community Hospice to purchase an emergency generator that would serve as an emergency, electrical back up at their Hillsborough facility. Of the $170,000 needed to purchase and install the generator, the agency has secured $144,700 in corporate and community finding. At the time that the Board approved the funding, it also requested that staff prepare an agreement between the County and the agency that this appropriation is based upon Hospice, in the event of an area-wide emergency, after first responding to the needs of their terminally ill patients and their families in the community, responding on a needs basis to other Orange County citizens, especially frail or elderly clients identified by the County through its human services departments, Attachment 2 of this abstract is a signed copy of the agreement. This budget amendment provides for the transfer of $10,000 from the Social Safety Net to Duke Community Hospice to assist in the purchase of an emergency generator, (See Attachment 1, column #4) 5. On April 13, 2004, the Board of County Commissioners approved a $12,000 funding request from Orange-Chatham Alternative Sentencing (OCAS) for the continuation of pre-trial release services.. The pre-trial release program is a component of the North Carolina Department of Correction, Criminal Justice Partnership Program (CJPP). Orange County has contracted with OCAS since 1994 for the pre-trial release program. This program assists the 15B judicial district by identifying and monitoring eligible clients from the Orange and Chatham County jails (with an approximate 75/25 split respectively) ih ah effort to reduce jail overcrowding. The program has encountered state funding reductions since FY 2000.01, and is again requesting assistance from the County to ensure the continuation of pre-trial release services through .)une 2004. This btadget amendment would transfer $12,000 from the Human Services Social Safety Net to OCAS for the above state purposes. (See Attachment 1, column #5) 3 Governing and Management Non-Departmental 6, Over the last several months, a County work group consisting of staff from Environmental Resource and Conservation Department and the Health Department has worked with Healthy Carolinians and the Intergovernmental Parks Work Group has explored various ways to publicize recreational opportunities in Orange County, The group has gathered information to produce a map that highlights recreational areas and activities located throughout the County, Total estimated costs to produce the map, including design work and printing, is $3,900. This budget amendment would release $3,900 from the Commissioner's contingency account for the production of this map. (See Attachment 1, column #6) 7. This budget amendment transfers funds from the Governing and Management Non- Departmental function to the Public Safety and General Services functions to implement the Board's actions as the Register of Deeds' and Sheriffs annual reviews for 2003-04, As of April 26, 2004 the Sheriff and Register of Deeds salaries will be $99,208 and $70,728 respectively. (This reflects the 2,5 percent salary increase the Board authorized effective April 26, 2004 for employees with seven or mare years County service as of April 14, 2003.) With this budget amendment, the Board is further adjusting the Sheriff and Register of Deeds salaries by approximately one percent to a salary for the Sheriff of $100,208 and for the Register of Deeds of $71,441, This budget amendment enacts the adjustment to the Sheriff and Register of Deeds' salaries effective April 26, 2004 and authorizes funding for the cost of the adjustment for fiscal year 2003-04. (See Attachment 1, column #7) Emergency Management 8, On August 19, 2003, the Board of County Commissioners approved acceptance of a State pass-through grant allocation of federal Homeland Security funds (Part I) in the amount of $121,625 to reimburse Orange County for the purchase of equipment, costs of exercises, and training costs associated with homeland security activities of the County, its municipalities, and the University of North Carolina at Chapel Hill, These finds will be used in the following three areas: Equipment purchases ($99,674), Bioterrorism exercise series ($16,696), and Incident Command training ($5,255), There is no County match for the receipt of these funds, This budget amendment provides for the receipt of these State pass- through federal funds on a reimbursable basis, (See Attachment 4, State Homeland Security Granf Project Ordinance) 9. On January 26, 2004, the Board of County Commissioners approved acceptance of a State pass-through grant allocation of federal Homeland Security funds (Part II) in the amount of $363,908 to improve domestic terrorism preparedness through the purchase of equipment for first responders, as well as to provide funding to train and exercise for chemical, biological, radiological, nuclear, and explosive incidents, These funds will be used in the following two areas: Interoperable Communications ($291,508) and Other Equipment and Training ($72,400), There is no County match for the receipt of these funds. This budget amendment provides far the receipt of these State pass-through federal funds on a reimbursable basis. (See Attachment 4, State Homeland Security Grant Project Ordinance) a Emergency Telephone System (Wireless 911) 10,On February 17, 2004, the Board of County Commissioners approved acceptance of a grant award from the Public Safety Foundation of America in the amount of $33,100 for equipment, software, and professional services for the Wireless 911 Emergency Telephone System fund, The County is allotted $12,600 to purchase seven computer workstations and monitors, $10,000 for computer coding services, and $10,500 for seven licenses of the mapping software. The County must pay any amount over these allotments, and if this occurs, funds will come from the Wireless E9-1-1 budget, and therefore, will have no impact on the County's operating budget. This budget amendment provides far the receipt of these State pass-through federal funds on a reimbursable basis.. (See Attachment 1, column #10) Efland Sewer Operating Fund 11,The original budget for the Efland Sewer Operating Fund for FY 2003-04 totaled $80,000, which included an appropriation from the General Fund fund balance of $34,000, Over the course of the year, expenditures have run higher than the original budget due to higher usage, Year-end expenditures are expected to exceed the original budget by approximately $40,000. In addition, the Town of Hillsborough has contacted the County regarding the following unpaid or underpaid funds totaling $63,500 due to the Town: a, The County has collected tap/capital facilities fees intended for the Town of Hillsborough, but were incorrectly credited to accounts that were used to pay operating expenses for the Efland Sewer system, Accordingly, approximately $27,500 that has been previously used to subsidize Efland Sewer operating expenses should be drawn from the current Efland Sewer Operating Fund to pay the shortfall in Town tap/capital facilities fees, b, The County has incurred and owes approximately $36,000 in under-billed sewer treatment costs, due to the Town failing to adjust the County's sewer treatment bills to reflect rate increases in October 2000 and July 2001, Accordingly, approximately $36,000 owed from previous years should be drawn from the current Efland Sewer Operating Fund. In order far the fund not to be over budget at year-end, as well as pay the Town of Hillsborough for the unpaid and underpaid funds, this budget amendment appropriates $103,500 from the General Fund fund balance, (See Attachment 1, column #11) FINANCIAL IMPACT: Financial impacts are included in the background information above, RECOMMENDATION (S): The Manager recommends that the Board of County Commissioners approve the attached budget ordinance and grant project ordinance amendments. 5 ~S » m n X ~ ~ ~ .; ~: . ~ n o Ai ~ o e ~ e a o ~ ~ ^ p p ~o m dg ~ . ~~ N N N yg ` ~ L~ ~ ~ ~ ~ ~ Bg} a E Sy; g_ ~'~~°f >o ~~~W g$ge$e 8~~~~$3~Ee _ o, EYe8 e., ~ Ey ~ o a 9p 9 £ ~n4 §EO 3 rcE r,~'aS'eu, R €.''^s eEgw - E g 8 yo So' 9~ y ~ E~~&E~~P ~~ >e@E a` ~ iS E3o E~~ pu~!flg3iE°abb o i'ESEygEO~~ B E„?E E8=8E`w~ ~E " =.,E uo~ E=s" ~ L' °E k k j Yna h d u e9~~ ~nu N w ~ 9 ~ ~ ~9p ~ yE~~ p 9 o ` e ~ ~ ~ ~ ~~ mpP~' pp tt _ ~ v '95n5s oE~`gs p 6~ Fp ~< =eBE~o =gg ~gg g gg ~}~ ~EF~N OO - - _ _ gg ~ ~ ~0 ~`-~40~3 `a gaO O Sa C ~ ~ $~ = p E €EE y a3Y ~'~§ -, 6 6 C 5 H H& EN~NB~ Yp 5 5 °PY ~fP ~e `+pe N ~.~~4 Q'y~ _ - ~ - _ ~~ yy. gE North Carolina Orange County Performance Agreement This Agreement, made by and between the County of Orange, 208 South Cameron Street, Hillsborough, North Carolina, hereinafter referred to as "County," and Duke Community Hospice, 4321 Medical Park Drive, Suite 101, Durham, North Cazolina, 27704, hereinafter referred to as "Hospice." L WITNESSETH: WHEREAS, Hospice provides bereavement support and services to hospice families and community persons who have lost a loved one; and WHEREAS, Hospice provides hospice caze to people who need it regardless of their ability to pay; and WHEREAS, it is in the interests of the County that the acquisition of an emergency generator be assisted by the County so as to enhance disaster preparedness, and said acquisition addresses through its availability a particular human services need of the frail or ill elderly in the event of a public emergency in the County, as identified by the County Board of Commissioners; NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereafter set forth, the County and Hospice agree as follows: 2. County Support The County agrees to appropriate as described in Section one (1) above, the sum of Ten Thousand Dollars ($10,000) to the Hospice towards the acquisition of an emergency generator in fiscal year 200.3-04. This appropriation is based upon Hospice, in the event of an area-wide emergency, after first responding to the needs of their terminally ill patients and their families in the community, responding on a needs basis to other Orange County citizens, especially frail or elderly clients identified by the County through its human services departments. The County does not obligate itself to provide any other support to the Hospice this fiscal year or in succeeding yeazs.. To the extent authorized by law, the recipient will hold the County harmless against any claim or action for damages, injury, or death relating to use of these funds or acts of its employees or agents.. 3. Payment and Documentation The appropriation shall be paid to the Hospice in a lump sum amount of $10,000.. 4, Annual Report Hospice will provide the County Manager with an annual year-end report, as prescribed by the County Budget Office, which demonstrates how this acquisition contributed to measurable performance outcomes, This report will also include a budget breakdown showing expenditures of County appropriations. This report will be due on July 31, 2004, In addition, Hospice agrees to allow the County to inspect its fmancial books and records, which document costs of services or activities, upon reasonable notice during normal working hours. 5. Termination In the event that the Hospice shall cease to exist as an organization or shall enter bankruptcy proceedings, or be declared insolvent, or liquidate all or substantially all of its assets, or shall significantly reduce its services or accessibility to Orange County residents during the term of this Agreement, or in the event that the Hospice shall fail to render a satisfactory accounting as provided herein, then and in that event the County may terminate this Agreement and the Hospice will return all payments already made to it by the County for services which have not been provided or for which no satisfactory accounting has been rendered. Notwithstanding the foregoing, either party may terminate the agreement at any time without penalty; provided that written notice of such termination is furnished to the other party at least 30 days prior to termination. In the event of such termination, any payment due shall be pro rated to the date of termination. 6, Fund Balance Should the Hospice end the 2003-04 fiscal yeaz with the County's contribution unexpended those funds may be retained for the subsequent year for the purposes which they were originally appropriated by the County and in such event this Agreement shall be deemed a continuing and binding Agreement, as herein amended, by and through the completion of the program in such subsequent fiscal year and the Hospice shall, by retaining such funds, be obligated to conduct and complete such program in the subsequent fiscal year. However, if the Hospice determines that it shall not operate the program or one similar and acceptable to the County during the subsequent year, the Hospice shall so notify the County in writing by May 30, 2005 and the Hospice shall refund to the County the County's contribution in full. 7. Non-Discrimination Policy Hospice agrees as part of consideration of the granting of funds by Orange County the parties hereto for themselves, their agents, officials, employees and servants agree not to discriminate in any manner_of these. basis of race, color, gender, national origin, age, handicap, religion, sexual orientation, familial status or veterans status with reference to any activities carried out by the grantee, no matter how remote, The parties hereto further agree in all respects to conform to the provision and intent of Orange County Civil Rights Ordinance, as amended. This provision is enforced by action for specific performance, injunctive relief, or other remedy as by law provided; V this provision shall be binding on the grantees, the successors and assigns of the parties hereto with reference to the above subject manner. IN WITNESS WHEREOF, the parties hereunto cause this Agreement to be executed in their respective names. This the ~R'' oft~nr, O 2004 Clerk to the Board of Commissioners Hospice By: Executive Director This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. ~~~~. Finance Director Orange County Attachment 3 v Status of Human Services Social Safety Net FY 2003-2004 $13D,000 Approved FY 03-04 allocation $219, 7 16 FY 02-03 Carry Forward Subtotal $349,116 To IFC for Project Homestart Challenge Grant ($10,000) (9/15/03) To EI Centro Latino (10/1/03) for One Race Many ($5,000) Cultures Breastfeeding program funding for two months ($890) To Hillcrest, County match for JCPC (Feb BUA) ($35,000) Breastfeeding program funding through June 2004 ($6,414) Friend-To-Friend program funding for FY 2003-04 Senior Employment Program position funding ($2,600) through June 2004 ($10,000) Duke Community Hospice generator ($12,000) Orange-Chatham alternative Sentencing (4/13/04) Remaining Balance $238,212 ATTACHMENT 4 State Homeland Security Grant Program ('t7 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 State Homeland Security Grant Program as awarded to Orange County by the North Carolina Department of Crime Control and Public Safety. These funds are a State pass-through grant allocation of federal funds through the Department of Homeland Security, This grant program provides funding far the purchase of equipment, costs of exercises, and training costs associated with homeland security activities of the County, its municipalities, and the University of North Carolina at Chapel Hill (Part I), as well as funds to improve domestic terrorism preparedness through the purchase of equipment for first responders, and to provide funding to train and exercise for chemical, biological, radiological, nuclear, and explosive incidents (Part II).. 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, and the rules and regulations of the North Carolina Department of Crime Control and Public Safety.. Section 3. The following revenue is anticipated to be available to complete this project Lrtergoveraurenta[ (2003-04) - Part I Farads $121,62.5 Lrtergoveranreatal (200.3-04) - Pm•t II Faads $36.3,908 Total $485,53.3 Section 4. There is no required County match for this grant. Section 5. The following amount is appropriated for this project: PxGlic Safety - Houtelm:d Securita~ Cram Program $485,5.33 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 April 30, 2005.. Adopted this 20th day of April 2004..