HomeMy WebLinkAboutAgenda - 06-26-2003-8pORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 26, 2003
Action Agenda
Item No. F
SUBJECT: Budget Amendment #14
DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No
ATTACHMENT (S):
Attachment 1. Budget as Amended
Spreadsheet P
Attachment 2. Lands Legacy Capital Project INFORMATION CONTACT:
Ordinance Donna Dean 245-2151
Attachment 3. 112/118 N. Churton Street
Capital Project Ordinance TELEPHONE NUMBERS:
Attachment 4. Automation Enhancement and Hillsborough 732-8181
Preservation Fund Capital Chapel Hill 968-4501
Project Ordinance Durham 688-7331
Attachment 5. Youth Tobacco Prevention Mebane 336-227-2031
Project Grant Project
Ordinance
PURPOSE: To approve budget, grant and capital project ordinance amendments for fiscal year
2002-03.
BACKGROUND:
County-Wide
1. During the course of the current fiscal year, the almost thirty-year-old legacy financial system
was replaced by a more state-of-the-art system, MUNIS. The old system was quite limited in its
capabilities and offered very little analytical flexibility. The new system offers many capabilities.
With the implementation of the MUNIS systems, staff had the opportunity to design a chart of
accounts that more accurately reflects departmental functionalities. For examples, expenditures
for Library services, Recreation and Parks can now be captured in a new function, Culture and
Recreation, as opposed to the legacy system that captured them in the Human Services
Function. This budget amendment provides for these new functions with the appropriate funding
of County departments within the new functions. Attachment 1 (Budget As Amended) reflects
these new functions.
Department of Social Services
The Department of Social Services has received notification from the State of additional funds for
the current year for various programs:
2. Child-Care Subsidy - An additional State allocation totaling $323 for child-care subsidies to
low-income families. To date, 1,023 children and their families have benefited from this program
this fiscal year. The new funds bring the current budget for this program to $3,442,622. This
budget amendment provides for the receipt of these State funds. (See Attachment 1, column
#1)
3. LINKS Program -Additional State funds of $6,976 to be used for the department's LINKS
program. This program allows the department to offer training to foster care youth regarding job
preparation, daily living skills, and money management. This budget amendment provides for
the receipt of these State funds. (See Attachment 1, column #2).
4. Medicaid Expansion Funds -The State has allocated an additional $2,205 in Medicaid
Expansion funds. These funds will offset costs associated with reinstating Medicaid coverage for
families and individuals that were terminated from Work First Benefit Diversion or Transitional
Medicaid. This budget amendment provides for the receipt of these additional State funds. (See
Attachment 1, column #3).
Efland Sewer Fund
5. The original budget for the Efland Sewer Operating Fund totaled $80,000, which included an
appropriation from General Fund fund balance of $34,000. Over the course of the year,
revenues from tap fees and sewer charges have exceeded the original budget by $16,575
bringing total revenues to $61,575 for the year. On the other hand, expenditures have run higher
than the original budget due to higher usage and winter weather. Year-end expenditures are
expected to exceed the original budget by approximately $46,000. In order for the fund not to be
over budget at year-end, this budget amendment budgets for the additional tap fees and sewer
charges and appropriates $30,000 of General Fund fund balance. (See Attachment 1, column
#4)
Miscellaneous/Non-Departmental
6. Last year at this time, the County faced significant budget cuts from the State. During budget
deliberations last spring, the Board approved asix-month freeze of vacant non-critical County
positions. Budgeted savings from the freeze totaled $740,000. This budget amendment
transfers salary savings from individual departments that experienced position vacancies during
the year to the Miscellaneous function of the General Fund where the savings were actually
budgeted. (See Attachment 1, column #5).
7. The approved 2002-03 budget set aside funds to address employee pay and/or benefits after
July 1, 2002.
• Employee Pay and Benefits Contingency Fund -Last Fall, the Board approved using this
reserve to alleviate the impact of increased health insurance costs for employees. The
amount budgeted in this reserve totals $145,400
• Equity Retention Fund -Funds totaling $25,000 were approved by the Board in the current
year budget. These funds were used, with approval by the County Manager, throughout the
year to address equitable salary relationships among employees and support retention.
This budget amendment allocates the employee pay and benefits and equity retention funds
to the appropriate functions within the General Fund. In addition it authorizes the transfer of
funds from the Miscellaneous function to the General Administration function to address
3
Board action related to the Manager's performance review for 2002-03. The Board of
Commissioners completed the Manager's performance review for 2002-03 and decided to
adjust his salary from $129,629 to $136,110 effective April 14, 2003. This budget
amendment enacts the adjustment to the Manager's salary effective April 14, 2003 and
authorizes to fund the cost of the adjustment for fiscal year 2002-03, and. (See Attachment
1, column #6)
8. At its June 23, 2003 meeting, the Board of County Commissioners approved an
appropriation of $35,000 from the Commissioners' Contingency account to the Lands
Legacy Capital Project Fund. This budget amendment provides for the appropriation of
$35,000 from the Commissioners' Contingency. After this appropriation, $2,260 remains in
this Contingency account for the current fiscal year. (See Attachment 2, Land Legacy
Capital Project Ordinance)
112/118 North Churton Street Capital Project Ordinance
9. Some functions of the Clerk of Courts are located at 112 North Churton Street in Hillsborough.
At this time last year, the County was leasing that space for the Courts along with office space
located at 118 North Churton Street for the Veterans Services office. After the beginning of the
current fiscal year, the Board of Commissioners granted approval for the County to issue debt
and purchase the buildings in lieu of continuing the lease arrangement. As a point of
comparison, the annual lease payments for the building totaled $55,234 while the annual debt
service payment for fiscal year 2003-04 is about $66,000 and will decrease annually over the
ten-year repayment period. The result of the purchase is that the funds budgeted to pay the
monthly lease need to be transferred to cover the partial year cost of debt service. This budget
amendment transfers the unexpended lease payments from the Clerk of Courts budget to the
County's Debt Service function (See Attachment 1, column #8)
One component of purchasing the property included conducting an environmental compliance
study of the site. The County paid the cost of the study up-front and the owner agreed to
reimburse the County for the associated expenses. The attached capital project ordinance also
allows for the reimbursement of those costs, which totaled $58,189. (See Attachment 3, 112/118
North Churton Street Capital Project Ordinance)
Register of Deeds
10. Last year, the NC General Assembly approved legislation that required counties throughout the
State to earmark ten percent of some of the fees collected by Registers of Deeds for automation
efforts. The revenues from this earmarking are set aside in the County's Register of Deeds
Automation Enhancement and Preservation Fund Capital Project.
At their September 3, 2002 meeting, the Board of County Commissioners approved additional
anticipated revenues of $100,000 based on current year collection projections at that time. Since
then, the department has experienced higher than anticipated revenues. The additional amount
that is earmarked for the Automation Enhancement and Preservation Fund totals $87,000. This
budget amendment provides for these additional revenues in this Capital Project Fund. (See
Attachment 4, Automation Enhancement and Preservation Fund Capital Project Ordinance)
4
Health Department
11.On February 17, 2003, the Board of County Commissioners approved the acceptance of funds
from the Health and Wellness Trust Fund to be used for the Youth Tobacco Prevention Project.
The Youth Tobacco Prevention Project is a three-year program with total approved funding of
$232,848. This project seeks to prevent youth from beginning tobacco use and assist those that
are already users to stop. If approved, this budget amendment would appropriate the first year
of grant funding in the amount of $81,351. (See Attachment 5, Youth Tobacco Prevention
Project Grant Project Ordinance)
Sheriff
12. The Sheriff's Department has received notification from the U.S. Department of Justice of a
three-year grant (from June 1, 2003 through May 31, 2006) for Community Oriented Policing
Services (COPS). The total amount of the federal funds anticipated from the three-year grant is
$300,000 with the County match over the same period totaling $75,000. Funds from the grant
offset the personnel and benefits cost of four deputies associated with community oriented
policing. This budget amendment accepts the federal grant funds through June 30, 2004.
The required County match for fiscal year 2003-04 would be covered with funds already
budgeted in the Sheriff Department's General Fund budget. The remainder of federal grant
funds will be included in future departmental budgets along with future required County
matching funds. (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, capital, and grant project ordinances.
5
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ATTACHMENT 2
Resource Lands Conservation (Lands Legacy) 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 is for the purchase of land for natural resource and farmland
preservation. Financing for the project includes proceeds from the County's portion of the
one-half cent sales taxes, grants from the Clean Water Management Trust, proceeds from the
1997 and 2001 voter approved bonds, and transfers from the General (property tax),
School/Park Capital Reserve and Subdivision Payment-In-Lieu Funds.
Section 2. The officers of the County are hereby directed to proceed with the project within the budget
contained herein.
Section 3. The followin revenue is antici ated to com lete this project:
roug
FY 2001-02
FY 2002-03 roug
FY 2002-03
McGowan Creek Preserve former) known as Duke Forest)
Clean Water Trust Grant $143,000 $0 $143,000
Transfer from School/Park Capital Reserve (accrued interest) $78,549 $0 $78,549
Transfer from General Fund (Property Tax) $7g,54g $0 $78,548
Total McGowan Creek Preserve $300,097 $0 $300,097
Little River Regional Park and Natural Area $0
Clean Water Mana ementTrust $131,950 $0 $131,950
Parks & Recreation Trust $87,500 $0 $87,500
Triangle Land Conservancy & Eno River Association $59,500 $0 $59,500
Land and Water Conservation Fund $262,000 $0 $262,000
Hazardous Mitigation Grant Funds $0 $15,000 $15,000
Durham County Contribution $0 $40,000 $40,000
1997 Bond Funds $44,514 $0 $44,514
Transfer from Subdivision Payment-in-Lieu Fund $44,514 $40,000 $84,514
Total Little River Regional Park and Natural Area $629,978 $95,000 $724,978
Eubanks Road Pro rties HuntertCate Pro rties) $0
1997 Bond Funds $2,700,000 $0 $2,700,000
Transfer from SchooUPark Reserve Fund $1,865,000 $0 $1,865,000
Transfer from Subdivision Payment-in-Lieu Fund $50,000 $0 $50,000
Total Eubanks Road Properties $4,615,000 $0 $4,615,000
Walters Farmland Preservation Conservation Easement $0
Transfer from General Fund $108,000 $0 $108,000
Farmland Preservation Trust Fund Grant $107,000 $0 $107,000
Total Walters Farmland Conservation Easement Funds $215,000 $0 $215,000
Seven-Mile Creek Preserve $p
Transfer from General Fund $197,595 $110,000 $307,595
Total Seven-Mile Creek Preserve Funds $197,595 $110,000 $307,595
Blackwood Pro
1997 Bond Funds $100,000 $0 $100,000
2001 Bond Funds $760,050 $0 $760,050
Transfer from Subdivision Payment-in-Lieu Fund $117,000 $0 $117,000
Transferfrom School/Park Reserve Fund $1,100,000 $0 $1,100,000
Total Blackwood Property $2,077,050 $0 $2,077,050
2001 Bond Funds $0 $1,750,000 $1,750,000
Transfers from Other Funds $0
Transfer from General Fund (Sales Tax) $308,405 $90,000 $398,405
Transfer from General Fund (Property Tax) $396,452
$0
$396,452
Transfer from General Fund (BOCC Contingency) $0 $35,000 $35,000
Total Unallocated Funds $704,857 $125,000 $829,857
Total Project Revenues $8,739,577 $2,080,000 $10,819,577
8
Section 4. The following amount is appropriated for this project:
Through
FY 2001-02
FY 2002-03 Through
FY 2002-03
Lands Legacy (unallocated) $704,857 $1,985,000 $2,689,857
McGowan Creek Preserve (forrrrerty known as puke Forest)
Land Acquisition & Related Fees $300,097 $0 $300,097
Design $0 $0 $0
Construction $0 $0 $0
Other $0 $0 $0
Total McGowan Creek Preserve $300,097 $0 $300,097
Little River Regional Park and Natural Area $p
Land Acquisition & Related Fees (Orange Countys Share) $367,978 $0 $367,978
Park Design & Development $262,000 $0 $262,000
Construction $0 $0 $0
Heritage House Relocation to Park Property $0 $95,000 $95,000
Other $0 $0 $0
Total Little River Regional Par1c and Natural Area $629,978 $95,000 $724,978
Eubanks Road Properties $0
Land Acquisition & Related Fees $4,615,000
$0
$4,615,000
Park Design & Development $0 $0 $0
Constnxx~iion $0 $0 $0
Other $0 $0 $0
Total Eubanks Road Properties $4,615,000 $0 $4,615,000
Walters Farmland Preservation Conservation Easement
Land Acquisition & Related Fees $215,000 $0 $215,000
Total Walters Famrland Preservation Easement $215,000 $0 $215,000
Seven-Mile creek Preserve $0
Land Acquisition & Related Fees $197,595 $0 $197,595
Total Seven-Mile Creek Preserve $197,595 $0 $197,595
Blackwood Property $0
Land Acquisition & Related Fees $2,077,050 $0 $2,077,050
Total Blackwood Property $2,077,050 $0 $2,077,050
Total Costs $8,739,577 $2,080,000 $10,819,577
Section 5. This ordinance supersedes all previous Resource Lands Conservation (Lands Legacy)
Capital Project Ordinances for Orange County.
Section 6. This ordinance shall be in effect from July 1, 1998 until June 30, 2004.
Adopted this26th day of June 2003.
ATTACHMENT 3
112/118 North Churton Street
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 purchase of the buildings located at
112 and 118 North Churton Street, which the County had been previously leasing.
Proceeds are from alternative financing/private placement to fund this project.
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
2001-02
FY 2002-03 Through FY
2002-03
Sales Tax $0 $0 $0
Bond Funds $0 $0 $0
Private Placement $0 $485,000 $485,000
Grant Funds $0 $0 $0
Fees $0 $0 $0
Other $0 $0 $0
Total Fundin $0 $485,000 $485,000
Section 4.The following amount is appropriated for this project:
Through FY
2001-02
FY 20003 Through FY
2002x03
Land/Btul ' $0 $426,811 $426,811
Deli $0 $0 $0
Constriction $0 $0 $0
Other $0 $58,189 $58,189
Total Costs $0 $485,000 $485,000
Section 5. This ordinance supersedes all previous 112/118 North Churton Street Capital
Project Ordinances for Orange County.
Section 6. This ordinance shall remain in effect until June 30, 2004.
Adopted this 26th day of June 2003.
10
ATTACHMENT 4
Automation Enhancement and Preservation Fund
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 automate the deeds and vital records
systems in the Register of Deeds Office. As mandated by North Carolina
General Statute 161-11.3, ten percent of all General Statute 161 related fees
collected by the Register of Deeds finance this project.
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
2001-02
FY 2002-03 Through FY
2002-03
Sales Tax $0 $0 $0
Bond Funds $0 $0 $0
Private Placement $0 $0 $0
Grant Funds $0 $0 $0
Fees $56,000 $187,000 $243,000
Transfer from Optical
Imaging System
Ca ital Pro~ect
$0
$28,317
$28,317
Total Fundin $56,000 $215,317 $271,317
Section 4. The following amount is appropriated for this project:
11uvi~ FY
2001-02
F1'2002r03 Tl~gh FY
2002-0(1
Iand~&rildmg $0 $0
D~sigi $0 $0 $0
Cor>struc~ian $0 $0
~ ~~
To~y~p~rt
$56,000
$215,317
$271,317
Total Cass $56y000 $2L5y31 $271,317
Section 5. This ordinance, originally adopted December 3, 2001 shall remain in effect from
January 1, 2002 until June 30, 2004.
Adopted this 26th day of June 2003.
ATTACHMENT 5
Youth Tobacco Prevention Project
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 Youth Tobacco Prevention Project in the Orange County
Health Department. The purpose of this grant program is to prevent youth from
beginning tobacco use and assist those that are already users to stop.
Section 2.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 grantors.
Section 3.The following revenue is anticipated to be available to complete this project:
2002-03 Grant Funds -Health & Wellness Trust $81,351
Total Grant Funds $81,351
Section 4.The following amount is appropriated for this project:
Human Services -Youth Tobacco Prevention Project $81,351
Section 5. 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 6. 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 7. Copies of this grant project ordinance shall be made available to the finance officer
for direction in carrying out this project.
Section 8. Positions authorized through this grant project include:
1.0 Full-Time Equivalent Senior Public Health Educator position.
Section 9. This ordinance shall remain in effective through June 30, 2004.
Adopted this 26th day of•June 2003.