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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
00 CONSENT AGENDA
o REGULAR AGENDA
TO:
DATE:
SUBJECT:
Board.of County Commissioners
County Administrator
October 18, 2010
Resolution - Publish Budget SupplementallExtension Hearing
DESCRIPTION:
Various County Departments have requested increases to their 2010 budget
STATEMENT OF ISSUE:
Per RCW 36.40.140 the BOCC must hold a public hearing regarding the proposed
budget changes. This agenda item is to approve the publiC notice only; the individual
changes will be reviewed at the public hearing.
These budget changes are intended to Improve the cost effectiveness and efficiency of
the requesting departments.
FISCAL IMPACT:
Provided in resolution
REQUESTED ACTION:
Approve resolution to publish a notice for the Hearing.
REVIEWED BY:
IOffv;1O
Date
Please pul;Jlish 2 times: October 20, and 27, 2010
Bill to: JeffersOn County Commissioners Office
PO Box 1220
Port Townsend, W A 98368
JEFFERSON COUNTY
STATE OF WASHINGTON
IN THE MATTER OF A HEARING NOTICE
FOR PROPOSED SUPPLEMENTAL BUDGET
APPROPRlATlONS/EXTENSIONS FOR
VARIOUS COUNTY DEPARTMENTS
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RESOLUTION NO.
WHEREAS, several County departments have made a request for supplemental budget
appropriations/extensions for their 2010 budget; and,
WHEREAS, the increased spending in some requests are funded by additional sources
which were not anticipated at the time of preparing said budgets; and such sources include unanticipated
revenue 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, it appears to the Board of County Commissioners that a need and emergency
exists that could not have been foreseen or contemplated at the time of preparing the budgets for 2010.
The following identified revenue and expenditure amounts are to be added to the various Funds.
Expenditure amounts in excess of revenues listed shall be appropriated from the unencumbered balances
and represent an extension of the Fund budgets listed:
AMOUNT FROM
UNENCUMBERED
FUND# FUND NAME FUND BAlANCE REVENUE EXPENSE
CURRENT EXPENSE/GENERAL FUND
001-118-{)00 SHERIFFS OFFICE
Total General Fund
$0
$0
$25,257
$25,257
$25,257
$25,257
SPECIAL REVENUE/CAPITAUENTERPRlSElINTERNAL SERVICE FUNDS
108-000-010 WSU EXTENSION $0
150.000-010 TREASURERS 0 & M 0
155-000.010 VETERANS REUEF 0
174-000.010 PARKS & RECREATION 4,418
302-000-010 CAPITAL IMPROVEMENT"" 1,000
401.000.010 PUBLIC WORKSISOUD WASTE 0
PUBUC WORKS/SOLID WASlE
EQUIPMENT RESERVE 126,000 0 128,000
Total other Funds $133,418 $194,827 $328.D43
M There Is enough unenrombered cash In the fund to cover the eddlllonal expenditure..
$16,500
9,000
15,000
28,127
o
128,000
$18.500
9,000
15,000
30,543
1,000
128,000
403.000-010
NOW, THEREFORE, BE IT RESOL VED, that an emergency is hereby declared, and that
a public hearing be held on the said emergency appropriations/extensions and that said hearing be held in
the County Commissioners' Chambers, Courthouse, Port Townsend Washington, on the 1st day of
Resolution No.
re: Hearing Notice for Proposed Supplemental Budget Appropriations/Extensions
November, 2010, at the hour of 10:00 a.m., and that notice of said hearing be published in the official
newspaper of Jefferson County, and that at said hearing any interested taxpayer may appear and be heard
for or against the appropriations/extensions for such alleged emergency.
APPROVED this
day of October, 2010.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
SEAL:
David Sullivan, Chairman
Phil Johnson, Member
ATTEST:
John Austin, Member
Lorna Delaney, CMC
Clerk of the Board
Page 2 of2
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget AppropriatlonlExlenslon and Amendment
Sheriffs Office 1180000
DepartmenllFund Name Fund Number
Commissioners: (mark all that apply with an ')('1
D 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 en emergency appropriation and
budget extension In the amount of:
I $25;z57 I
Date: October 13,2010
D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to
cover this additional expenditure?
B~~
00
BARS Revenue #
333.20.60.0020
333.20.61.0120
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 lime 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:
I $25,257 I
BUDGET
CURRENT REVISION AMENDED
$25 839 $20 257 $46 096
$0 $5 000 $5,000
$0
$0
$51,098
Description
TZM COORDJTRAFFIC GRANTS
DOH CARFIT GRANT
$25,839
$25,257
BUDGET
CURRENT REVISION AMENDED
$0 $4 595 $4 595
$13000 $6193 $19193
$42 500 $11 376 $53 876
$0 $3 093 $3 093
$0
$55,500 $25,257 $80,757
BARS Expenditure #
52170.31.0015
52170.31.0020
52170.10.0500
52170.51.0250
Description
GRANT EXPENDITURES
OPERATING TRAFFIC SAFETY
OVERTIME
PTPD GRANT SHARE
Reason for A ro riatlonlExlension
Traffic Safetv Grants are difficult to predict in advance. Therefore the revenue and expenses were not included
in our original 2010 budget. The following grants have come in during 2010:
DOH Carfil
WTSC X52 DUIIDHGN
WTSC Speed Emphasis
WTSC NTSBE
WASPC Udar (equipment)
$5,000
$5,822
$7,001
$2,489
$4,945
$25,257
Respectfully Submitted,
Tony Hernandez
Elected OfficlallDepartment Head Signature
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget AppropriationlExtension and Amendment
WSU JEFFERSON COUNTY EXTENSION 108 000 010
DepartmenllFund Name Fund Number
Commissioners: (mark all thet apply with an '')('1
00 Please be advised that after a thorough examination of my current budget it appears thet 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 deperbnent 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:
I $18,600 I
Date: August ii, 2010
D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cesh)
to cover this additional expenditure?
B~~
00 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:
I $18,600
BARS Revenue #
TBD
Description
USDA FOREST SERVICE 4-H STEWARDSHIP
BUDGET
CURRENT REVISION AMENDED
$16500 $16500
$0
$0
$0
$0 $16,500 $16,500
BUDGET
CURRENT REVISION AMENDED
$0 $12,800 $12,800
$1,300 $1,300
$1,400 $1,400
$1,000 $1,000
$0
$0 $16,500 $16,500
BARS Expenditure ##
57121.10.0000
57121.20.0000
57121.31.0040
57121.43.0035
Description
USDA FOREST SERVICE 4-H STEWARDSHIP-WAGES
USDA FOREST SERVICE 4-H STEWARDSHIP-BENEFITS
. USDA FOREST SERVICE 4-H STEWARDSHIP-EQUIP
USDA FOREST SERVICE 4-H STEWARDSHIP-TRAVEL
Reason for AoorooriationlExtension
A new contract with the USDA Forest Service for 4-H Stewardship whereby 4-H youth provide campground and trail
maintenance In US Foresta.
Youth are accompanied by an adult and are paid a stipend for their time-at least the equivalent of minimum wage.
TO: BOARD OF COUNTY COMMISSIONERS Date: August 24, 2010
RE: Request For Emergency Budget AppropriationlExtension and Amendment
Treasurers 0 & M
DepartmentlFund Name
150000010
Fund Number
Commissioners: (check all that apply)
o Please be advised that after a thorough examination of my current budget it appears that the amount allocated is
insufficient to pay necessmy expenses of this department for this year. After a careful examination of aD the
expeudttures wIthIu the department budget with respaet to present and future needs, I find that my budget is short.
Therefore, I request an emergency appropriation and budget extension in the amount 59,000.00
for this current year for the reason(s) outlined below.
o For funds other than Current Expense - Is there enough Fund Balance (unencumbered cash) to cover this additional
expenditure? Yes No
o Please be advised that a revenue source (Le. grant, new fee) has been received by this department which was not
included in the annnal 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 Deseription Current Revision New Budget
Bu et
341.42 treasurers fees 512,687.00 $9,000.00 $21,687.00
$0.00
$0.00
$0.00
$ 12,687.00 $9,000.00 $21,687.00
BARS # Expendtture Description Current RevIsIon New Budget
Bud et
51422.41 ProfessionaLservices $4,735.00 $9,000.00 $13,735.00
50.00
$0.00
$0.00
$0.00
$4,735.00 59,000.00 $13,735.00
Reason for AnnmnriationlExtension
Additional revenues are projected to cover the increased number oftitIe reports required for the foreclosure process
~l1Y submitted, .....
~O~
Treasurer, Judi Morris
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget AppropriationJExtenslon and Amendment
VETERANS REUEF FUND 165-000-010
DepartmentlFund Name Fund Number
Commissioners: (mark all that apply with an "X'')
D Please be advised that after a thorough examination of my curant budget it appears that the amount allocatad is
insufficient to pay necessary expensas of this department for this year. After a careful examination of all the
expenditures wtthln the deparbnent budget with raspect to prasent and futura 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:
I I
Date: October 8, 2010
[]] For funds other than Current Expense (General Fund)- -Is there enough Fund Balance (unencumbered cash)
to cover this additional expenditura?
[]]Vas
DNO
[]]
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 ravenue in the budget this year as outlined below In the amount of:
I $15,000 I
BUDGET
BARS Revenue # Description CURRENT REVISION AMENDED
501.000.00 Loan from ER&R $40 000 $15 000 $55 000
$0
$0
$0
i"::;.,,;' (i:':,:' '0: " :":":"" TOm~L Revefll\:l$i $40.000 $15,000 $55,000
i1ili;;;!h
BUDGET
CURRENT REVISION AMENDED
$48 442 $15 000 $63 442
$0
$0
$0
$63,442
$48,442
$15,000
BARS Expenditure # Description
55360.40.0000 other SarvlcelCh as
Reason for AppropriationlExtenslon
Greater need than anticipated due to downtum in the economy and the number of veterans being served.
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TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget Approprlatlon/Exlension and Amendment
Date: October 12, 2010
Parks and Recreation
DepartmentlFund Name
Commissioners: (mark all that apply with an "X")
[K] Please be advised that after a thorough exemlnatlon 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 wtthln the department budget with respect to present and Mure 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 emount of:
I $30,543 I
[K] For funde other than Current Expense (General Fund)- - Is there enough Fund BaJanca (unencumbered cash)
to cover this additional expenditure?
[K]yes
DNo
[K] Please be advised that a revenue eource (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 budgat this year as ouUlned below In the
emount of:
I $26,127
174-000~10
Fund Number
TOTAL REVENUE
BUDGET
CURRENT REVISION AMENDED
$0 $5 533 $5 533
$2 500 5 000 $7500
$2 500 $2 500 $5 000
o $10944 $10944
$0 $2,150 $2,150
$5,000 $26,127 $31,127
BARS Revenue #
3476010.0065
36711 00
362 30 00
362 40 14
362 40 12
Description
Youth Classes-Kid Fit
Mise Donations From Prlvete Sources R
Parkin Fees Memorial Field
Memorial Field S eclal Events
Memorial Field School Rents
BUDGET
BARS Expenditure # Description CURRENT REVISION AMENDED
57420 31.0020 Oneratlno Sunnlies (Kid FIt\ $5 000 $4538 $9 538
5761041 Professional Services !It"l500 ($800 $2 700
5761047 Utilities Parks $16 000 ($1 500 $14500
5761048 Ren..lr & Malntenance Parks $5 500 ($1 850' $3 650
57680 10 Salaries and Wanes IHJ Carataker\ $16952 $5000 $21 952
576 80 31 O""'ratlnn Sunnlies (Memorial Field' $3 000 $9155 $12155
576 80 47 Utilities (Memorial Fleltft $15 000 $16000 $31 000
TOTAL EXPENDITURE $64,952 $30,543 $95,495
Reason for A ro r1at1on/Exlenslon
1. A new progmm for chlldren called "KId Fit", was created by the Re<:reatlon staff and was successful. The program earned revenue, bu1
also Incurred expenditures, neither of which have previously been budgeted.
2. A priva1e donation of $5000 was recalved unexpecledly. The donors requested that the funds be used to help maintain and Improve
grounda and atructure of the Rolaty PavIIlon at H.J. Carroll Park. A clerk hire staff person was hired to conduct the work. Neither the
donation nor the salarles and wages have prevloualy been budgeted.
3. Due to reducllons In revenue available to Jefferson County, funds ware not avallable to maintain and operata Memorlal ReId In 2010.
The community expressed a desire to enter Into a pertnershlp to keep the field open. Organizations and individuals from both the publlc
and priva1e sector made donations of labor, equipment, and materials. In exchange, Jefferson County agreed to buy supplies and utlltles.
The Jefferson County projacled expenditure for supplies and utllllles In 2010 will be $25,155. A portion, not all, of these u,_.;led
expenditures for Memorial ReId wlll be offset through new revanue and reductlons In expenditure detelled above. A $4,416 gap ramalns
r the _. Unencumbered fund belance of 416 will be used close the a .
TO: BOARD OF COUNTY COMMISSIONERS Date: 9116110
RE: Request For Emergency Budget AppropriationlExtension and Amendment
Capillll Improvement
Department/Fund Name
302-000-010
Fund Number
Commissioners: (check all that apply)
, 1:1 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 do(la.bu..,1t for this year. After a careful examination of aD the
expenditures within the department budget with respect to present and futore 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.
(lJ F;" funds other than Current Expense - Is there enough Fund Balance (unencumbered cash) to cover this additional
expenditure? Yes.{ No
1:1 Please be advised that a revenue source (Le. grant, new fee) bas been reeelved 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 Deserlpt10n Current Revision New Budget
Bud et
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00
BARS # Expenditure Deserlption Current Revision New Budget
Bn et
591.71.70 2003 GO Bond Principal $260,000.00 $1,000.00 $261,000.00
$0.00
$0.00
$0.00
$0.00
"o,..o,oo,mii; $260,000.00 $1,000.00 $261,000.00
8eas())1for AppropriationlExtension "'__~_ ....._._._.____...... '.'.M '. ..... _....._.__~.._...
: Miscalculation of2003 GO bond principal due in 2010. R E C E 'V ED I
I '
SEP 1 6 2010
JEFFERSON COUNT~'"
COMfi!USS'ONERS
,
"-~.,-,.~.-~-- '._"
TO: BOARD OF COUNTY COMMISSIONERS Date: 9120/10
RE: Request For Emergency Budget Appropriation/Extension and Amendment
Capitl!1 Improvement
DepartmentlFund Name
302-000-010
Fund Number
Commissioners: (check all that apply)
1:1 Please be advised that after a thorough examination of my cmrent 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
eXPenditnres within the department bndget with respect to present and future needs, I find that my budget is sbort.
Therefore, I request an emergency appropriation and budget extension in'the amount
for this cmrent year for the reason(s) outlined below.
~ For fundS other than Cu"ent Expense - Is there enough Fund Balance (unencumbered casb) to cover this additional
expenditure? Yes' No
1:1 Please be advised that a revenne sonrce (to. grant, new ree) bas 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 # Revenne Description Current Revision New Bndget
Bnd et
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00
BARS # Expenditnre Description Cnrrent Revision New Bndget
Bnd et
591.73..70 2003 GO Bond Principal $260,000.00 $1,000.00 $261,000.00
$0.00
$0.00
$0.00
$0.00
$260,000.00 $1,000.00 $261,000.00
a~Q.n for.Appropriation/E~!<nsion
[Miscalculation of2003 GO bond principal due in 2010.
~~~--'-~~."'~'---"-~-~--~~------>-_._--~--~---~~~--i
._--~~~~-
~_l"""
(~(~'
- Loring . mis, Facilities Foreman
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget ApproprlatlonlExlenslon and Amendment
Public Works/Solid Waste 401000010
DepartmentlFund Name Fund Number
Commissioners: (mark all that apply with an "X")
00 Please be advised thet after a thorough examlnatlon of my current budget It appears that the amount allocated is
Insufficient to pay necessary expenses of this depertment for this year. After a careful examInation of all the
uJHlndltures within the depertment budget with respect to present and Mure 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:
I $128,0110 I
Dete: October 8, 2010
o For funds other than Current Expense (Generel Fund)- -Is there enough Fund Balance (unencumbered cash)
to cover this additional expenditure?
B~~
00 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 prepered. 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:
I $128,0110
BUDGET
BARS Revenue # Description CURRENT REVISION AMENDED
397 00 00 OnAratln" Transfer In . Enulnment Reserve Fund $50 000 $128 000 $178 000
$0
SO
$0
TOTAL REVENUE $50,000 $128,000 $178,000
BUDGET
BARS expenditure t# Description CURRENT REVISION AMENDED
594 37 63 Canltal 0irtliiV- other IriiDrovements $50 000 $128000 $178 000
$0
$0
$0
TOTAL EXPENDITURE $50,000 $128,000 $178,000
Reason for ApproprlatlonlExtenslon
Several Capital Improvements ware unforseen and therefore not budgeted for, Including: (1) emergency repelr of the
Moderate Risk Waste facility floor per permit agency requirements; (2) emergency repair of stationary solid waste
handling equipment at the transfer station; (3) perimeter fencing of closed landfill and current operational area per
permit agency requirements. Revenue was forecast lower than year-to-date actual so the budget wlll remain
balanced with a transfer of funds from the Equipment Reserve Fund to Capital Outlay.
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Elected OfflclaUD pertment Heed Signature
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget ApproprlationlExlenslon and Amendment
Public WorkslSolld Waste Equipment Reserve 403000010
Departmenl/Fund Name Fund Number
Commissioners: (mark all that apply with an "Xi
00 Please be advised that after a thorough examination of my current budget It appears that the amount allocated Is
Insufflclentto pay necessary expenses of lhfs department for this year. After a careful examination of all the
expenditures within the department budget with respaclto 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:
I $128.000 I
00 For funds other than Current Expanse (General Fund)- - Is there enough Fund Balance (unencumbered cash)
to cover this additional expenditure?
WVes
DNo
D 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:
I $0
Date: October 8, 2010
BUDGET
BARS Revenue ## Description CURRENT REVISION AMENDED
$0
$0
$0
$0
. TOTAL REVENUE $0 $0 $0
BUDGET
BARS Expenditure t# Description CURRENT REVISION AMENDED
59700.97.0000 Interfund Transfer out to Solid Waste Si50 000 $128 000 $178 000
$0
$0
$0
$0
TOTAL EXPENDITURE $50,000 $128,000 $178,000
Reason for ApproprlatlonlExtenslon
Several Capital Improvements were unforseen and therefore not budgeted for. These Include: (1) emergency repair
of the Moderate Risk Waste facility floor per parmlt agency requirements; (2) emergency repair of stationary solid
waste handling equipment at the transfer station; (3) parlmeter fencing of closed landfill and current oparatlonal area
par permit agency requirements
Respaclfuij/
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Elected OffIclaJJDepartment Head Signature