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Home My WebLink About072511_ra02 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST [] CONSENT AGENDA 00 REGULAR AGENDA DATE: SUBJECT: Board of County Commissioners Philip Morley, County Administrator Ann Sears, Budget Consultant July 25, 2011 @ 10:00 am HEARING- DepartmentlFund Requests for 2nd Quarter 2011 Budget AppropriationslExtensions TO: FROM: STATEMENT OF ISSUE: Various County Departments have requested increases to their 2011 bUdget Per RCW 36.40.140 the BOCC must hold a public hearing regarding the proposed budget changes. This agenda item is to hold the public hearing and adopt the Budget Changes. STRATEGIC GOALS: These budget changes are intended to improve the cost effectiveness and efficiency of . the requesting departments. FISCAL IMPACT: Provided in resolution REQUESTED ACTION: Hear public testimony and consider approval of a resolution to adopt the supplemental budget appropriations. REVIEWED BY: Philip Morley, County Administrator Date JEFFERSON COUNTY State of Washington ORDER: BUDGET APPROPRIATIONS /EXTENSIONS FOR VARIOUS COUNTY FUNDS } } } RESOLUTION NO. WHEREAS, the Jefferson County Board of Commissioners declared on the 11th day of July, 2011 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 revenue received from fees, or grants from the State and Federal govemment, 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 11th day of July, 2011, set a hearing on said emergency for the 25th day of July, 2011, at the hour of 10:00 a.m. in the County Commissioner's Chambers, Courthouse, Port Townsend, Washington and published notice of this hearing on 13th and 20th of July in the official newspaper of Jefferson County; and, WHEREAS, this being the time and place set 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 Current Expense Fund and various other funds, that the County Auditor is hereby directed to extend the budget of the following funds by the amounts listed below and per the attached requests. AMOUNT FROM UNENCUMBERED FUNDI! FUND NAME FUND BALANCE REVENUE EXPENSE CURRENT EXPENSE/GENERAL FUND oo1-27CJ..000 Non Departmanlal $30,000 30,000 $0 Total General Fund $30,000 SPECIAL REVENUElCAPrrAUENTERPRlSEllN1ERNAL SERVICE FUNDS 114.()()[J..010 Economlo Development Fund $0 $3.540 $3,540 119.()()[J..000 JeIlCom Capital Projaota $0 $786,000 $749,000 149.()()[J..010 JC Aflcrdable Housing Fund $195,000 64,000 259,000 174.()()[J..010 Parks & ReaeaUon $0 $106,250 $106,250 175.()()[J..010 PubJlo Works Parka Improvement $7,296 $3,704 $11,000 301-DOCJ..010 Cantral Services - Construction & Renovallon $120,000 $300,000 $420,000 502.lJ0CJ..010 RIak Management Reserve $16,000 $0 $15,000 APPROVED this day of July, 2011. JEFFERSON COUNTY BOARD OF COMMISSIONERS SEAL: John Austin, Chairman ATTEST: David Sullivan, Member Raina Randall, Deputy Clerk of the Board Phil Johnson, Member TO: BOARD OF COUNTY COMMISSIONERS Date: June 30, 2011 RE: Request for Emergency Budget AppropriatlonlExtenslon and Amendment General Fund - Non-Departmental 001.270-000 DepartmentlFund Name Fund Number Commissioners: (mark all that apply with an "X") 00 Please be advised that after a thorough examination of my curent budget it appears that the amount allocated Is Insufficient to pay necessary expanses of this department for this year. After a careful examination of all the expenditures within the department budgat with respect to present and Mure needs, I find that my budgat is short. Therefore, for this current year for the reason(s) outlined below, I request an emergency appropriation and I budgat extension In the amount of: $30,000 [ D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? BVes No 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 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS expenditure # Description CURRENT REVISION AMENDED 53190.41.0010 DNR - oavment for admln services $30 000 $30 000 $0 $0 $0 TOTAL EXPENDITURE $0 $30,000 $30,000 Reason for ADDropriatlonJExtension This is for DNR costs in withdrawing, re-drawlng, and re-advertising the Silent Alder Timber Sale without 291 acres of proposed Trust Land between Beausite Lake and Gibbs Lake. See Attached Memo Respectfully Submitted, Elected OfficlallDepartment Head Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Approprlation/Exlenslon and Amendment Economic Development Fund 114-000-010 DepertmenllFund Name Fund Number Commissioners: (mark all that apply with an "X") o Please be advised that after a thorough examination of my curent budgat 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 respeelto 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 ot I I Date: June 28, 2011 o For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Dyes DNo IXI Please be advised that a revenue source (I.e. grant, new fee) has been receIved by this department which was nollncluded 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: I $3540 I .:I!!IIII!:'.:-. II'" BUDGET CURRENT REVISION AMENDED $0 $3 540 $3540 $0 $0 $0 EVENUE $0 $3,540 $3,540 BUDGET CURRENT REVISION AMENDED $25 000 $3540 28 540 BARS Revenue # Description 34710.00.0000 Trainln Revenue-Team Jefferson BARS expenditure # Description 55100.41.0000 Professional Services ", 111111" III,!'!!<:' $25,000 $3.540 $0 $0 $0 $28,540 Reason for A ro rlatlon/Exlenslon Revenue from the Team Jefferson sponsored Winter Business Cless of $3540 will be allocated economic development costs. Respectfully Submitted, Elected OffIclallDepartment Head Signature hft'Com DepartrnenrlFund Name TO: OOARD OF COllN'l'Y COMMISSIONERS. tionIBxtension and Amendment aE: Request For Emergency Budget Appropna 11' Fund Nllmber Date: Jl1IIe 2!1, 2011 Commissioners: (check. all that apply) . .~_ 1h unt alJocated Is 171 after tboro&lsh llXllmInatlon of my aJm'Clll budget it appeare _ e smo loW Please be advl$ed that a e>cjlllm;eS of this departmem far litis year. After a eareftIJ exmnlnatioo of aD tile Il1IIIlfflclem to pay D1lCeSsa1)' b ,,_. lib resp.ct to present and fIIlure needs, 1 find that my budgot Is short. elIpelIdllu_ wltIJln ~~~:~~. ':r..t budllet<lXteDsIOll in tile IlmOlwl $70S.000.00 'I'herefore, I RqUest an ___-~ for Ibils cutmJt year fut the reason(s) ollliined below. CI Fm j'ul/lls orher IbfDJ Curr_ &pense - Is !bare enough FllII4 BaImu;e (1lIleJ:ICIDnber cash) YO l:Over this additional 0XP"lI4i1ure? Y os No It) 1'1- be 'l4vised rbat a J"lWllIllle SOIlll'Ce (Le. grJUlt, _ fee) bas beeJr reeelved by this ~ wJrlch was not included In !be a:nnUllI bDd8fll at Ibe time it was prepared. Therefore, Il'eq\IeSt an emergency approprlatlon and budget _iOD in the amal1llt of $148.000.00 10 include this new revenllllln the budget this YCIll' as outlined below. BARs # .Revenoe Oeserlptlon CU....ent RevWon New Budget Bud t 29210 Sales Tax for &De ~lons $70$.000.00 $705,000.00 Graat flmds &; Bond revenue $786.000.00 $786,000.00 SO.OO $0.00 $705.000.00 $786,000.00 $1.491,000.00 BAAS 1# Eqendlture DeoJcrlpllon ClUTenr Rlwfslon New DIIllget Bod 2920 expcgdlture SS84 100.00 SS84,100.oo CAD. RMs and Mobile J>urchase $748.000.00 $748,000.00 aadloS OV8ITU.Qs $31.000.00 $31.000.00 SO.OO SO.OO $584,] 00.00 $779,000.00 $1,363.Joo.OO R~Jor ~<?pr~~.lU!fon :RecelvadStatellDdFedemlGraatMODlesto~lleWCA1).RMS~Mobl~~" '_ _ _ . ,AddJtlonaJly. the SImuICllSt Raluo System Project had an Overrun of~ ~ In the lIQIOl/Jl! of$3l,ooo.OO , t System and MObile financing a Recor~_ Managemen , Jeff Com also is purchasing and Records Management System,_ AD Se~ full cost and revenue accounting for C . , RMS~~nd MRMS on attached she~t. , g:? . ." ... ..-.-....... -U/ 0~;J .... - - .., .. .. - ... .. -- . ,-.. .- - .. .-----..J - - -~.. 10/10 39'l1d 116 wm.:l,m' L9E698E09E1 L1:11 110llL01L0 TO: BOARD OF COUNlY COMMISSIONERS Date: June 30, 2011 RE: Request for Emergency Budget AppropriatIonJExtension end Amendment Jefferson County Affordable HousIng Fund 148-000-010 Fund Number 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 Insufflclent to pay necessary expenses of this departmant 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 end budget extension In the amount of: I I [K] For funds other than Current Expense (General Fund)- . Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? [K]ves ONo o BARS Revenue # 34126.00.0000 34127.10.0000 34127.20.0000 34127.20.0000 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 en emergency appropriation end budget extension to include this new revenue In the budget this year as outlined below In the amount of: I I BUDGET CURRENT REVISION $40,000 $40,000 $20,000 $35,000 $135,000 Description REC SURCHARGE AFF HOUSING-CO PORT. ENDING HOMELESSNESS - LOCAL JC HOUSING CO ENDING HOMELESSNESS fJ7/09 CO ENDING HOMELESSNESS 7/09 11" . "."" 1;."8:' . ..,....,'..',.~O,TA.. ,i i".".,,'I:,. .' $20,000 $44,000 $64,000 AMENDED $40,000 $40,000 $40,000 $79,000 $199,000 . PE;IlIPITURE BUDGET CURRENT REVISION AMENDED $70,000 $69,000 $139,000 $70 000 $190 000 $260 000 $0 $0 $0 $140,000 $259,000 $399,000 BARS Expenditure # 55150.41.0020 55150.41.0030 Description AFFORDABLE HOUSING SHB#2060 HOMELESSNESS SHB #2163 Reason for A ro riatIonJExtenslon __~ _1 -- Reflec!s'OlyCAP's planned capital and programmatic expendatures for homelessnes anG"affordable'housing. Respectfully Submitted, Elected OffIciallDepartment Head Signature ....... ,.. .' """'!_.- ""! TO: BOARD OF COUNTY COMMISSIONERS Date: June 24, 2011 RE: Request for Emergency Budget AppropriatlonJExlenslon and Amendment Parks and RecreaUon DepartmentlFund Name Commissioners: (mark all that apply with an "X") 00 Please be advised that after a thorough examination of my current budget it appears that the amount allocated Is Insufficient to pay necessary expanses of this department for this year. After a careful examination of all the expenditures withIn 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. emergef! a8P?~atlon and budget extension in the amount of: [0) rc:; (j"0. n "l ~ D I $132,974 I tl11 ~ ~ ~ o For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to O~~er this additional expenditure? JUN 28 2011 ONO 00 174-000-010 Fund Number JEFFERSON COUNTY Please be advlsed that a revenue sourca (I.e. grant, new fee) has be~.a~~ElIiSas 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 $140.214 I BUDGET BARS Revenue ## DescrlpUon CURRENT REVISION PROP 1 AMENDED 34760 10.0065 Youth Classes-Kid Fit $3 200 $5 000 $8 200 34760 10.0075 Afler School Pl'OQrams-Others $0 $750 $750 362 40 00 0006 Fac Rent-Rec Center Birthd""" $1 200 $1 200 $2 400 362 40000011 Memorial Field SoortslOther $800 $1 900 $2 700 362 40 00 0012 Memorial Field School Rents $0 $10864 $10864 362 40 00 0014 Memorial Field Sneclal Events $8 200 $1 000 $9 200 362 40 00 0021 HJC Soccer Fields Rental $1 400 $1 000 $2 400 367 11 00 0000 Donations from Private Sourcas $0 $1 250 $1 250 397 00 00 0175 Transfer from Perks Imnrovement $7 791 $11 000 $18 791 397 00 10 0000 Transfer In-City of PT Pronasition #1 $0 $0 $106,250 $106,250 TOTAL REVENUE $22,591 $33,964 $106,250 $162,805 . BUDGET BARS Expenditure ## DescrlpUon CURRENT REVISION PROP 1 AMENDED 574 2010 0000 Salaries and Waoes -Recreation $113346 $31 803 $145 149 5742031 0020 O""ratino Suaallas-Recreation $5 000 $3 047 $8 047 574 20 35 0000 O""ratina Eouiament-Recreation $2 500 $5 000 $7 500 5742043 0000 Travel-Recreation $0 $1 000 $1 000 57420440000 Advertisino-Recreation $1 964 $1 200 $3164 57520100000 Salaries and Waoes -Memorial Field $5 476 $250 $5796 $11 522 57520 31 0000 OnAratina Suaallas-Memorial Field $0 $3 000 $3 000 57520 35 0000 Small Tool & Eaulament-Memorial Fld $0 $500 $2.500 $3 000 5752045 0000 tmAratina Rents & Leases-Mem Fld $0 $500 $500 5752047 0000 Public Utilities.Memorial Field $0 $3 300 $9 000 $12 300 57520480000 Reoair & Maintenance-Memorial Field $0 $12500 $12 950 $25450 594 75 63 0000 Ceoitallmnrovements-Memorial Field $0 $8 554 $8 554 5761031 0000 Ooaratina Suoalles-Parks $2 500 $250 $2 750 576 1041 0000 Professional Servlces-Parks $0 !1:1500 $22 150 $23650 576 10 95 0000 Interfund Rents & Leasas-Parks $33786 $3 000 $36786 576 80 10 0000 Salaries & WlIl!as-Fleld Maint $21168 $5.174 $26 342 TOTAL EXPENDITURE $185,740 $26,724 $106,250 $318,714 '; - "-0 .~: -~ Reason for ADDroDrlatlonJExlenslon The CIIy of Port Townsend and JeII'erson County have entered Into an Jntertocalagreement for Propoaillon 1, which passed In November of 2010. Aecordlng to this agreement. tha CIIy will tmnsfer a portion of It'a revenue from tha 0.3% criminal juatlca ""'" tax beginning July 1, 2011. The doDar amount of this tmnsfer Is esthdeted to be $106,600 In 2011. The purpose of tha lunda Is to maintain and operate Memorial FIeld and tha Port Townsend Rec Center, and to rateln a consullanl for tha Exploratory RegIonal Parks and RacreeIIon Committee. IV. tha time tha 2011 budget was wrllIan, ft was not known W Propoaltlon 1 would paaa. ThIs budget extanaIon provides for PropoaItIon 1 revenue and expendfturea. In eddillon, KId Fll. AIlerschool, and Rec Center Birthdays are recrealIon programs thet have earned revenue In exceaa of budgeted amounts. Similarly, fleId rentaJa are eamIng revenue In excess of budgeted amounts. Theaa _nal fleId revenues wlU be Inveated Into Memorial FIeld In 2011 88 maJntenarn:e repairs and smaUlmprovements. Finally, a tranafer from Parks Improvement Is needed to budget unexpected revenue and expendfturea at auUcene and laJ<e laJand Campgrounds which were re-opened by voluntears In tha aprtng of 2011. The tmnsfer from parks Improvement aJao covers u"expaded oflIce, shop and equipment rentaJ fees and remCMII of danger trees damaged by wlnd atonns from GIbbs laJ<e and Oak Bay Parks. . Res~r~it Elected OflI!partment Heed Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget ApproprIatlonlExlenslon and Amendment Public Works J Parks Improvement 176000 010 DeparImentlFund Name Fund Number Commissioners: (mark all thet apply with an "X") [K] Please be advIsed thet 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 $11.000 I [K] For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? IXIves DNo [K] Please be advIsed that a revenue source (I.a. 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 $3.704 Date: June 24, 2011 'fO'ML REVSRIE BUDGET CURRENT REVISION AMENDED $0 $3 200 $3 200 $0 $504 $504 $0 $0 $0 $3.704 $3.704 BARS Revenue # 347 30 60 0000 34330 90 0000 Cam In Cam In Description Fees-Lake Leland Fees-Quilcene BARS Expenditure ## Description 597 00 00 0174 Transfer to Parks & Recreation BUDGET CURRENT REVISION AMENDED $7 791 $11 000 $18 791 TOTAL 1J1UNDmIRE $7.791 $11.000 $0 $0 $0 $18.791 Reason for ro rIatlonJExtenslon Lake Leland and Quilcene Park were re-opened by donation of volunteer labor In the sprIng of 2011. This re-opening was not anticipated when the budget was done In 2010. This extension budgets the revenue expected from the campground operation. In addition. a transfer of $11.000 to the Parks and Recreation Budget is needed In the 2011 budget for. expenses of operating the re-opened campgrounds. unexpected tree removal at Gibbs Lake and Oak Bay Parks. Increases in rental fees for office space and shop space; and unexpected roads equipment rental fees for repairs at H.J. Carroll Park. RECEIVED Respec:tfi! subm~ ~U 'rv# Elected OfIlclaUDe ent Head Signature JEFFERSON COUNTY COMMISSIONERS TO: BOARD OF COUNTY COMMISSIONERS Date: 6/29/11 RE: R.equest For Emergency Budget AppropriationlExtension and Amet)dment Central 8em.... . Construction & Renovaion D~pmtmentlFund Name 301..000-010 Fund Number Commissioners: (check all that apply) a Please ~ advised that after a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessWy expenses of this department for this year. After a careful examination of aD the expenditures within the department hndget with respect to present and future needs, I find that my budget is short. Therefore; I request an emmilency appropriation and budget extension in the amount for this current year for the reason(s) outlined below. ltI For funds other than Current Expense - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes.f No o Please be edvised that a revenue source (Le. grant, new fee) 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 Cnrrent Revision New Bndget Bnd et 334.06.91.0000 Dep!. 'of Archeology & Historic Presevation $0.00 $300,000.00 $300,000.00 $0.00 $0.00 $0.00 $0.00 $300,000.00 $300,000.00 i1ARS # Expenditure Description Cnrrent Revision New Budget Bnd et 594 I 0.62.0000 Buildings $247,600.00 $420,000.00 $667,600.00 $0.00 $0.00 $0.00 $0.00 ---" $247,600.00 $420,000.00 $667,600.00 - _ -,- ,,' ~ ,1-_ , . ~J<~9n for Appropriation$?IT\lDsion __"'W'w'~'_w" IThe County Administrator IllIlhcirized expansion of the Courthouse Roof Renovation project for an additional cost of$70,000. ITh. e county will not receive grant monies until the end of20I I and thus an additi01;al $300,000 is needed for cash flow purposes until the County is reimbursed. . I iThe following projects need to be added to the 2011 C&R program: IIEOC/J~ffCOm roof replacement $40,000 . Castle Hill parking lot design/engineering $10,000 I I; ~..........cw.. ._.__.ww...... Respectful. ~. . . '. 6 ,-- TO: BOARD OF COUNTY COMMISSIONERS Date: June 30, 2011 RE: Request For Emergency Budget AppropriationlExtension and Amendment RISK MANAGEMENT RESERVE DepartmentlFund Name 502-000-010 Fund Number Commissioners: (check all that apply) IZI Please b. 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 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 SI5.000.00 for this current year for the reason(s) outlined below. IZI For funds other than Cu"ent Expense - Is there enough Fund Balance (unencumberad cash) to cover this additional expenditure? Yos.( 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 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 Bud et SO.OO $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BARS # Expenditure Description Current Revision New Budget Bu et 50200001051478.49 Claims $45,000.00 $15,000.00 $60,000.00 $0.00 $0.00 $0.00 $0.00 $45,000.00 $15,000.00 $60,000.00 Reason ror Annron,riationlExtension Claims are nmning higher year to date than in the past several years. It is anticipated that the remaIning budget will not cover the balance of the year. The increase will' come from fund balance in Fund S02. Respec!fully submitted, ~~M~