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Home My WebLink About110711_ca02 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST For Week of November 7, 2011 ~ CONSENT AGENDA D REGULAR AGENDA TO: FROM: DATE: SUBJECT: Board of County Commissioners Philip Morley, County Administrator November 3, 2011 Set hearing date for 2011 Budget SupplementalJExtension 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 set the date for the public hearing. STRATEGIC GOALS: These budget changes are intended to improve the cost effectiveness and efficiency of the requesting departments. FISCAL IMPACT: See attached department and fund requests. REQUESTED ACTION: Set hearing date for November 2.'. 2011 at 10:30 a.m. and publish the hearing notice on November 9 and November 16. 2011. REVIEWED BY: ).ItPV. 2..... :ao Date Please publish 2 times: November 9 & 16, 2011 Bill to: Jefferson County Commissioners Office PO Box 1220 Port Townsend, W A 98368 Account 15829 Non-Departmental JEFFERSON COUNTY STATE OF WASHINGTON IN THE MATTER OF A HEARING NOTICE } FOR PROPOSED SUPPLEMENTAL BUDGET } APPROPRlATIONSIEXTENSIONS 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 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 2011. 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 001-240-000 SUPERIOR COURT Total General Fund $29,336 $29,336 $2,664 $2,664 $32,000 $32,000 SPECIAL REVENUE/CAPITAlJENTERPRlSElINTERNAL SERVICE FUNDS 114-000-010 ECONOMIC DEVELOPMENT FUND $17,208 119-000-010 JEFFCOMCAPITALFUND 140-000-010 LAW LIBRARY 501-000-010 EQUIPMENT RENTAL & REVOLVING Total Other Funds $328,000 $17,208 $328,953 $2,000 $328,000 $676,161 $2,000 $0 $19,208 $328,953 $656,953 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 RESOLVED, 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 21st day of November, 2011, at the hour of 10:30 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 alleged emergency. APPROVED this 7th day of November, 2011. JEFFERSON COUNTY BOARD OF COMMISSIONERS Is/John Austin, Chairman TO: BOARD OF COUNTY COMMISSIONERS Date: 11/0112011 RE: Request For Emergency Budget Appropriation/Extension and Amendment Soperior Com - Geoeral Food DepartmentIFund Name 001.240.000 Fund Number Commissioners: (check all that apply) ~ Please be advised that after a thorough examination of my current budget it appears that the amount aIloeated Is insufficient to pay necessmy expenses of this department for this year. After a earefoI examination of an the expenditures within the department bodget with respect to present and 1jrtore needs, 1 find that my budget Is short. Therefore, I request an emergency appropriation and budget extension in the amount $32,000.00 for this current year for the reason(s) outlined below. IZ! For funds other than Current Expense - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes No.f ~ Please be advised that a revenoe soorce (Le. grant, new fee) has been received by this department which was not included in the annual budget at the tlie It was prepared. Therefore, I request an emergency appropriation and budget extension in the amount of sa,lJS,8lt 2...h!t,?, to include this new revenue in the budget this year as outlined below. BARS # Revenoe Descrlptloo Curreot Revlsloo New Bodget Bo 33401.20.ooot.- Judge Pro Tem $525.00 $2,037.11 $2,562.11 3340 1.20.0005 WItness Reiinbursement $250.00 $626.69 $876.69 $0.00 $0.00 $775.00 $2,663.80 $3,438.80 BARS # Expeodl1ore Descriptloo Curreot RevIsIon New Bodget Bo 51221.41.QI00 Court Commissioner . $22,659.00 $6,400.00 $29.059.00 51281.41.0003 Conflict Attorney $49,970.00 $6,400.00 $56,310.00 51221.49.0010 DueslSubseriptions/Memberships $1,970.01 $6,400.00 $8,370.01 51221.41.0070 Psych EvaluatlooslExpert Services $13,000.00 $6,400.00 $19,400.00 5)221.41.0010 Guardian Ad Litem Fees $1,891.00 $6,400.00 $8,291.00 $89,490.01 $32,000.00 $121,490.01 Reason fotMPropriation/Extension . _ h-he number of criminal filings for 2011 are up. 'This number Is above 2007, 2009 & 2010 and just trailing 2009 by 30. This number can effect a number of budget Une ItelnS includlngjury ,jury board, bailiff, experts & evaluatlOllll, conflict attorneys, inj:erprelers, witnesses, vlsltingjudge,judge pro'iem and commissioner. Tliere was ajoint investigation between the Jefferson County Sheriffs Office and OPNET which resulted in II Superior Court fiUngs and all requiring a conflict attorney due to Jefferson Associated Counsel's representation of the Confidentiallnforrriant. This am~ngst other confliCt appointments has driven all several Une items into the neg,mve. Judge Verser was diagnosed with panereatlc clmcer in July and his absence from the bench is a driving force behind higher titan average fees for court commissioner, visiting judge and judge pro lent. Due to the continuIng recession and higher titan average unemployment rate their has been more appointments of guardian ad litems IIi I family law cases at county expens~. 1 was unable tomect the 3rd quarter appropriation deadUne due because in order to make t informed request I needed specific invoiCeS to compute tb3t amount and did not receive them until the last week of October. :m:;~bDtte~ ~ U .- TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget ApproprlationJExtension and Amendment ECONOMIC DEVELOPMENT 114 DepartmentlFund Name Fund Number Commissioners: (mark all thet 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 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) outlined beiow, I request an emergency appropriation and budget extension in the amount of: I $17,208 I Date: November 2,2011 00 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? [KjVes 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 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS expenditure # Description CURRENT REVISION AMENDED 55100.41.0000 PROFESSIONAL SERVICES $28 540 $17,208 $45 748 $0 $0 $0 TOTAL EXPENDITURE $28,540 $17,208 $45,748 Reason for A ro rlatlonJExtension A portion ofWSU Team Jefferson contrsct was paid in 2011 for 2010 service equai to 4,708. In addition $12,500 Is allocated for July 1 to December 31 to pay Associated Deveiopment Organization services by EDC Team Jefferson. Eiected re TO: BOARD OF COUNTY COMMISSIONERS Date: November 1. 2011 RE: Request for Emergency Budget Approp_n and Amendment JeIICom CaPital Fund 119 O."af.menllFund Name Fund Number Commlsslonem: (mark all thai apply _ an "X") 00 Pleese be ed_thai aIIer a thorough examJnaIlon 01 my ourent bud9el nap_thai the amount aIIoceled Islnsufliclenl to pay necessary expenses 01 thls departmenl for thls year. After a careful examination of all the expendllurea within the departman1 budget _ respect to present and fulura neecle, I find thai my budgells sholl. Therefore, for thls curren! year for the reason(s) oulIIned below. I request an ~ epproprlellon and budget_In the amount 01: 1__ D For _ other than Curran1 Expanse (General FuncI)- -I. !here enough Fund BaJance (unern:umberad cash) to cover thls ed_ expendlIure? Cilves DNa 00 Pleese be _thai a revenue source (La grant, .-leel has been received by this d......hl""'! which was not included In the annoel bud9el at the time n was prepared. Therefore. I request an emergency approprfalion and budget_to Include thls new revenue In tha budget thls year... oulIined below In !he amount 01: I _.IlOO BUDGET BARS R_ue' DeacrlptJon CURREN1REV1SION AMENDED 38110.00.0501 Loan from ER&R Fund $0 $328 000 $3281 $0 TOTAL REVENUE $0 $328.000 $328,000 BUDGET BARS Expondilun>' Deat.t1"lh.., CURREN REVISION AMENDED 59120.79.0501 Loan enttoER&R $328 000 $328 000 _.52.0501 I_on loan 5l95l 59531 6'11.';3. $0 $0 $0 TOTAL EXPENDIl'URE $0 $328.859 $328,953 _for on This Is to approprlate the revanua and expendlIure 01 e Jntennlum loan to JeffCom from the EquIpment Rente Fund approyacl by the BOCC In June 2011. Thl8loan provIdad cash flow to cover the cepIlaI ou1Iay for the costs 01 the RMS system prforto receMng 328.000 In bond funds. TO: BOARD OF COUNTY COMMISSIONERS Date: 11/0212011 RE: Request For Emergency Budget Appropriation/Extension and Amendment Law Ubrary DepartmentIFund Name 140.000.010 Fund Number Commissioners: (check all that apply) IZl Please be advised that after a thorough examination of my current budget It appears that the amount allocated is insufficient to ~ necessary expenses of this department for this year. After a careful examination of an the expenditures with1n the department budget with respect to present and future needs, I tind that my budget is short. Therefore, I request an emergency appropriation and budget extension in the amount $2,000.00 for this current year for the reason(s) outIJned below. IZl For funds other than CU"ent Expense - Is there enough Fund Balance (unencumbered cash) to cover this additional expendItore? Yes.f No 1:1 Please be advised that a reveuue source (Le. grant, new fee) bas beeu received by this department which was not Included In the annual budget at the thne 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 RevlsIon New Budget Bu et $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BARS # Expenditure DescrlptIou Revision New Budget 59412.64.0010 Law Library - mach'fle $2,000.00 $11,000.00 $0.00 $0.00 $0.00 $0.00 $9,000.00 $2,000.00 $11,000.00 Reason for Annronriation/Extension In a cost cotting measure Judge Verser cancelled several paper subscriptions for the Law Library. These materials can be found online or using our Westlaw subscription. This budget is uot from the General Fund but instead is based on a portion of certain tiling fees that are received by eIther the Snperlor Court or District Court. Certain publlcatiou updates were more expensive than had been expected, therefore, the original budget of$9000 is inadequate. 1 am asking for a 4th quarter appropriation in the amount of $2000 from the Law Library reserves to cover the Westlaw November and December subscription and any small publication invoices that might be due before the end of the year. ::rEd2 ~, TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget ApproprietionlExlenslon end Amendment Date: November 1, 2011 EquIpment Rental & RevolvIng Fund DepartmenllFund Name Commissioners: (mark all that apply with an ''Xi [&] Please be advised that after a thorough examination of my curent budget tt 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 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 $328,000 I 601 Fund Number D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expendtture? WYes DNo [K] Please be advised that a revenue source (I.e. grant, new fee) has bean received by this department which was not included In the annual budget at the time tt 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 $328,953 I BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 38120.00.0119 Loan Recavrnent from JeffCom Caottal Fund $0 $328.000 $328 000 36610.00.0119 Interest Income $953 $953 . $0 $0 TOTAL REVENUE $0 $328,953 $328,953 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 58110.00.0119 Loan to JeffCom Caottal Fund $328 000 $328 000 $0 $0 $0 $0 TOTAL EXPENDITURE $0 $328,000 $328,000 Reason for AllprooriationlExlension This is to appropriate the revenue and expendtture of an intermium ioan to JeffCom from the Equipment Rental Fund approved by the BOCe in June 2011. This ioan provided cash flow to cover the capttal outlay for the costs of the RMS system prior to receiving 328,000 in bond funds. Respectfully Submitted, ~~~ Eiected Offici lID rtment Head Signature