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Home My WebLink About030 10C C t AA-AX> VA, -trr¢.a,a gG O(tollu JEFFERSON COUNTY t# STATE OF WASHINGTON W SLA - ORDER: 2010 BUDGET } APPROPRIATIONSIEXTENSIONS FOR } RESOLUTION NO. 30 —10 VARIOUS COUNTY DEPARTMENTS } WHEREAS, the Jefferson County Board of Commissioners did on the 2e day of July, 2010 declare that an emergency existed for the listed expenses which are funded by additional sources which were not anticipated at the time of preparing said budgets; and such sources include unanticipated received from fees, or grants from the State and Federal government, or proceeds from the sale of bonds, or budgeted but unexpended monies from the prior budget year and, WHEREAS, the Jefferson County Board of Commissioners did on the 2e day of July, 2010, set a hearing on said emergency for the a day of August 2010, at the hour of 10:00 a.m. in the County Commissioners' Chamber, Courthouse, Port Townsend, Washington; and, WHEREAS, Jefferson County has published notice of this hearing as provided in RCW 36.40.140 on July 28 and August 4, 2010 in the official newspaper of Jefferson County; and, WHEREAS, this being the time and place set forth for said hearing and no objection or objection interposed. . NOW, THEREFORE, IT IS HEREBY ORDERED, by the Board of County Commissioners, that due to there being sufficient monies available in the other listed funds, that the County Auditor is hereby directed to extend the budget of the following funds by the amounts listed and per the attached requests: FUND# FUND NAME REVENUE EXPENSE CURRENTEXPENSE 0011121 -000 Auditors Otiice/Elections $ 34,557 $ 34,557 001- 240-000 Superior Court $ 1,290 $ 93,695 rota/ Current Expense $ 35,647 $ 128,252 SPECIAL REVENUE ICAPITALIENTERPRISERNTERNAL SERVICE FUNDS 135 - 000-010 JC Drug Fund' - 10,000 108 - 000-010 WSU Extension* 34,020 34,020 151 -DDO -010 REET Technology 100,000 200,000 136-000 -010 Sheriffs Drug Investigation Fund 9,000 9,000 123 - 000-010 Grant Management - 35,000 177 4X00 -010 PW Special Projects 69,732 47,479 `There Is enough unencumbered cash In this fiord to Cover the additional expenditure. a' SEAL. t��FNgnr LQ Loma L. Delaney, Clerk of the Board 9th day of August, 2010. TO: BOARD OF COUNTY COMMISSIONERS Date: July 6, 2010 RE: Request for Emergency Budget Appropriation/Extension and Amendment SUPERIOR COURT 001- 240 -000 Departntent/Fund Name Fund Number Commissioners: (mark all that apply with an W) Please be advised that after a thorough examination of my curets budget it appears that the amount allocated is insufficient to pay necessary expenses of this department for this year. After a careful examination of all the expenditures within the department budget with respect to present and future needs, I find that my budget is short Therefore, for this current year for the reason(s) outlined below, I request an emergency appropriation and budget extension In the amount of 51 oe o82 Q For funds other than Current Expense (General Fund)- - is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? R Yes X No Please be advised that a revenue source (i.e. grant, new fee) has been received by this department which was not included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget extension to include this new revenue in the budget this year as outlined below in the amount of. $1,290 BUDGET CURRENT REVISION AMENDED $0 $1,290 $1 0 $3.000 $6.oco $8,00 $16,0 $60,401 $0 $1891 $1290 $0 $0 $1,290 $1,290 BUDGET CURRENT IREVISION AMENDED $340DI $12.000 $15 000 $3.000 $6.oco $8,00 $16,0 $60,401 $75,401 $1891 $1290 $3181 $3,000 $4,500 $7,500 $21,008 $10,504 $31512 3,695 SUPERIOR COURT 2ND QUARTER APPROPRIATION JUSTIFICATION 2009 THERE WERE 330 BAILIFF HOURS EXPENDED. 2010 YTD THERE HAVE BEEN 476.5 HOURS EXPENDED. AN INCREASE IN THAT LINE ITEM IS REQUIRED TO PROVID BAILIFF SERVES FOR THE REMAINDER OF 2010. THE ORIGINAL $3000 BUDGET WAS FROM THE TRIAL COURT IMPROVEMENT FUND AND IF THAT ACCOUNT ALLOWS I WOULD SUGGEST THE ENTIRIE $12000 REQUESTED OR AT LEAST A PORTION OF IT BE FURNISHED FROM THAT LINE ITEM. THE SUPERIOR COURT IS REQUIRED TO MONITOR ALL GUARDIANSHIPS FILED IN THE SUPERIOR COURT AND UNFORTUNATELY THIS IS AN UNFUNDED MANDATE. THE SUPERIOR COURT JUDGE HAS AUTHORIZED THE CLERK HIRE TO WORK ON A PROJECTING BRINGING ALL GUARDIANSHIPS UP TO THEIR CURRENT REPORTING REQUIREMENTS BASED ON A SCHEDULE OF TUESDAY AND THURSDAY 8:30 A.M. - 3:00 P.M. DAILY. ADDITIONAL FUNDS ARE REQUIRED TO COMPLETE THIS PROJECT. THE PSYCH EVALUATION LINE ITEM WAS QUICKLY DEPLETED AS WAS THE BAILIFF AND JURY FEES DUE TO THE STATE VS. MICHAEL PIERCE JURY TRIAL. THE REQUESTED AMOUNT WILL BRING THE LINE ITEM OUT OF THE RED AND PROVIDE 1/2 OF THE ORIGINAL ALLOTED AMOUNT FOR THE REMAINDER OF 2010. JURY FEES ARE IN THE RED DUE TO THE STATE VS. PIERCE JURY TRIAL AND FUNDS NEED TO BE REPLENISHED TO PROVIDE FOR ADDITIONAL TRIALS SET FOR THE REMAINDER OF 2010. WE WERE FORTUNATE TO GET AN UNEXPECTED CONTRACT WITH AOC FOR GUARDIAN AD LITEM FEES AND THE REVENUE LISTED REPRESENTS THE COMPENSATION FROM THAT CONTRACT WHICH SIMPLY NEEDS TO BE REALLOCATED BACK TO THE SUPERIOR COURT BUDGET LINE ITEM FOR FUTURE USE. TO: BOARD OF COUNTY COMMISSIONERS Date: June 28, 2010333 RE: Request For Emergency Budget Appropriation/Extension and Amendment Jefferson County Auditor's OfficatElectIons 001 - 021 400 Department/Fund Name Fund Number Commissioners: (check all that apply) 0 Please be advised that after a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses of this department for this year. After a careful examination of all the expenditures within the department budget with respect to present and future needs, I find that my budget is short. Therefore, I request an emergency appropriation and budget extension in the amount $34,556.60 for this current year for the reason(s) outlined below. ❑ For funds other than Current Expense — Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes No 0 Please be advised that a revenue source (Le. grant, new fee) has been received by this department which was not included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget extension in the amount of $34,556.60 to include this new revenue in the budget this year as outlined below. BARS # Revenue Description Current Revision New Budget 51170.49.0200 ES&S LICENSE AGREEMENT Bnd et $13,941.07 $21,383.07 33390.40.0010 HAVA GRANT 50.00 $34,556.60 $34,556.60 $0.00 $0.00 $0.00 1tE7ENI1E> $0.00 $34,556.60 $34,556.60 BARS # Expenditure Description current Revision Now Budget 51170.49.0200 ES&S LICENSE AGREEMENT $7,442.00 $13,941.07 $21,383.07 51180.49.0100 EIMS MONPFB.Y LEASE $0.00 $20,615.53 $20,615.53 $0.00 $0.00 $0.00 IiflTAI P> NDII 17AE- $7,442.00 $34,556.60 $41,998.60 Office of the Secretary of State (OSOS) and the Help America Vote Act (HAVA) Board for Washington State approved to a portion of our 2010 voter registration and voting system maintenance fees. This was designed to ease the financial uses due to the implementation on HAVA. Originally, it was set up that OSOS would directly pay our vendors. After dilatation by the Office of Financial Management and the OSOS, it was determined that these costs would be covered by a L Therefore, we would pay our vendors and the grant would pay the difference between the bill and the bill before we femented HAVA. Prior to HAVA, we paid EMS $5,26225 for our Hardware/Software Maintenance. Therefore, this grant pay the 2010 costs less the $5,262.25 for a total of $34,556.60 for both our voter registration system ($20,615.53) and rg system ($13,941.07). POL' JUN 28 2010 ;fJ d le i . OSOS No. G•284111 APR 14 2610 FISCAL STATE OF WAWNGTON OFRCE OF M, SECRETARY 0 STATE A9&6*JVT NO. To GRANT AGREEMENT NO. G -W41 Grant Agreement NO. G-2841 by ar between the State of Washingiton, Office of the Secretary of State, Fans Division (ite,rei er "O, $') and the Jeffersofr County Auditees Office (hereinafter `County -) is amended as follows: 3tateMent.of Work Funds are awarded to the County, as recommended and documented by the HAVA Grant Advisory Board and approved by OSOS, for costa associated with one year of voter registrattdn maintenance fee increases. P_ertcd of Pedomaece Subject to its other provisions, the period of performance of Amendment 11 to this Grant Agreement shall commence on January 1, 2010, regardless of the date of execution of this Amendman'L and be completed by December 31, 2010. In consideration of the work conducted described In the Statement of Work, OSOS agrees to provide funding not to exceed $20,615.53. Reimbursement of,County Expenses: • The County shall submit invoices with the supporting documentation, under Amendment 11 to this Grant Agreement, to the OSOS Billing Contact for reimbursement not more than once a month. • The County shall provide proof of payroll charges to the OSOS Project Manager for staff Labor costs associated with Amendment 11 under this Grant Agreement. • To receive reimbursement, the County must provide a detailed breakdown of authorized expenses (including original lodging receipt, if applicable), identifying what was expended and when. • Invoices shall be submitted for expenses on the following annual schedule: For Expenses Submit By From July 1 through September 30 October 31. From October 1 through June 30 July 30 AU Claims shall be submitted to the OSOS Financial and Support Services Billing Contact Bea Huynh -Tien, P.O. Box 40224, Olympia, WA 98504 -0224, (360) 586 -2062. Payment for approved and completed activity will be made by warrant or account transfer by OSOS within 30 calendar days of receipt of the claim. The Grant Agreement number shall be referenced on the claim. Page 1 of 2 t�natttawt�maturnvaca�uy s;- �atv2eatn OaOS' No. G-2841 1.1 All offW germs and conditions of the original Grant Agreem"t remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment JE!N COUNTY AUDITOR'S OFFICE Ds� R my Auditor OFFICE OF THE SECFU�T'ARY OF ST'ATT Page 2 of 2 VA POUWAVA GmditFM"VA W*APMM aG19f $M&24WOMM 26419 FORM STAW' VASHMTON A19-1A INV_ sE VOUCHER (R«.,aeH1 Post Oiftce Sn 40M Olympia, wastftton 985040228 JEFFERSON COUNTY PO BOX 563 PORT TOWNSEND, WA 98368 RFD type: oter Registration System or ❑ Voting System 2010 Invoiced amount wsTMXTK STOVENDW2OR .aAMWP.amndm.ramaaimpW ramaWdW3.macnadseaam- SAarempi"Wdtl DkremAH V=W*CmW1W . 1Ahab/0W*amb!PMft0!P0*mVffW � Baro aM b»b Hela" Amefi aepmpadOlgea ramaaleb. nremLadeaa a"vkea Amdeffid nMa 6fAte of WeeNnplar,aal9+a!etBoOEa AantsteEmda a"Nm"reMme01um0L COW. nwwwmt Amftae 18Aasuea ON madm wnu, mco am4 aAar. ama�agn, nadam, rausrop. avnmaa as a�mava JEFFERSON COUNTY AUDITOR 1124110 CM14 (DATE) HAVA MAINTENANCE FEE REQUEST $ 20.615.53 " Attach invoice Less Pre HAVA Maintenance Fees: - $ " Attach invoice Net request $20.615.53 " transfer below as either reimbursement or upfront Do not combine voter. registration and voting system maintenance fees on one A -19. You must submit a separate A -19 for each maintenance fee request. Reimbursement Payment (Provide receipts) ❑ Up -front Payment " Per HAVA audit findings, up -front funds must be mailed to your vendor within three days of receipt of the funds from the OSOS. Amount $20,615.53 Amount DFM Assodat,. , 0 10 Chrysler, Suite A Irvine, CA 92618 pT�tA88ociat9s 949. 859 -8700 949459 -9512 FaX# BM To Jefferson County Audits Donna M. Eldddgs PA. Box 563 Port Towosmd, WA 98368 Ship To Invoice Date Invoice # 1/1/2010 33077 P.O. Number Terms Ship S.O. No. Cunt. 219!03 Net 30 Quantity Item Code Deunriptton U!M Price Each Amount 6 6 WA-Jdbsm WA- Jeffe*•yr.5 BiMS Annual Lem - Yr. 4 pricing EMS Annual Lease - Yr. 5 pricing 2,531.25. 1,638.42 9,187 -Wr 9,830.52T For the months of January - December 2010 Saks Tax Jefferson County -Pmt Townsend Combined 8.400/9 1,597.51 6lCi PA �kt�TI°tORMAMN ture 6r4o (LAddress O r ra $ ri di 6O 5 � � MA #Fj0 WCrranttWO Total M,615.53 r- p y IT, h7, r.11 .:: „�„ - -- AGENCY USEONLY FORM sAMOFWASHINOTCN AGENCYNO. LOCATION CODE I P.R. ORAUT41 N(k , At &1A INVOICE VOUCHER (Ra. weal - -E AGENCY. . SWB" of State ElecdM DtVWM MaTRL CTWNa TO VENDOR OR CIARtANT: Sdm&tNa tam bddm pepm PCt Odke B=40YGS fammaWa, mamha,uea aamiwa. 81w'amryiete eamu tcrmN pvn, Olympla, Wa&VVtw 98504-OM VmGa'a Cen8lrate. Ihvatrywutyimcorpamrt71dperliaNOret ma same aaJ tdeiecefatl ha¢in maPOpachmeeata mafmtele, mmdomuaea -. ,'-. '�+EhIDOR'4R.C[IMANr erl(tid TaMa"e:`� "81Ne10 '�- .. -.. eavlma faNeMdrotne 6■b of Wasl"gton, eiNiheta0 pmcafadalwd slue JEFFERSON COUNTY a� PO BOX 563 PORT TOWNSEND, WA 98368 BY (aloN IN MPQ JEFFERSON COUNTY AUDITOR 6)28/10 MTL,7 ' (DATE) FEDERAL I.D. NO. OR SOCIAL SECURITY NO. (Fa Romft Penaml Sarcbm Cw*ad Papnmbto RE) RECEIVED BY DATE RECEIVED HAVA MAINTENANCE. FEE REQUEST Reimbursement type: ❑ Voter Registration System or i Voting System 2010 Invoiced amount: $19.203.32 "^' Attach Invoice Less Pre HAVA Maintenance Fees: - $ 5.262.25 " Attach invoice Net request $13.941.07 " transfer below as either reimbursement or upfront " ** Do not combine voter registration and voting system maintenance fees on one A -19. You must submit a separate A -19 for each maintenance fee request ® Reimbursement Payment (Provide receipts) Amount: 13.941.07 ❑ Up -front Payment ** Per HAVA audit findings, Amount: up -front funds must be mailed to your vendor within three days of receipt of the funds from the OSOS. PREPARED BY TELEPHONE NUMBER DATE AGENCY APPROVAL DATE DOC DATE PMT. DUE DATE CURRENT DOG. NO. REF. DOC. NO. VENDOR NO. VENDOR MESSAGE USE UBI N UMBER TAX - ■anrettamalt - vvoRR elnva eauNttr ctfTrtow■I _ _ - TRM6 CODs O ■ Fi19D -: APPa MCFJI PRODRA■ RIaE1t ate � ate', �"� °( ORO pIDOt ALLW BUD= IG'cT ■08 Ct aCB:: fK�' � A■cUNI aiWICRN0. ACCOUNTING APPROVAL FOR PAYMENT DATE WARRANTTOTAL WARPANTWdWM ELECTION SW=& Election Systems & Software, Inc. 6055 Paysphere Circle Chicago, IL 60674 10 AW -4 Ate 10= 51 (877) 377 -8683 BILL TO: JEFFERSON COUNTY, WASHINGTON Jefferson County Courthouse PO Box 563 INVOICE NO. I PAGE ®m INVOICE DATE 1 { sQOPar-.,: I4. ELE%Rf +x JETF9PSf ;";j) _CC'tl -i Y A 1502 �C wSHIP TO: ON COUNTY, WASHINGTON Jefferson County Courthouse PO Box 563 Port Townsend, WA 98368 -0563 Port Townsend, WA 98368 -0563 Coverage Date 04/01/10- 03/31/11 Election Ref: NA 1 GOLD-HDW MAINT /SUPPORT -650 3318.3400 EA 3,318.34 1 Firmware Usage Agrmt -650 376.5100 EA 376.51 1 Sftw Maint Agrmt -Unity EDM 2042:0500 EA 2,042.05 Election Data.manager 1 Sftwr Maint Agrmt -BOD 1276.2900 ST 1,276.29 Ballot on Demand 1 Sftwr Maint Agrmt -Unity BIM 1276.2900 EA 1,276.29 Ballot Image Manager 1 Sftwr Maint Agrmt- Unity. DAM 638.1400 EA 638.14 Data Acquisition Manager 1 Sftwr Maint Agrmt -Unity ERM 2042.0500 EA 2,042.05 Election Reporting Manager 1 Sftwr Maint Agrmt -Unity HPM 2552.5600 EA 2,552.56 Hardware Programming Manager IN%: v,. Sip'sf:' -A Vea4C�'+ A_o- -A ;t i��,.... .....�..�..,..,....«........... , INVOICE NO. ACCOUNT NO. AN10UNT PLEASE DETACH AND RETURN THIS STUB WITH YOUR PAYMENT. THANKYOUI WA 1,135.87 .00 .00 .00 FREIGHT DISCOUNT .00 SHIPPING & HANDLING 14,658.10 TOTAL •Y .1 ion sM ®ms a software PA. Box 3480 Omaha, NE 68103 -0480 [800] 247 -8683 wii 1 1 I' 1 •� � pl 062608E 110165 ORDER_ENTERED BY: 'M HRREMZA INQUIRIESs SHIPPED YIAa ESd'S DELIVERY Renewal period 8/01/2004 to 7/ 1 /E008 1 Hdwr Support Agrmt -IY-C 2200 1,876. Optpch IVC200 Central Count ea PLEASE NOTE: Renewal fee is due and payable no later than 30 days prior to the begi ning of the renewal period per your maintenance . agreement. 1. Sftwr License Agrmt -AERO Auto Election Return Program m* PLEASE NOTE: Renewal fee is.due and payable no later than 30 days prior to the begii ning of the renewal period per your ea ntenance agreement. 1 Sftwr License Agrat -ENS 1,585. Election Management Software HC PLEASE NOTES' . Renewal fee is due and payable no Later than 30 days prior to the begi ning of the renewal period per your ma ntenance agreement. 1. Sftwr License Agrmt -ETP IV-C .1,800. Election Tabulation Program a[it PLEASE NDT'Ei Renewal fee is due and payable no later than 30 days prior to the beginning of I :9 U it 1, 1, 585. 1,800. 1 I r 6055Election Systems & Software, Inc. Paysphere Circle Chicago, IL 60674 ELECTION (877) 377 -8683 &> BILL To: SHIP TO: JEFFERSON COUNTY, WASHINGTON Jefferson County Courthouse PO Box 563 Port INVOICE NO. PAGE INVOICE DATE JEFFERSON COUNTY, WASHINGTON Jefferson County Courthouse PO Box 563 68 -0563 Coverage Date 07/01/10 - 06/30/11 Election Ref: NA . 1 Firmware Usage Ag=t -650 295.0000 EA 295.00 1 GOLD -HDW MAINT /SUPPORT -650 2600.0000 EA 2,600.00 INVOICE�} -T LtUATTON Signpiwe j kt -Dae vendor# AMOM }IIPOlI Amottnt PLEASE DETACH AND RETURN THIS STUB WITH YOUR PAYMENT. THANKYOUI C� Cl� 1 PP.r' O w C 1 CA w � WA 243.18 .00 .00 FREIGHT DISCOUNT .00 SHIPPING & HANDLING .00 TOTAL 3,138.18 r EUCTION MM BILLTO: Election Systems & Software, Inc. 6055 Paysphere Circle Chicago, IL 60674 {0 JUM 28 All $; 04 (877) 377 -8683 N41 t J FFETiS4 :v OUl;ljy Y AMITOR JEFFERSON COUNTY, WASHINGTON Jefferson County Courthouse PO Box 563 Port. .JL PMON COUNTY, WASHINGTON Jefferson County Courthouse PO Box 563 Coverage Date 11/01/10 - 10/31/11 Election Ref: NA 2 GOLD -HDW MAINT /SUPPORT -AUTO 330.7500 EA 661.50 2 Firmware Useage Agrmt- AutoMark 35.2800 EA 70.56 INVOICE AYNMNTA[1THORIZATION Vendor # 4--/- /at a Addrew # IwMot PO # -7'f4 76 b Amolmt S AcOMI# do! oot./ pro}eeutza trl�lo 3� ! Q `f 9. e. c PLEASE DETACH AND RETURN THIS STUB WITH YOUR THANK;YOUI WA 61.49 .00 .00 FREIGHT DISCOUNT .00 SHIPPING & HANDLING .00 TOTAL 793.55 Jun. 28. 2010 ELECTION STEM &SSFMM Sul-6. 11:05AM Election Systems & Software Election Systems & Software, Inc. 6055 Paysphere Circle Chicago, IL 60674 (877) 377 -8683 4 0 Jt3g 213 lii 9' 4 i JEFFERSON COI7NTY, WASHINGTON Jefferson County Courthouse PO Box 563 Port Townsend, WA 98368 -0563 1. . 1 INVOICE NO. PAI ®M INVOICE DATE d$FFCShSv %I L( %'1`�' t AU'DITON IP iti: "'E�EERSON Comm, WASHINGTON Jefferson County Courthouse PO Box 563 Port Townsend, WA 98368 -0563 coverage Date 11/01/10 - 10/31/11 Election Ref: NA 1 Sftwr Naint Agffit -AIMS 565.9500 EA 565.95 1` ,4 v446r ?47643 110165 613.49 PLEASE DETACH AND RETURN THIS STUB Wn YOUR PAYMENT. T'HANKYOU! f7 WA 47.54 .00 .00 .00 FBmt r DISCOUNT .00 SHIPPING & HANDLING 613.49 TOTAL TO: BOARD OF COUNTY COMMISSIONERS Date: July 1, 2010 RE: Request For Emergency Budget Appropriation/Extension and Amendment Prosecuting Attorney/DRUG FUND 135-000 -010 Department/Fund Name Fund Number Commissioners: (check all that apply) 0 Please be advised that after a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses of this department for this year After a earefol examination of all the expenditures within the department budget with respect to present and future needs, I fain that my budget is short. Therefore, I request an emergency appropriation and budget extension in the amount $10,000.00 for this current year for the reason(s) outlined below. 0 For funds other dmn Cm7ent EVeme — Is there enough Fund Balance (tmencunbered cash) to cover this additional expenditure? Yes ./ No ❑ Please be advised that a revenue source (I e. grant, new fee) has been received by this department which was not included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget extension in the amount of to include this new revenue in the budget this year as outlined below. BARS # Revenue Description Current Revision New Budget Budget $0.00 $0.00 $0.00 $0.00 Tt![ 7111*1 1 $0.00 $0.001 $0.00 BARS # Expenditure Description Bud Mt Revision New Budget 51510.41.0000 Professional Services $10,000.00 $10,000.00 $20,000.00 $0.00 $0.00 $0.00 $0.00 TO1Aili) ' $10,000.00 $10,000.00 $20,000.00 Reason for Anaronriation/Extension The budget allocated for Professional Services in 2010 has been expended. The Prosecuting Attorney is anticipating additional expenseslservices that would qualify for payment from this fund There is sufficient fund balance available in the fiord to saris$' this request. JUN 23 2010 Yelle Dahell, Prosecuting Attorney TO: BOARD OF COUNTY COMMISSIONERS Date: June 3, 2010 RE: Request for Emergency Budget Appropriation/Extension and Amendment WSU JEFFERSON COUNTY EXTENSION 108000010 Department/Fund Name Fund Number Commissioners: (mark all that apply with an "X) B x Please be advised that after a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses of this department for this year. After a careful examination of all the expenditures within the department budget with respect to present and future needs, I find that my budget is short. Therefore, for this current year for the reason's outlined below, I request an emergency appropriation and budget extension in the amount of: 53a ozo B For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Byes No 0 Please be advised that a revenue source (Le. grant, new fee) has been received by this department which was not included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and bud et extension to include this new revenue in the budget this year as outlined below in the amount of: S34 020 se funds are part of the original 2 -year grant that covers the period July, 2009 to June, 2011; however, the ,erables timeframe has been moved up to June 30, 2010 for certain eelgrass, marine stewardship, and Mystery projects. Redly ubm� itted, n Elected 0 ial/Department Head Signature BUDGET BARS Revenue # Description CURRENT REVISION JAMENDED 108000010.33314.19.0305 MRC PROJECT GRANT $100 000 $34,020 $134,020 53190.41.0030 PROJECT CONTRACT SERVICES $6,515 $985 $0 53190.41.0031 PROJECT CONTRACT CONSULTANTS $48,750 $29,651 $0 53190.43.0010 TRAVEL $2,500 $200 $0 W �101 rc. _�,.eb _ �. -= t 7MM"VIREMM, $100,000 $34,020 $134,020 se funds are part of the original 2 -year grant that covers the period July, 2009 to June, 2011; however, the ,erables timeframe has been moved up to June 30, 2010 for certain eelgrass, marine stewardship, and Mystery projects. Redly ubm� itted, n Elected 0 ial/Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION JAMENDED 53190.31.0020 OPERATING SUPPLIES $2,1396 $2,434 $5,330 53190.41.0030 PROJECT CONTRACT SERVICES $6,515 $985 $7,500 53190.41.0031 PROJECT CONTRACT CONSULTANTS $48,750 $29,651 $78,401 53190.43.0010 TRAVEL $2,500 $200 $2,700 53190.49.0010 COPYINGIPRINTING $2,250 $750 $3,000 WN: _ +_ : -; sr 1_ _y„ '? =O `_.. 17 $62,911 $34,020 $96,931 se funds are part of the original 2 -year grant that covers the period July, 2009 to June, 2011; however, the ,erables timeframe has been moved up to June 30, 2010 for certain eelgrass, marine stewardship, and Mystery projects. Redly ubm� itted, n Elected 0 ial/Department Head Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Appropriation/Extension and Amendment Department/Fund Name REEL TECHNOLOGY Commissioners: (mark all that apply with an 'X) Date: June 28, 2010 Fund Numbs 151 000 010 Please be advised that after a thorough examination of my curent budget it appears that the amount allocated is insufficient to pay necessary expenses of this department for this year. After a careful examination of all the expenditures within the department budget with respect to present and future needs, I find that my budget is short. Therefore, for this current year for the reason(s) outlined below, I request an emergency appropriation and budget extension in the amount of. For funds other than Current Expense (General Fund) - - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes x No Please be advised that a revenue source (i.e. grant, new fee) has been received by this department which was not included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget extension to include this new revenue in the budget this year as outlined below in the amount of. $100,000 ror 1.111 Respectfvliy�m edJudi Mom Elected Official/Department Head Signature BUDGET BUDGET BARS Revenue # I Description CURRENT REVISION AMENDED 336.0077 Intergovernment revenue REET Technology $15,000 $100,000 $115 000 $0 $0 $0 $0 $110,000 $200,000 $0 $15,000 $10,000 $0 115,000 ror 1.111 Respectfvliy�m edJudi Mom Elected Official/Department Head Signature BUDGET CURRENT REVISION AMENDED $110,000 $200,000 $310,000 $0 $0 $0 $110,000 $200,000 $310,0 00 TO: BOARD OF COUNTY COMMISSIONERS Date: July 2, 2010 RE: Request For Emergency Budget Appropriation/Extension and Amendment Jefferson County Sheriff Department/Fund Name 136000010 Fund Number Commissioners: (check all that apply) ❑ Please be advised that after a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses of this department for this year. After a careful examination of an the expenditures within the department budget with respect to present and future needs, I find that my budget is short Therefore, I request an emergency appropriation and budget extension in the amount for this current year for the reason(s) outlined below. ❑ For jundv other than Current Expense — Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes No 0 Please be advised that a revenue source (Le. grant, new fee) has been received by this department which was not included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget extension in the amount of $9,000.00 to include this new revenue in the budget this year as outlined below. BARS # Revenue Description Current Budget Revision New Budget 369.30.00.0000 Confiscated and Forfeited Property $0.00 $9,000.00 $9,000.00 $0.00 $0.00 $0.00 ;s w `. IREVEI�L $0.00 $9,000.00 $9,000.00 $0.00 .. s =,; -1 OTA1 E!ENDLTC7ECl $20,000.00 $9,000.00 BARS #Expenditure Description rrent Cu Bu et Revision New Budget 52121.35.0010 EQUIPMENT GENERAL $20,000.00 $9,000.00 $29,000.00 $0.00 $0.00 $0.00 $0.00 .. s =,; -1 OTA1 E!ENDLTC7ECl $20,000.00 $9,000.00 $29,000.00 e Sheriffs drug investigation fiord allows us to pay for expenditures for more effective drug investigations that can not be ommodated within the General Fund. In June 2010, we received $9,000 as a settlement in a drug forfeiture action, allowing to increase the funds available. JUL 06 2010 RespectfUlly submitted, Ton s. He n heriff TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget AppropriationtExtenslon and Amendment Grant Management DeparfinentiFund Name Commissioners: (mark all that apply with an X) Date: July 6, 2010 123 -000 -010 Fund Number Q Please be advised that after a thorough examination of my curent budget it appears that the amount allocated is Insufficient to pay necessary expenses of this department for this year. After a careful examination of all the expenditures within the department budget with respect to present and future needs, I find that my budget Is short. Therefore, for this current year for the reason(s) outlined below, I request an emergency appropriation and budget extension in the amount of. 0 Q For funds other than Current Expense (General Fund) -- Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? BYes No Q Please be advised that a revenue source Q.e. grant, now fee) has been received by this department which was not included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget extension to include this new revenue in the budget this year as outlined below in the amount of. Reason for Appropriation/Extension The Resource Conservation Manager Project was not budgeted for 2010. The funding for this project comes from a Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County, the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District. The Operating Transfer to the Special Projects fund is for cash flow purposes as the grants are on a reimbursable basis. This Is the first year of a 3 year project Respectfully ti , Elected OfficialiD partment Head Signature BUDGET BARS Revenue # Description CURRENT IREVISION AMENDED 59700.00.0177 Operating Transfer In to Special Projects $0 $35,000 $35,000 W�-$01 $35,000 $35,000 $0 $0 $0 Reason for Appropriation/Extension The Resource Conservation Manager Project was not budgeted for 2010. The funding for this project comes from a Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County, the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District. The Operating Transfer to the Special Projects fund is for cash flow purposes as the grants are on a reimbursable basis. This Is the first year of a 3 year project Respectfully ti , Elected OfficialiD partment Head Signature BUDGET BARS Expenditure # Description CURRENT IREVISION AMENDED 59700.00.0177 Operating Transfer In to Special Projects $0 $35,000 $35,000 W�-$01 $35,000 $35,000 Reason for Appropriation/Extension The Resource Conservation Manager Project was not budgeted for 2010. The funding for this project comes from a Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County, the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District. The Operating Transfer to the Special Projects fund is for cash flow purposes as the grants are on a reimbursable basis. This Is the first year of a 3 year project Respectfully ti , Elected OfficialiD partment Head Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Appropriation/Extension and Amendment PW Special Projects DepartmentlFund Name Commissioners: (mark all that apply with an "r Date: July 6, 2010 177 -000 -010 Fund Number Q Please be advised that after a thorough examination of my curent budget it appears that the amount allocated Is insufficient to pay necessary expenses of this department for this year. After a careful examination of all the expenditures witlUn the department budget with respect to present and future needs, I find that my budget is short. Therefore, for this current year for the reason(s) outlined below, I request an emergency appropriation and budget extension in the amount of. Q For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? BYes No 0 Please be advised that a revenue source Q.e. grant, new fee) has been received, by this department which was not included In the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget extension to Include this new revenue in the budget this year as outlined below in the amount of: $69,732 Reason for Appropriation/Extension The Resource Conservation Manager Project was not budgeted for 2010. The funding for this project comas from a Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County, the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District The Operating Transfer is for cash flow purposes as the grants are on a reimbursable basis. This is the first year of a 3 year project. Resp��AJy�i tnitC 1, Elected OMOWMepartment Head Signature BUDGET BARS Revenue # Description CURRENT REVISION JAMENDED 34931.10.0000 Jefferson County $0 $6,412 $6,412 33831.00.0040 City of Port Townsend $0 $5,433 $5,433 33831.00.0050 Fort Worden $0 $6,758 $6,758 33831.00.0060 Chimacum School District $0 $5,555 $5,565 33831.00.0070 Port Townsend School District $0 $6,574 $5,574 33928.11.0000 We St Dept of Commerce Grant ARRA $0 $5,000 $5,000 39700.00.0123 Operating Transfer In From Grant Management $0 $35,000 $35 000 r j _ ° ` 1? NII4) $0 $47.4791 $47,479 Reason for Appropriation/Extension The Resource Conservation Manager Project was not budgeted for 2010. The funding for this project comas from a Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County, the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District The Operating Transfer is for cash flow purposes as the grants are on a reimbursable basis. This is the first year of a 3 year project. Resp��AJy�i tnitC 1, Elected OMOWMepartment Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION JAMENDED 51820.10.0000 Salaries $0 $27,076 $27,076 51820.20.0000 Benefits $0 $13,535 $13,535 51820.31.0000 Supplies $0 $1,343 $1,343 51820.42.0000 Communications $0 $559 $559 51820.43.0000 Travel $0 $635 $635 51820.49.0000 Miscellaneous $0 $1,500 $1,500 51820.95.0000 Interfund Rentals/Leases $0 $2,831 $2,831 r j _ ° ` 1? NII4) $0 $47.4791 $47,479 Reason for Appropriation/Extension The Resource Conservation Manager Project was not budgeted for 2010. The funding for this project comas from a Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County, the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District The Operating Transfer is for cash flow purposes as the grants are on a reimbursable basis. This is the first year of a 3 year project. Resp��AJy�i tnitC 1, Elected OMOWMepartment Head Signature Regular Agenda 10:00 am. JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Deputy Clerk of the Board DATE: August 9, 2010 SUBJECT: HEARING re: Second Quarter 2010 Budget Appropriations/Extensions; Various County Departments STATEMENT OF ISSUE: Public Hearing to review the appropriation extension requests for the second quarter of 2010 due to corrections in revenues from grants, receipt of unanticipated revenues, and/or unanticipated expenditures. ANALYSIS: The following departments have requested budget appropriations /extensions (Notice of this hearing was properly published): FUND # FUND NAME REVENUE EXPENSE CURRENTEXPENSE 001 - 021 -000 Auditor'sOfficelEledbrls $ 34,557 $ 34,557 001 - 240 -000 Superior Court $ 1,290 $ 93,695 T0931CUrrentExpenSO $ 35,847 $ 128,252 SPECIAL REVENUEJCAPITAUENTERPRISEIINTERNAL SERVICE FUNDS 135.000 -010 JC Drug Fund' - 10,000 108 - 000 -010 WSU Extension' 34,020 34,020 151 - 000 -010 REST Technology 100,000 200,000 136 -000 -010 Sheriffs Drug Investigation Fund 9,000 9,000 123000 -010 Grant Management - 35,000 177-= -010 PW Special Projects 69,732 47479 • There Is enough unencumbered cash In this fund to coverthe addhional expend rue. Take public comment on the proposed 2010 budget appropriations and consider approving a resolution to adopt these budget changes. ,1D, 02AL vw�, Date BOCC, I was prepared to attend the appropriation hearing first thought to be scheduled for July 20h, then rescheduled to August 2"d but will be out of state for the new date of August 9"'. My clerk hire is unable to work on Monday and will be unable to stand in for me and as it is currently scheduled Judge Verser will be in the middle of a jury trial and also unable to be present. The below is the official Superior Court justification for the appropriation request in the amount of $93695. SUPERIOR COURT 2ND QUARTER APPROPRIATION JUSTIFICATION 2009 THERE WERE 330 BAILIFF HOURS EXPENDED. 2010 YTD THERE HAVE BEEN 476.5 HOURS EXPENDED. AN INCREASE IN THAT LINE ITEM IS REQUIRED TO PROVIDE BAILIFF SERVES FOR THE REMAINDER OF 2010. THE ORIGINAL $3000 BUDGET WAS FROM THE TRIAL COURT IMPROVEMENT FUND AND IF THAT ACCOUNT ALLOWS I WOULD SUGGEST THE ENTIRE $12000 REQUESTED OR AT LEAST A PORTION OF IT BE FURNISHED FROM THAT LINE ITEM. THE SUPERIOR COURT IS REQUIRED TO MONITOR ALL GUARDIANSHIPS FILED IN THE SUPERIOR COURT AND UNFORTUNATELY THIS IS AN UNFUNDED MANDATE. THE SUPERIOR COURT JUDGE HAS AUTHORIZED THE CLERK HIRE TO WORK ON A PROJECT BRINGING ALL GUARDIANSHIPS UP TO THEIR CURRENT REPORTING REQUIREMENTS BASED ON A SCHEDULE OF TUESDAY AND THURSDAY 8:30 A.M. - 3:00 P.M. DAILY. ADDITIONAL FUNDS ARE REQUIRED TO COMPLETE THIS PROJECT. THE PSYCH EVALUATION LINE ITEM WAS QUICKLY DEPLETED AS WAS THE BAILIFF AND JURY FEES DUE TO THE STATE VS. MICHAEL PIERCE JURY TRIAL. THE REQUESTED AMOUNT WILL BRING THE LINE ITEM OUT OF THE RED AND PROVIDE 112 OF THE ORIGINAL BUDGETED AMOUNT FOR THE REMAINDER OF 2010. JURY FEES ARE IN THE RED DUE TO THE STATE VS. PIERCE JURY TRIAL AND FUNDS NEED TO BE REPLENISHED TO PROVIDE FOR ADDITIONAL TRIALS SET FOR THE REMAINDER OF 2010. WE WERE FORTUNATE TO GET AN UNEXPECTED CONTRACT WITH THE ADMINISTRATIVE OFFICE OF THE COURTS FOR GUARDIAN AD LITEM FEES AND THE REVENUE LISTED REPRESENTS THE COMPENSATION FROM THAT CONTRACT WHICH SIMPLY NEEDS TO BE REALLOCATED BACK TO THE SUPERIOR COURT BUDGET LINE ITEM FOR FUTURE USE. YTD 2010 THE SUPERIOR COURT HAS EXPENDED: $71733.44 IN CONJUNCTION WITH THE STATE VS. MICHAEL PIERCE JURY TRIAL WHICH IS FURTHER BROKEN DOWN BELOW: $3879 Bailiff $55905.79 Expert $189.20 Jury Board $8854.00 Jury Fees 778.45 Witness 2127.00 Commissioner