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Home My WebLink About100311_ca01 Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County AilminiRtrator FROM: Leslie Locke, Deputy Clerk of the Board DATE: October 3, 2011 SUBJECT: RESOLUTION and HEARING NOTICE re: Third Quarter 2011 Budget Appropriations/Extensions; Various County Departments; Hearing scheduled for Monday, October 24, 2011 at 10:00 am. in the Commissioners Chambers 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 approve the public notice only; the individual changes will be reviewed at the public hearing. ANALYSIS: These budget changes are intended to improve the cost effectiveness and efficiency of the requesting departments. The Hearing Notice will be published in the Leader on October 5 and 12,2011. FISCAL IMPACT: Provided in Resolution. RECOMMENDATION: Approve resolution to publish a notice for the hearing set for October 24, 2011 @ 10:00 a.m. in the Commissioners Chambers. 74:1I3D Date JEFFERSON COUNTY STATE OF WASHINGTON IN THE MATTER OF A HEARING NOTICE } FOR PROPOSED 2011 3"' QUARTER } SUPPLEMENTAL BUDGET } APPROPRlATlONSIEXTENSIONS FOR} RESOLUTION NO. VARIOUS COUNTY FUNDS } WHEREAS, various Jefferson County departments have made requests for supplemental budget appropriations/extensions for their 2011 budgets; and, WHEREAS, the increased spending in such 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 Federai govemment, or proceeds from the sale of bonds, or budgated 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 2011. The foliowing identified revenue and expenditure amounts are to be added to the various Funds. Expenditure amounts in excess of revenues listed shali be appropriated from the unencumbered balances and represent an extension of the Fund budgets listed: AMOUNT FROM UNENCUMBERED FUND BALANCE FUND 1# FUND NAME CURRENTEXPENS~GENERALFUND 001-050-000 CLERK $0 oo1-08(l.000 DISTRICT COURT $0 oo1-18!l-000 SHERIFF $0 001-270-000 NON-DEPARTMENTAL $30,000 001-261-000 OPERATING TRANSFERS ~ Total General Fund $30,000 SPECIAL REVENU~CAPrrALIENTERPRlSEIINTERNAL SERVICE FUNDS 174-000-010 PARKS & RECREATION $15,024 108-000-010 WSU EXTENSION $0 Total 01her Funds $15,024 REVENUE EXPENSE $0 -$8,511 $0 $8,511 $11,502 $11,502 $0 $30,000 $250,000 $260,000 $261,502 $261,502 $38,950 $51,974 $16,900 $16,900 $53,850 $58,874 NOW, THEREFORE, BE IT RESOLVED, that an emergency Is hereby declared, and that supplemental budget appropriations/extensions be made for the above noted funds. BE IT FURTHER RESOL VED, that a public hearing be held on the said emergency extensions and that said hearing be held in the County Commissioners' Chambers, Courthouse, Port Townsend Washington, on the 24th day of October, 2011, 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 extensions for such alieged emergency, APPROVED this 3rll day of October, 2011. JEFFERSON COUNTY BOARD OF COMMISSIONERS SEAL: John Austin, Chairman Phil Johnson, Member ATTEST: Raina Randali, Deputy Clerk of the Board David Suliivan, Member TO: BOARD OF COUNTY COMMISSIONERS Date: 9/1312011 RE: Request For Emergency Budget AppropriationlExtension and Amendment DIstrlet Court DeparbnentIFund Name 001 080 000 Fund Number Commk<rioners: (check all that apply) [J 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 eumlnatlon of aD the expeDdituros wlthlu the department budget with respect to present and future needs, I find that my budget is short. 'I'bereforEI,1 request an emergency appropriation and budget extension in the ,amount for this current year forthe reason(s) outlined below: [J For jiutds other titan Current Expense - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditllre? Yes No [J Please be advised that a revenue soune (Le. grant, uew fee) bas beeu reeelvad by this department which was not included in the annnal budget at the time it was JllOI""ed. Therefore, 1 request an emergency appropriation and budget extension in the amount of $0.00 to include this new revenue in the budget this year as outlined below. BARS II Revenue DeserIptIoIl Correllt Revision New Bndget Bn $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BARS II Expenditure DeserlptlOIl ClllTOnt Revision New Budget Bn 001080000 .51240 Jury M8IIager Salary $0.00 $5,108.82 $5,108.82 001080000 51240 Jury Manger Benefils $0.00 $3,401.88 $3,401.88 $0.00 $0.00 $0.00 $0.00 $8,510.70 $8,510.70 Reason for A . 'onlExtension The County Clerk agn:ed to release the peISOIlIlel costs for a .4FI'E equivalent per the 201 I Deputy Clerk sa1ary line 001.050.000.51230.10.20, to commence on or about August 15,2011 fortmining purposes, to cover the cost ofa part time deputy to perform jury management func:tlons in the District Court AdminlsfJutor's office. In 2011 this amount is auticlpated to be approximately $5108.82 in wages and $3401.88 in benefits, pro-rated for the remaining 22 weeks of201 I. Any variance in excess of 105% of these figun:s will be tsken from the Trial Court Improvement Fund rather than the Clerk's budget. Respectfully submitted, ....tk eLc......€ ~ ~ TO: BOARD OF COUNTY COMMISSIONERS Date: September 20,2011 RE: Request for Emergency Budget AppropriationlExtension and Amendment Parks and Recreation Department/Fund Name Commissioners: (mark all that apply with an "X") [K] 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 t4::e~~JltFn~~ ~ 'iI. f! Mure needs. I find that my budgat is short. Therefore, for this current year for the rei;lsSn'l>-o~tllMa;" 11 ~y below. I request an emergency appropriation and budget extension In the amount of: I $61,974 I D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance SEP :2 1 2Dl1 (unencumbered cash) to cover this additional expenditure? J E F ik it: ~ 'C. '" ',. '. [K]Yes . ~,,~.l !;;Jl "'~ ~J N (; 0 U N TV DNo Cu ~i!USSgONjFR:t" [K] Please be advised that a revenue source (I.e. grant, new fee) has been received by this ' ,C """, i{ "'~., department which was not included in the annual budget at the lime it was prepared. Therefora, I request an emergency appropriation and budgat extension to include this new revenue in the budget this year as ouliined below in the amount ot I $36,960 I 174-000-010 Fund Number f' (,~,/". BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 3476010.0065 Youth Classes-Kid Fit $3.200 $1 ,800 $5.000 3476020.0010 Countv Dav Camos $14.000 $8 000 $22 000 36240 00 0006 Fac Rent-Reo Center Birthdavs $1 200 $1 200 $2 400 362 40 00 0011 Memorial Field SoortslOther $800 $1500 $2.300 362 40 00 0012 Memorial Field School Rents $0 $11,500 $11 500 362 40 00 0021 HJC Soccer Fields Rental $1 400 $700 $2.100 367 11 00 0000 Donations from Private Sources $0 $1 250 $1.250 397 00 00 0175 Transfer from Parks Imorovement $7,791 $11,000 $18.791 . , rorAL:REVENUE $28,391 $36,950 $65.341 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 575 20 31 0000 Ooeratina Suoolies $3 000 $1,000 $4,000 575 20 47 0000 Public Utilities-Memorial Fiatd $9.000 $4,000 $13,000 575 20 48 0000 Reoair & Maintenance-Memorial Field $12.950 $4,050 $17.000 5761031 0000 Ooeralino Suoolies $2 750 $1,000 $3,750 5761041 0000 Professionai Services-Parks $22.150 $29,850 $52,000 576 10 95 ??oo Interfund Rents & Leases-Parks $33.786 $3.500 $37,286 576 80 10 0000 Salaries & Waaes-Field Maint $21.168 $5,174 $26 342 576 80 31 0000 Ooeralina Suoolies . $1.800 $3400 $5,200 , tOTAL EXPENDITURE $106,604 $51,974 $158,578' Reason for Approprialion!Extension Kid Fn. Day Camps. and Roo Canter Birthdays are reCleation progrems lhat have eamad revenue In excess of budget. Similarly. fees for field rentals at Mamorlal Field and HJ Carroll Park are exceeding expectations. In bolh cases additional budget in expenditures for operetlons Is needed at lhls time. A transfer from Parks Improvement Is needed to budget unexpected revenue and expenditures at Qullcene and Lake Leland Campgrounds which were re-<>pened by volunteers In lhe spring of 2011. The transfer from parks Improvement also covers unexpected office. shop and equipment rental fees, and removal of danger trees dsmaged by wind storms at Gibbs Lake and Oak Bay Parks. The request for Increased budget In professional services for parks is for lhe consu,ltanta currently supporting the Explomtory Regional Parks and Recreation Commltlee. A portion of lhls expendfture will be funded using fund balance from Parks and Recreation R~UII Elected Offici TO: BOARD OF CO~NTY COMMISSIONERS RE: Request for Emergency Budget ApproprlationlExtension and Amendment Date: Septernber22,2011 Sheriff's OffIce DepartmentlFund Name Commissioners: (mark all that apply with an "X") W 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 $11,602 I D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B~~ W 180 Fund Number 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 $11,602 I BUDGET . BARS Revenue # Description CURRENT REVISION AMENDED Homeland Securltv Eouioment Grant $0 $11,502 $11 502 $0 note: BARS # to be determined $0 $0 ." ...< ..... .' ... ...'../c' <.".TOTALREveNtJE. $0 $11,502 $11,502 BUDGET BARS ExpendIture # Description CURRENT REVISION AMENDED 54921.63.0010 Securitv Gate $0 $11502 $11 502 $0 $0 $0 $0 .... " . ". . ..:. :.>/TOrAL"'''{PEI\lDlTURE $0 $11,502 $11,502 Reason for AccrocrlationlExtension Homeland Security through Kitsap County has approved payment for Increased security at the Jail via a security gate with keypad entry. This appropriation adds the revenue and expense. Respectfully Submitted, Elected OfficiallDepartment Head Signature TO: BOARD OF COUNlY COMMISSIONERS RE: Request for Emergency Budget AppropriationlExtenslon and Amendment Date: September 16, 2011 WSU Extension - Noxious Weeds DeparlmentlFund Name Commissioners: (marl< all that apply with an "X") D Please be advised that after a thorough examination of my current budget it appears that the amount allocated Is Insufflclent 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 Mure needs. I find that my budget Is short. Therefore. for this current year for the reason's oullined below. I request an emergency appropriation and budget exlension In the amount of: I $16.900 I D For funds other than Current Expanse (General Fund)- - Is there enough Fund Balance (unencumbered cesh) to cover this additIonal expenditure? B~:s [!] 108000010 Fund Number 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 exlension to include this new revenue In the budget this year as outlined below In the amount of: I $16.900 I BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 33831000030 Clallam County Noxious Weed Reimbursements $5 000 $16100 $21100 34710000040 Hood Canal Salmon Enhancement $0 $800 $800 $0 $0 . ....... ...... ..... .' : .. //: ..' :'. . TO.TAL:REVENOE $5.000 $16.900 $21.900 BUDGET BARS Expenditure ## Description CURRENT REVISION AMENDED 108000010.53160.10. Salaries and waaes $15,133 $12200 $27,333 108000010.53160.20 Benefits $2 067 $2 100 $4 167 106000010.53160.43 Travel $800 $500 $1 300 108000010.53160.31 Suoolles $300 $500 $800 108000010.53160.41 Professional Services $0 $1.600 $1,600 . . 'c ...... ./<' '0' '0 TOTAt':l:Xf'ENDI11IRE $18,300 $16.900 $35,200 Reason for AppropriationlExtenslon Respectfully Submitted. ---fJ--4.. --AU Elected OfficlallDepartment Head Signature TO: BOARD OF COUNTY COMMISSIONERS Date: September 22, 2011 RE: Request for Emergency Budget AppropriationlExtension and Amendment General Fund - Non-Departmental 001-270-000 DepartmentlFund Name Fund Number Commissioners: (mark all that apply with en "Xi 00 Please be advised that after a thorough examination of my curent budgat it appears that the amount allocated is insufficiant to pay necessary expenses of this department for this year. After a careful examination of aU the expenditures wlthliJ the department budget with respect to present and future needs, I find that my budgat is short Therefore, for this current year for the reason(s) ouUined below, I request an emergency appropriation and bUdgat extension in the amount of: I $30,000 I D For funds other than CUrrent Expense (General Fund)- - Is there enough Fund Balance (unancumbered cash) to cover this additional expenditure? B~~ 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 budgat at the time it was prepared. Therefore, I request an emergency appropriation and budgat extension to include this new revenue in the budgat this year as ouUined below in the amount of: I $0 BUDGET BARS Revenue # DescrIption CURRENT REVISION AMENDED $0 $0 $0 $0 -,<, ............. . '. . .,' '" "<' ';TOTAl J:l.EVENUe. $0 $0 $0 BUDGET BARS expenditure # Description CURRENT REVISION AMENDED 51990.41.0100 DNR- nt for admin services $30,000 $30 000 $0 $0 $0 . .' .... ..../.. >,.,/'>"/ . TOT~LEXPEND1TURE $0 $30,000 $30,000 Reason for APDroDriationlExtension This Is for DNR costs in withdrawing, re-drawing, and re-adverlising the Silent Alder TlITlberSaIe without 291 acres of proposed Trust Land between Beausita Lake and Gibbs Lake. This appropropriation was submitted and approved the 2nd quarter of 2011, but was incorreclly stated as a revenue instead of an expenditure on the ResoIuUon. this submitaI is to correct that resolution. Respectfully Submitted, Elected OfflcIaI/Department Head Signature TO: BOARD OF COUNTY COMMISSIONERS Date: September 22, 2011 RE: Request for Emergency Budget AppropriationlExtenslon and Amendment Operating Tranefers 001.261.000 DepartmentlFund Name Fund Number Commissioners: (mark all that apply with an "Xj 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) ouIlined below, I request an emergency appropriation and budget extension in the amount of: I I o For funds other than Current Expense (GenereJ Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B~:s m 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 beiow in the amount of: I $250,000 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 001250000.395.10.10 DNR Tunber Revenue $230000 $250 000 $480.000 $0 $0 $0 '../ .'. . . . ......... ..... TOTAt.ttEVENUE $230,000 $250,000 $480,000 BUDGET BARS Expenditure t# DescrIption CURRENT REVISION AMENDED 597.00.300 Transfer to Canltallmnrovement fund 302 $0 $250 000 $250 000 $0 $0 $0 ..<............ .,.y> /'y/(T()TAL.t:J(pENo1TURE $0 $250.000 $250,000 Reason for ADDroDriationlExlension One time revenues received from DNR TlD1ber Revenues in 2011 will go to CapltaIlmprovement Fund 302 to cover costs for 2012 debt payments not covered by REET (real estate excisa tax) in 2012. " Respectfully Submltled. EIecled OfficiallDepartment Head Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget AppropriationlExtension and Amendment Superior Court Clerk 001-050-010 DepartmentlFund Name Fund Number Commissioners: (mark all thet apply with an "X") D Please be advised the! 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 exPBndltures withIn the department budget with respect to present and Mure needs, I find that my budget is short. Therefore, forthis current year for the reeson(s) outlined below, I request an emergency appropriation and budget extension in the amount of: I I Dete: September 22, 2011 D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B~:s 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 BUDGET BARS Revenue # Description CU RRENT REVISION AMENDED $0 $0 $0 $0 "~':~;;'cc;,,,,,n.':~?""C'7"-;;c:'':"~':;~;;c,,,,,;~:,:':...,,.."'F"r.e_~~ $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51230.10.0020 Suparior Court Clerk II $15,227 -$5,109 $10,118 51230.20.0000 Personnel Benefits $97 440 -$3,402 $94 038 $0 $0 ;~F";;;'..<e.;';'\c~"A"':';"'~';;;:'=-=~C~~~_:IlB~ $0 $112,667 -$8,511 $104,156 Reason for AnnrnnriationlExtenslon This position the! was responible for Jury management will now be included in the District Court budget Gr:~jr:' Elected . lIDepartment Head Signature