HomeMy WebLinkAboutAgenda - 05-03-2000-8cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Mee#ing Date: May 3, 2000
Action Agenda
Item No. -
SUBJECT: .Budget Amendment # 10
DEPARTMENT; Budget Office PUBLIC HEARING: (Y/N)
BUDGET AMENDMENT: (Y/N)
ATTACHMENT(S):
Attachment 1 -Budget as Amended
spreadsheet
Attachment 2 -Smart Start Grant Project
Ordinance
Attachment 3 -- Medicaid Cast Settlement
Memorandum
Attachment 4 -Medicaid Maximization
Capital Project Ordinance
Attachment 5 -Letter from Gary Fuquay,
NCDHHS Interim Controller
Attachment fi -DSS Computer and
Accessory Cost Proposal
Attachment 7 --Information Technology
Capital Project Ordinance
Attachment 8 -Request letter from Cedar
Grove Fire Department
INFORMATION CONTACT:
Donna Dean, 245-21.51
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 227-2031
PURPOSE:
To approve budget ordinance amendments and grant project ordinance for fiscal year 1999-00.
BACKGROUND:
DSS
1. In late March 2000, the Department of Social Services received notification from the State of
additional Crisis Intervention Funds. The Department uses these funds to pay heating and air
conditioning bills for individuals who qualify for assistance. In late November 1999, the State
awarded additional funds of $80,375 to the original budget of $65,280 bringing the current
budget for the program to $145,655. With this most recent award of $40,000, the budget will
increase to $185,655. An estimated 800 Orange County families will receive assistance
through this program in the current fiscal year. No County match is required for the receipt of
these funds. (See column 1, page 4 of this abstract).
Health Department
2. The Dental Health division of the Health Department has received an increase in Smart Start
funding from the Orange County Partnership for Young Children. The additional $25,000
enables the department to provide dental educational activities and screenings to children at
daycare'facilities throughout the County. Last year more than 1,900 children received through
this program. The attached Smart Start Grant Project Ordinance (attachment 2 of this
abstract) provides for this program.
3. The Health Department recently received their allocation of Medicaid maximization funds from
the State totaling $89,342. As required by the federal government since 1994, each state "sets
aside" a portion of annual Medicaid earnings as a contingency to avoid over expenditures. The
funds are referred to as "federal cost settlement funds". Should the federal government not
need to use the withheld funds, it reimburses the funds to the State on an annual basis.
There are several requirements regarding use of the funds:
Funds are required to be budgeted and expended to further the objectives of the
program that generated the receipts;
Funds may be expended for a variety of public health needs and activities or they may
beheld in reserve.for future needs of the department;
Funds are not to replace current budget allocations for these program areas.
The attached memorandum from the Division of Public Health outlines the guidelines (attachment
3).
With the most recent allocation from the State, the department has received almost $325,000 in
Medicaid maximisation reimbursements.. The department plans to use these funds for non-
recurring items and give priority to replacing older equipment, meeting OSHA requirements, and
possibly redesigning clinical space. Attachment 4 of this abstract, Health Department Medicaid
Maximization Capital Project Ordinance, provides for the receipt of the additional funds. No
County dollars are required in order to receive these funds.
Sheriff
4. The Sheriff s Department has received a grant from the Department of Justice to purchase
bulletproof vests for its employees. The Departmelit used the $6,000 grant to continue its vest
replacement schedule and replace bulletproof vests for twelve of its employees. No county
match is required for receipt of these funds. (see column 4, page 4 of this, abstract)
Outside Agencies
5. On April 17, 2000, the Boarcl of Commissioners approved the receipt of additional Office of
Juvenile Justice (OJJ) funds. The funds, totaling $9,185 will provide monies for the
Orange/Chatham Intensive Services Program. This program assists youths between 10 and
17 years otdthat have been referred from the Juvenile Court system in both counties. No
County match is required for the receipt of these funds. Orange County receives the State
funds and "passes them through" to the receiving agency. (See column 5, page 4 of this
abstract).
Miscellaneous Function
6. On April 11, 2000, the Board awarded a contract for professional services associated with the.
Student Generation Rates and Impact Fee Studies. The cost of the studies is not to exceed
$53,400. Funding for the studies totaling $23,000 was included in the original 1999-00 budget.
At the April 11 Board work session; the Commissioners approved an appropriation of $30,400
from their contingency account to cover the entire cost of the studies. (See column 6, page 4
of this abstract).
Information Technology Capital Project
7. The State recently agreed to reimburse the Department of Social Services for computer
equipment purchased for its Child Protective Services (CPS) unit). A copy of the approval
letter from the State Department of Health and Human Services Controller's Office is included
as Attachment 5 of this abstract. The estimated cost to purchase the equipment about
$64,500. Attachment fi of this abstract provides a listing of the proposed purchase.
In keeping with the County's normal computer purchase and installation procedures, the
Information Systems Department will purchase the equipment from the Information Technology
Capital Project. IS staff will also install the equipment. This process provides measures for
inventory control and compatibility. The receipt of these unanticipated funds allows funds
currently allocated in the County's Information Technology Capital Project for scheduled
replacements to be reallocated for other possible uses such as replacement of legacy systems.
Attachment 7, Information Technology Capital Project Ordinance, provides for the receipt of
the state monies and allows for the equipment purchase.
Cedar Grove Volunteer Fire Department
8. The Chief and President of the Cedar Grove Fire Department submitted a request to use a
portion of the department's fund balance to use as down payment on a pumper truck. The
new truck will replace one that is twenty-one years old and the department has found that
locating replacement parts is quite difficult and expensive. A copy of the Department's letter
requesting an appropriation of $25,000 is included as attachment 8 of this abstract.
RECOMMENDATION (5): The Manager recommends that the Board of Commissioners approve
the budget ordinance amendments, grant project ordinances and capital project ordinances.
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Smart Start Program
Grant Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chaptez 159 of the
General Statutes of North Carolina, the following grant project is hereby adopted.
Section 1. The project authorized is the Smart Start Program as awarded to the Orange County Departments
of Social Services, Health, Library and Cooperative Extension by the State oENorth
Carolina and the Orange County Partnership far Young Children (~CPYC).
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 State of North Carolitta.
Section 3. The following revenue is anticipated to be available to complete this project:
Intergovernmental (DSS) - 1993-94 $77,119
Intergovernmental (DSS) - 1994-95 $259,953
Intergovernmental (DSS) -1995-9G $347,780
Intergovernmental (D5S) - 1996-97 $393,327
Intergovernmental (DSS) -1997-98 $201,079
Intergovernmental (DSS) - 1995-99 $102,006
Intergovernmental (DSS) - 1998-99 $7,498
Intergovernmental (DSS) - 1999-OD $91,960
Intergovernmental (DSS) -1999-OD $30,370
Intergovernmental (Health) - 1993-94 $43,777
Intergovernmental (Health) - 1994-95 $56,711
Intergovernmental (Health) - 1995-9G $51,219
Intergovernmental (Health) - 1996-97 $77,787
Intergovernmental (Health) - 1997-98 $48,532
Intergovernmental (Health) - 1998-99 $48,832
Intergovernmental (Health) - 1999-00 $158,791
Intergovernmental (Library) - 1993-94 $10,721
Intergovernmental (Library) - 1999-00 $12,226
Intergovernmental (Cooperative Extension) - 1994-95 $6,000
Intergovernmental (Cooperative Extension) - 1995-9G $17,880
Intergovernmental (Cooperative Extension) - 1996-97 $17,522
Intergovernmental (Cooperative Extension) - 1997-98 ~f~325
Zotul Revenue $2,117,415
Section 4. The following prior years' grant funds have lapsed:
Intergovernmental (DSS) -1993-94 $77,119
Intergovernmental (DS5) -1994-95 $259,953
Intergovernmental (DSS) -1995-9G $347,780
Intergovernmental (DS5) - 1996-97 $393,327
Intergovernmental (DSS) - 1997-98 $201,079
Intergovernmental (Health) - 1993-94 $43,777
Intergovernmental (Health) - 1994-95 $5G 711
Intergovernmental (Library) -1993-94 $10,721
Intergovernmental (Cooperative Extension) - 1994-95 $6,000
Intergovernmental (Cooperative Extension) - 1995-9G $17,880
Intergovernmental (Cooperative Extension) - 1996-97 $17,522
Intergovernmental (Cooperative Extension) - 1996-97 $56,325
Totat s1,4ss,i94
Section 5. The following amounts remain appropriated for this projects
Human Services - DSS X231,834
Human Servicrs - Library $14,226
Human Services -Health gf 161
Total Appropriation $631,22.1
Section 6.
The Finance Officer is hereby directed to maintain within the grant project Eund sufficient specific
detailed accounting retards 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 agenry in an orderly and timely manner.
Section S. Copies of this grant project ordinance shall be made'available to the Finance Officer for direction
in carrying out this project.
Section 9. Fositions authorized through this grant project include:
3.0 full time equivalent positions in the Department of Sotial Services Day Care Subsidy program as
authorized by the Orange County Board of County Commissioners on January 18, 1994.
.85 full time equivalent positions in the Health Department as authorized by the Orange County
Board of County Commssioners on December 5, 1994.
1.0 full time equivalent positions in the Health Department Community Awareness Project as
authorized by the Orange County Board of County Commissioners on September 7, 1999.
Funding for these positions is contingent upon the General Assembly's allocation of Smart Start
funds.
Section 10. This project period begins January 18, 1994, and is valid thxough June 30, 2000. Subsequent
funding of this grant project is contingent upon the availability of funds sufficient to cover
expenditures.
Section.ll. This ordinance supersedes all previous Smart Start Program Grant Project Ordinances.
Adopted this third day of May 2000.
h mex,i- 3
~.swr~ North Carolina
Depardment of Health and Human Services
Division of Public Health
133Q Sc. Muy's Street • 191b Mail Bernice. Center • Raleigh, North Caruliaa 17699-1916 • Courier 56-13-01
. '~~~" H. Darrid Bruton, MD., Secrtsary • tlna F. Wolfe, M.D., M.P.H., Director
MEMORANDUM
TO: Local Health Directors
R41
FROM: Ami F. Wolfe, MD, MPH
DATE: January 12, 2000
RE: Medicaid Cost Settlement 1997-98
1 am pleased that we are now able w electronically transmit m you this week Medicaid cost settlement fiords
for fiscal year 1997-98. The attached shows the reimbursement detail for you; health department.
These Medicaid reimbursement fiords are required to be budgeted and to further the objectives of
the program that generated the receipts. Consistent with this requirement, these Medicaid receipts maybe
held in reserve for future needs or expended for a variety of public ht~lth needs and activities, including but
not limited to:
expanding the provision of preventive and primary care services W uninsured and under-insured
populations;
expanding the provision of support services such as interpreter services, care coordination, hoixle
visiting and transportation;
operating. expenses, including medical and laboratory supplies, in pragcuns that generate Medicaid
revenue;
public information, outreach, and other population based services;
capital improvement such as building constcwcti~,renovation andrepair - if the capital acpenditurc
would befit public health programs other than programs that gerietated the Medicaid receipts, a
simple cost al)4acation plan would need to be developed to assure that the Medicaid receipts are used
in tbue program that generated tha receipts -for example, if $0% of a new health department building
would house the child health program, Medicaid receipts from the child health program could be used
to cover 80Ye of the cost of the new bw7~diug;
autornatian of clinical, fiscal and eve operations, if there is a simple cost allocation plan for
allocating costs appropriately m the programs that generated the Medicaid receipts;
Any oilier reasonable public health cxpendituies, if there is a simple cost allocation plan for allocating
costs appropriately to the programs that generated the Medicaid recdpts.
Yf you have any questions, please feel free w call Steven Gamer at 919-715.5265 or Dennis Harrington at
919-733-4981.
cc: County Finance Officer
EreryfVhere. EveryDay, EveryBody .....r...
~~~~~
Health Department Medicaid Maximization
Capital Projeet Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section
13.2 of Chapter 1S9 of the General Statutes of North Carolina, the following capital project is
hereby adopted.
Section 1. The project authorized provides funds for the Health Department to purchase non-
recurring capital items and make minor renovations to clinic space. Medicaid
maximization funds received by the Health Department finance this project.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Through FY
199$-99
FY 1999-00 Through FY'
.1999-00
Sales Tax $0 $0 $0
Bond Funds $0 $0 $0
Private Placement $0 $0 $0
Grant Funds $D $0 $0
Other $235,481 $89,342 $324,823
Total Fundin $235,481 $89,342 $324,$23
Section 4. The following amount is appropriated for this project:
Through FY
'199$-99
FY 1999-00 Through FY
1999-00
Land/Buildin $0 $0 $0
Desi n $o $0 $0
Construction $0 $0 $0
Other $235,481 $89,342 $324,823
Total Costs $235,481 $89,342 $324,823
Section 5. This ordinance supersedes all .previous Health Department Medicaid Maximization
Capital Project Ordinances for Orange County.
Section 6. This ordinance, originally adopted February 16, 1999, shall be in effect until June 30,
2001.
Adopted this third day of May 2000.
~}-Ruch mer,+ 5
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North Carolina Department of Health and Human Services
Office of the Controller
James $. Hunt, Jr., Governor
H. David Bruton, M.D., Secretary
MAILING ADDRESS:
2019 Mail Service Center
Raleigh, NC 27699.2019
March 2, 2000
Mr. Hugh Cole, Business Officer
orange County Department of Social Services
P.O. Box 8181, 300 W. Tyron Street
Hillsborough, North Carolina 27278
Gary Fuquay, Interim Controller
(919)733-0169
LOCA710N:
616 Oberlin Road
Raleigh, NC
Courier # 56-20-01
We have reviewed your letter of February 3, 2000 requesting approval to direct charge computer
equipment to your Work First Block Grant. Based upon your assurance that the equipment will be used
exclusively for CPS intake and investigations and as long as the cases meet the old Fr.4 criteria, your
request is approved for reimbursement from TANF 100% Federal funds. Purchase of the ink cartridges
may not be direct charged, but should be allocated or cost pooled.
It is the county's responsibility to ensure. that the equipment is used solely for the purpose and funding
source far which they are approved throughout the useful life and for the monitoring and documentation
of such for audit purposes. Ii; before the end of its useful life, the equipment ceases to be utilized for the
purpose for which they were originally purchased, apro-rata reimbursement must be made to the federal
funding agency,
To claim reimbursement on the DSS=1571, you will need to use the Part lI, Code 238, Fund 1 with the
description "TANF Services 100% Federal" Please contact your Business Liaison or County
Administration if you have questions regarding reporting procedures.
Sincerely,
~~
Gary uquay
Interim Con Iler
GF:KF/tp
Kevin FitzGerald, Director
Division of Social Services
c: Jim Knight Tina Pickett Karen Anderson Pat Adcock
An Equal Opportunity /Affirmative Action Employer
~'tQGI~ m e n-F (p
Orange County Attachment A ~
Department of Social Services ~
Computer and Accessory Cost Proposal
Number Individual Total
Computer of Computer Computer
Type Computers Cost Cost
PC Desktops 14 $1,618.00 $22,652.00
Laptops 14 $2,602.00 $36,428.00
Portable Printers 14 $100.00 $1,400.00
Printer Cables 14 $12.00 $168.00
Black Ink Cartridges 0 $28.00 $0.00
Color Ink Cartridges 0 $37.00 $0.00
MS Off 97 Pro for Lap 14 $ 274.00 $ 3,836.00
Line Itm 10fi017420 amount $64,484.00
~chmen.~1
Information Technology
Capital Project Ordinance
Project Number 61-491
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 implement the phases of the County's
Information Technology Plan. The project will be financed with proceeds from the
County's portion of the one-half cent sales taxes, State grant funds for the
Department of Social Services, and intergovernmental revenue from the Town of
Chapel Hill's participation in the aerial photography component of the plan.
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
1998-99
FY 1999-00 Through FY
1999-00
Sales Tax $2,615,947 $854,000 $3,469,947
Bond Funds $0 $0 $0
Private Placement $0 $0 $0
Grant Funds $0 $64,500 $64,500
Other $50,000 $116,000 $166,000
TotalFundin $2,665,947 $1,034,500 $3,700,447
Section 4. The following amount is appropriated for this project:
Through FY
1998-99
FY 1999-00 Through FY
1999-00
Land/Buildin 50 $0 $0
Desi $0 $0 $0
Construction $0 $0 $0
Other $2,665,947 $984,500 $3,650,447
Reserve for Citizen
and Hoard Access
$0
$50,000
$50,000
Totsl Costs $2,665,947 51,034,SD0 53;700,447
Section S. No funds allocated for public access initiatives will be expended from this project
without recommendations from the Information Technology Committee and approval
from the Board of County Commissioners.
Section 6. This ordinance supersedes all previous Information Technology Capital Project
Ordinances for Orange County.
Section 7. This ordinance, originally adopted December 1, 1997, shall be in effect until June 30,
2000.
Adopted this third day of May 2000.
~-~tn-chm~r,+ g
Cedar Grove VFD, Inc.
720 Hawkins Rd.
Cedar Grove, NC 27231
919-732-9585
Ms.-Donna Dean
Budget Director
grange County
PO Box 8181
Hillsborough, NC 27278
Dear Ms. Dean,
AS Chief of Cedar Grave V,f=.D., Inc., I am requesting the sum of $25,000.00 from our
Fund balance to be released to our department as soon as possible. This money will tie
used as down payment for a new pumper, that we have signed an agreement with Slagle Fire
Equipment, to purchase June of this year.
This truck is needed to replace a pumper that is 21 years old. And of which is starting to
have troubles. With this, it is becoming difficult to find replacement parts that are becoming
obsolete.
The Board of Directors agreed that it was time to move ahead on the replacement of this
pumper, for the safety of our firemen and the citizens of Cedar Grove fire district
We are locked in at a rate df 5°r6 for the loan, and will be financing $111,000.00 through
FHA. We will b~ spending roughly $,15,000.00 of money from our savings to equip this truck. We
plan for this truck to be in service by mid to late summer. This will ensure our dept time to have
the truck equipped and personnel trained, to provide seraice to our fire district.
Please notify me as $oon as possible, when the money can be expected. Thank you for
your time and consideration on this matter.
Sincen~r,
W~-~ ~.
wlliam D. Cole; Sr.
Chief, Cedar Grove VFD
~~
Jeffrey .Borland
President, Board of Directors