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Home My WebLink About011011_ra01 Regular Agenda 10:00 a.m. JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator Leslie Locke, Deputy Clerk of the Board January 10,2011 HEARING re: Fourth Quarter 2010 Budget Appropriations/Extensions; Various County Departments FROM: DATE: SUBJECT: STATEMENT OF ISSUE: Public Hearing to review the appropriation/extension requests for the fourth quarter of 201 0 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 AMOUNT FROM UNENCUMBERED FUND BALANCE REVENUE EXPENSE CURRENTEXPENseGENERALFUND 001-261-000 OPERA 11 NG TRANSFERS 001-240-000 SUPERIOR COURT Total General Fund $0 $0 $0 $0 $19,766 $19,766 -$20,000 $19,766 -$234 SPECIAL REVENUE/CAPIT AUENTERPRISElINTERNAL SERVICE FUNDS 129-C00-010 ANIMAL SERVICES $13,000 $13,000 140-C00-010 LAW LIBRARY 5,000 0 155-000-010 VETERANS RELlEF~ 10,000 10,000 Total Other Funds $28,000 $23,000 ** There is enough unencumbered cash in the fund to cover the additional expenditure.. $13,000 5,000 10,000 $28,000 RECOMMENDATION: Take public comment on the proposed 2010 fourth quarter budget appropriations and consider approving a resolution to adopt these budget changes. REVIEWED BY: 'j /,/',J-, ./ / ,.". " ) ',,..,--. v"-' (,. / . l_ \ ( 'Philip :vtorley,:Chunty Administrator / , , 1/ Date JEFFERSON COUNTY STATE OF WASHINGTON ORDER: 2010 FOURTH QUARTER BUDGET APPROPRIATIONS/EXTENSIONS FOR VARIOUS COUNTY DEPARTMENTS } } } RESOLUTION NO. WHEREAS, the Jefferson County Board of Commissioners did on the 20th day of December, 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 20th day of December, 2010, set a hearing on said emergency for the 10th day of January 2011, 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 December 29, 2010 and January 5, 2011 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: AMOUNT FROM UNENCUMBERED FUND # FUND NAME FUND BALANCE REVENUE EXPENSE CURRENT EXPENSE/GENERAL FUND 001.261.000 OPERATING TRANSFERS 001.240.000 SUPERIOR COURT Total General Fund $0 $0 $0 $0 .$20.000 $19,766 $19,766 $19,766 -$234 $13,000 $13,000 0 5,000 10,000 10,000 $23,000 $28,000 SPECIAL REVENUE/CAPITALlENTERPRISEIINTERNAL SERVICE FUNDS 129-000-010 ANIMAL SERVICES $13,000 140-000-010 LAW LIBRARY 5.000 155-000-010 VETERANS RELIEF" 10,000 Total Other Funds $28,000 ** There is enough unencumbered cash in the fund to cover the additional expenditure. APPROVED this 10th day of January, 2011. JEFFERSON COUNTY BOARD OF COMMISSIONERS SEAL: John Austin, Chairman Phil Johnson, Member ATTEST: Lorna L. Delaney, CMC Clerk of the Board David Sullivan, Member TO: BOARD OF COUNTY COMMISSIONERS Date: December 13, 20lC '.,'0'>:':':", :':'~'.-":: RE: Request For Emergency Budget Appropriation/Extension and Amend$lfJ1{b;'; :i- ~':I fl.,,; Superior Court Department/Fund Name 001.240.000 Fund Numbefwr Ut:.,"", , '1 ry!J"IO' t ,} f~ .." Commissioners: (check all that apply) . J'" ";:",",,:,~ (' '.' . o Please be advised that after a thorough examination of my current bUd\i5.~~i~4~ltti~tijJ'tu. . r~nCjJ!.dlc.l\M:W msuffiClCnt to pay uecessary expenses of thIs department for thIs yearrw\.ftefl\!j<flAfu.f'~~!l11i.t!'M ~,,"JI;otl!e expenditures within the department budget with respect to present and future needs, I A:tf thft!ltiYftjua~et; fSlshm-t. Therefore, I request an emergency appropriation and budget extension in the amount $19,766.18 for this current year for the rcasou(s) outlined below. lZI For funds other than Current Expense -- Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes No.f o 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 Nel\' Budget Bud et SO.OO SO.OO $0.00 SO.OO $0.00 $0.00 SO,OO BARS # Expenditure Description Current Revision New Budget Bud et 51221.41.0070 PSYCH EV ALUA nONS S75,401.00 S2,000.00 $77,401.00 51221.41.0010 GUARDIAN AD LITEM $1,891.00 S4,766.18 S6,657.18 51221.49.0030 JURY FEES $31,512.00 $8,000.00 S39,512.00 51281.41.0003 CONFLICT ATTORNEYS $51,470.00 S5,000.00 $56,470.00 SO.OO $160,274.00 $19,766.18 $180,040.18 ~~<l.sollfQL6pj)f9l2LiationLExtel1.!>ioI! ...... .._~ ."~' . ..--...- ~- -" ... .......-........... .... !The a?ove re~ere~ced line items ~urrently ~ave .negative balances, h~w~ver. other li~e items have balances that cove~ th~ Inegatlves. It IS wlth utmost cautIon I subllllt thIS 4th quarter appropnatIon for SuperIor Court. I have gone over all hne Items 'and as it stands if! pay all current invoices pending the Superior Court will end the year with a balance of $2748.03 to go back ltowards the General Fund, however, I am submitting this appropriation in the event subsequent invoices are received. IpSYCh evaluations/experts is currently negative $995.72. A shaken baby case has just been resolved that may have an !outstanding invoice or two. Due to the economy we have had a higher than usual need for the Superior Court to appoint I IGuardian ad Litems in domestic cases at county expense. This line item is currently negative by $4766.18. Juryfees have been 1 !higher than usual and even though there was a 2nd quarter appropriation of$10504 this line item is currently negative by i 1$5126.10 with the possibility of2 more trials in December. Conflict attorneys has had no earlier appropriation, however, is ! , 1$1897.12 negative with more _......0: Respectfully submitted, . /\ I _'\In j\fuckJ.Op ~ TO BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Appropriation/Extension and Amendment Date: December 10, 2010 OPERATING TRANSFERS Department/Fund Name Commissioners: (mark all that apply with an "X") [K] 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: I -$20,000 I 001-261-000 General Fund Fund Number D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? DYes 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 I BARS Revenue # Description BUDGET CURRENT REVISION $0 AMENDED $0 $0 $0 $0 $0 TO: i\.~IR.!;VE;N""E: $0 BARS Expenditure # 59700.00.0155 59700.00.0160 o eratin o eratin BUDGET CURRENT REVISION AMENDED $0 $30,000 $30,000 $607,623 -$50,000 $557,623 $0 $0 $0 -$20,000 Reason for A pro riation/Extension 1) Veterans relief expenditures exceeding budget by approximately $25,000. Remaining $5000 will go to fund balance for cash flow purposes. 2) Health Department 2010 transfer from General Fund reduced by $50,000, this will reduce their estimated unreserved fund balance. Respectfully Submitted, Elected Official/Department Head Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Appropriation/Extension and Amendment Animal Services 129000010 DepartmenUFund Name Fund Number Commissioners: (mark all that apply with an "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: I $13,000 I Date: December 10, 2010 D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) B~~~over this additional expenditure? []] 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 $13,000 TOTAL REVENUE BUDGET CURRENT REVISION AMENDED $2,000 $13,000 $15,000 $0 $0 $0 $2,000 $13,000 $15,000 BARS Revenue # Description 129000010.39700.00.001 Transfer from Animal Services O&M Donation Fund BUDGET Description CURRENT REVISION AMENDED $99,349 $13,000 $112,349 $0 $0 $0 $0 }}:rO:tAt2exPE~b':tti~e $99,349 $13,000 $112,349 BARS Expenditure # 129000010.53930.10.000 Salaries and Wa es Reason for Appropriation/Extension Transfer in from Animal Services O&M Fund to cover an unbudgeted clerk hire position. ~ Electedp ICial/Depa~nt TO: BOARD OF COUNTY COMMISSIONERS Date: December 13, 20H RE: Request For Emergency Budget Appropriation/Extension and Amendment Law Librar)! Department/Fund Name 14(h(I00-0 1 0 Fund Number Commissioners: (check all that apply) [Z) Please be advised that after a thorough examination of my current budget it appears that the amount allocated is insuffic~ent to ~ay. necessary expenses of this .department for thi~;;~~art;~:.ft~r ~_{ ~~:r!efv~;\,x~{mi!;la,tiJ)~ ;,pfja1t/he expenditures wlthm the department budget with respect to present ~12~-{uture~'neetls:,.?I"fin,d,'th~v-m~;_b~dget 1_5 suore There.fore, I request an emergency appro~riation and budget extension in~l~~~_ip~~~5,~~~;~-~:: ;~:/,' -~, ~\,~; ;~_:-:_ t2 :,-~~; for thIS current year for the rea<;on(s) outlined below. ' - - '- - --- .'-.'- .~'-'--' "0 ,: -"_0"" 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 (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 nev,: revenue in the budget this year as outlined below. BARS # Revenue Description Current Bud et Revision New Budget $0.00 $0.00 SO.OO $0.00 $0.00 $0.00 $0.00 BARS # Expenditure Description 594. t2.64.0010 Law Library Subscription Updates Current Bud et $]0,981.00 Revision New Budget $10,981.00 $5,000.00 $t5,981.00 $0.00 SO.OO SO.OO SO.OO $5,000.00 S15,981.00 Re'lsoll for A'ppropriatiQI1/Exten~ion :The Superior Court has had to replace several key volumes in the Law Library and has had to update all pocket parts for the ;Revised Code of\Vashington which is the most used printed legal authority maintained. These updates have put us above our lprojected 2010 budget expense amount. This fund is not supported by the General Fund and is self supportive. 11 currently have invoices that need to be paid amounting $1611.90 and anticipate another billing in the amount of$589.42 for !the online \Vestlaw service for the month of December and one for the recently received RC\V updates that will run approximately $1933.30. The request for appropriation in the amount of$5000 covers those received invoices, those ,anticipated and leaves $865.38 for error proofing that will go back into reserves if not spent. il have attached copies of those aforementioned billings, an invoice and a copy of the Jefferson County Monthly Financial . Statement for the Jefferson County Law Library dated 1] 13011 0 showing a reserve in the amount ofS28880.13. :m1Y submitted, LeAjQ tt ~ TO BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Appropriation/Extension and Amendment Date: December 13, 2010 VETERANS RELIEF FUND DepartmentlFund Name Commissioners: (mark all that apply with an "X") o 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: I I 155-000-010 Fund Number []] For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additionai expenditure? [KjYes ONo []] 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 $10,000 I BARS Revenue # 501.000.00 BUDGET Description CURRENT REVISION AMENDED Loan from ER&R $55,000 $10,000 $65,000 $0 $0 $0 ":'l1~:'l1AL:RJi:iWENliI:i:i: $55,000 $10,000 $65,000 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 55360.40.0000 Other Service/Charaes $63,442 $10 000 $73,442 $0 $0 $0 .< 'i';,:.:.,.< )1.1 ,<. ''':,,:]]< ." /.";/..::11 .,,'''',::;:::!l'O't~I!!:'I''~Pi:i.li!!1!:lrolJ RJIl! $63,442 $10,000 $73,442 Reason for A ropriation/Extension Greater need than anticipated due to downturn in the economy and the number of veterans being served. Respectfully Submitted, Elected Official/Department Head Signature