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Home My WebLink About042312_ra01 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: FROM: Board of County Commissioners Philip Morley, County Administrator Erin Lundgren, Clerk of the Board April 23, 2012 HEARING re: Proposed Supplemental Budget Appropriations!Extensions for Varions County Funds DATE: SUBmCT: STATEMENT OF ISSUE: Varions County departments have requested increases to their 2012 Budget Per RCW 36.40.140, the Board of County Commissioners must hold a public hearing regarding the proposed budget changes. ANALYSIS: These budget changes are intended to address unanticipated revenues and expenditores of the requesting departments. FISCAL IMPACT: See attached department fund requests. RECOMMENDATION: Approve the resolution for the 1 sl quarter supplemental budget appropriations. REVIEWED BY: Y';/ 8' ~2. Date STATE OF WASHINGTON Jefferson County ORDER: BUDGET APPROPRIATIONS! EXTENSIONS FOR VARIOUS COUNTY DEPARTMENTS } } } RESOLUTION NO. WHEREAS, the Jefferson County Board of Commissioners ilid on the 9th day of April, 2012 declare that an emergency existed for the 1isted 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 ilid on the 9th day of April, 2012, set a hearing on said emergency for the 23rd day of April, 2012, 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 April!1 and 18, 2012 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 Iisted funds, that the County Auditor is hereby directed to extend the budget of the following funds by the amouuts 1isted and per the attached requests: AMOUNT FROM UNENCUMBERED FUND BAlANCE REVENUE FUND # FUND NAME CURRENT EXPENSE/GENERAL FUND 001-060-000 COUNTY COMMISSIONERS $14,961 001-261-000 OPERATING TRANSFERS $335.000 Total General Fund $349,961 SPECIAL REVENUE/CAPITAUENTERPRlSEIINTERNAL SERVICE FUNDS 108-000-010 119-000-010 122-000-010 125-000-010 142-000-010 EXPENSE $0 $14,961 $335.000 $349,961 $5,500 $51,805 504-000-010 505-000-010 WSU JEFFERSON COUNTY EXTENSION JEFFCOM CAPITAL FUND JEFFCOM OPERATING FUND HOTEUMOTEL PUBLIC DEFENSE INDUSTRIAL INSURANCE RESERVE EMPLOYEE BENEFIT RESERVE ~ $57,305 $117,496 $2,608 $2,971 $4,728 $26.121 $153,924 Total Other Funds APPROVED this day of April, 2012. SEAL: JEFFERSON COUNTY BOARD OF COMMISSIONERS John Austin, Chairman ATIEST: Phil Johnson, Member Raina Randall, Deputy Clerk of the Board David Sullivan, Meruber $5,500 $117,496 $51,804 $2,608 $2,971 $4,728 $26.121 $211,228 TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget ApproprlatlonlExtension end Amendment Commlsslonera 001-060-000 DepartmenllFund Name Fund Number Commissioners: (mark all that apply with an "X") [K] Please be advised that after a thorough examination of my current budget It appaars 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 end 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 $14,961 I D For funds other than Current Expense (General Fund)- - Is there enough Fund Balence (unencumbered cash) to cover this additional expenditure? B~~ D Please be advised that a revenue source (I.e. grant, new fea) has been received by this department which was not Included In the annual budget at the time It wa& prepared. Therefore, I request an emergency appropriation end budget extension to Include this new revenue In the budget this year as outlined below In the amount of: I $0 Date: March 26, 2012 BARS Revenue # Description BUDGET CURRENT REVISION TOTAL REVENUE $0 $0 AMENDED $0 $0 $0 $0 $0 TOTAL EXPENDITURE BUDGET CURRENT REVISION AMENDED $230 $14961 $15191 $0 $0 $0 $0 $230 $14,961 $15,191 BARS expenditure # 51160.49.0050 Description Historic Document Preservation Reason for A ro riatlonlExtenslon Since 2007 Jefferson County has authorized funding to the Jefferson County Historical Society (JCHS) for the preservation of historic documents. In 2011 and 2012 no funding wa& budgeted or allocated to JCHS. While JCHS has requested $10,200 per year for 2011 and 2012, revenues are below that amount for 2011 and are projected to be below than that amount In 2012. This supplemental budget appropriation will allow for the allocation of funding to JCHS In an amount equal to the available revenue In 2011 and within projected revenue for 2012 as follows: $7,961 for2011; end $7,000 for 2012. R J TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Appropriation/Extension and Amendment Operating Transfers 001-261-000 DepartmentlFund Name Fund Number Commissioners: (mark all thet 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 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 $336,000 I o For funds other than Current Expense (General Fund)- -Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B~~ 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 to include this new revenue in the bUdget this year as outlined below in the amount of: I Date: March 26, 2012 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 $0 $0 $0 BARS Expenditure II 59700.00.0350 0 ratin BUDGET CURRENT REVISION AMENDED $25 891 $335 000 $360 891 $0 $0 $0 $0 ";il!!!ijilll!liiilli!'. TAL EXPI;NDITURE $25,891 $335,000 $360,891 '1,1'11'1""> Reason for A ro riation/Extension Appropriate one-time revenues received in 2011 to Capitallmrprovement Fund. $235,000 will be allocated for debt service payments in 2013 and $100,000 earmarked for capital repair and maintenance projects. Res TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget AppropriationlExtension and Amendment WSU Jefferson County extensIon 108 DepartmentlFund 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 $6,600 I o For funds other than Current Expense (Generai Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B~~ [!] 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 $6,600 Date: March 19, 2012 S3/Qo.'-I1. Description Project Contract Consultan! Travel Supplies Co n I rintin 010 BUDGET Description CURRENT REVISION AMENDED $27,500 $5,500 $33,000 $0 $0 $0 "'u!'i',TI!J1l:)TAJliif~UE' $27,500 $5,500 $33,000 BUDGET CURRENT REVISION AMENDED $16,190 $4,650 $20,840 $650 $150 $800 $0 $500 $500 $1,680 $200 $1 880 $0 ""~eI'F ! .~E $18,520 $5,500 $24,020 BARS Revenue # 33314190305 MRC Grant BARS expenditure # 108000010.53190.41.0031 108000010.63190.43.0010 108000010.53190.31.0010 108000010.J_~. ...._1 Reason for A ro riationlExtension MRC Grant amount actually awarded was larger than anticipated when 2012 budget was submitted ~SUbmitted' {:;?( AAA11 ~ - Ejected 0 ciallDepartment Head Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget ApproprlatlonlExtension and Amendment JeffCom Capital 119 DepartmentlFund 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 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 $117,496 I Date: March 16, 2012 [!] For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additlonaJ expenditure? [!]ves 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 BUDGET BARS Revenue # Description . CURRENT REVISION AMENDED $0 . $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS ExPenditure # Description CURRENT REVISION AMENDED 119000010.59428.64.0000 Machinerv & Eouloment $17,000 $117,496 $134,496 $0 . $0 TOTAL EXPENDITURE I $17,0001 $117,4961 $134,4961 Reason for A proprlationlExtenslon NWS RMS expenditures (milestone billings and field reporting) and A1catel Lucent retainer fees were approved and budgeted for in 2011, but not billed until 2012. . TO: BOARD OF COUNTY COMMISSIONERS . RE: Request for Emergency Budget AppropriationlExtension and Amendment JeffCom 122 DepartmentlFund Name Fund Number Commissioners: (mark all thet apply with an .X") W Please be advised that after a thorough examinetion of my current bUdget It appears thet the amount alloceted 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 respacl tQ present and future needs, I find thet my budget is shor!. Therefore, for this current year for the reason's outlined. below, I request an emergency appropriation and budget extension in the amount of: I $51,804. 1 D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered. cash) to cover this additional expenditure? B~~ 00 Please be advised thet a revenue source (I.e. grant, new fee) has been received by this department which was not inCluded in the annual budget et the time It was prepared. Therefore, I request an emergency appropriation and budget extension to include this n_ revenue in the budget this year as outlined below.ln the amount of: I $51,805 Dele: March 15, 2012 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 122000010.33401.81.0010 Stele E-911 Grant - Wireless $178 899 $51 805 $230,704 $0 $0 $0 TOTAL REVENUE $178,899 $51,805 $230,704 BUDGET BARS ExpendIture # Description CURRENT REVISION AMENDED 122000010.52810.10.0130 Communications Officer Salarv $0 $34,816 $34,816 122000010.52810.20.0000 Communications Officer Benefits $265,080 $16988 $282 068 $0 TOTAL EXPENDITURE 1 $265,0801 $51,8041 $316,8841 Reason for Appro riationlExtension Washington Stele will be funding the full amount of our contract grant which includes the Communications Officer position held opan in the original budget. TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget AppropriatlonlExtenslon and Amendment HoteUMotel 125-000-010 DepartmentlFund Name Fund Number Commissioners: (mark all that apply with an "Xn) 00 Please be advised thet after a thorough examination of my currant budget it appears thet 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 future needs, I find that my budget is short. Therefore, for this currant year for the reason's outlined beiow, I request an emergency appropriation and budget extension in the amount of: I $2,608 I D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered 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 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: March 26, 2012 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51990.41.0052 Promotional Activities $86 000 $2 608 $88 608 $0 $0 $0 $0 TOTAL EXPENDITURE $86,000 $2,608 $86,608 Reason for A pro riatlonlExtenslon Appropriation of funds for the TCC to offset 2011 costs paid In 2012 because of the installation of a security camera system at the Olympic Penlnsuia Gateway Visitor Center In 2011. TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget ApproprlationlExlension and Amendment Public Defense 142-000-010 DepartmenllFund Name Fund Number Commissioners: (mark all thet 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 expanses of this department for this year. After a careful examination of all the expenditures within the deparbnenl budget with respect to present and future needs, I find that my budgat is short. Therefore, for this current year for the reason's outlined below, I request an emergency approprlation and budgat extension in the amount of: I $2,971 I D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this addltlonal 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 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: March 26, 2012 BARS Revenue # Description BUDGET CURRENT REVISION TOTAL REVENUE $0 $0 AMENDED $0 $0 $0 $0 $0 TOTAL EXPENDITURE BUDGET CURRENT REVISION AMENDED $35 000 $2,971 $37 971 $0 $0 $0 $0 $35,000 $2,971 $37,971 BARS expenditure # 51281.41.0000 Description Professional Services Reason for A ro rlationlExlenslon Appropriation of funds for investigative services rendered In December 2011 per the public defense agreement between Jefferson AssocIated Council and Jefferson County. 3/tU,!f:L TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget Approprlation/Exlension and Amendment Industrial Insurance Reserve 604-000-010 DepartmenllFund Name Fund Number Commissioners: (mark ell the! apply with an "X") [K] Please be advised the! after a thorough examination of my current budget it eppears the! the amount allocated is insufflclentto 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 the! 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 $4,728 I De!e: March 26, 2012 o For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B~~ 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 e!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 BARS Revenue # DescriptIon BUDGET CURRENT REVISION TOTAL REVENUE $0 $0 AMENDED $0 $0 $0 $0 $0 BUDGET BARS expenditure # DescriptIon CURRENT REVISION AMENDED 51761.41.0000 L&I Administration Costs $14000 $4,728 $18728 $0 $0 $0 $0 TOTAL EXPENDITURE $14,000 $4,728 $18,728 Reason for A ro rlation/Exlension Appropriation of funds for Labor and Industry claims management service. Respectfully " TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Emergency Budget ApproprlationlExtension end Amendment Employee Benefit Reserve 605-000-010 DepartmentlFund Name Fund Number Commissioners: (mark all that apply with an "X'1 [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 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 $26.121 [ Date: March 26, 2012 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 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure II Description CURRENT REVISION AMENDED 51721.41.0010 Other Post-Retirement Costs $125000 $26121 $151.121 $0 $0 $0 $0 TOTAL EXPENDITURE $125,000 $26,121 $151,121 Reason for Approprlation1Ex!enslon Appropriation of funds for payment of excess compensation benefit resulting from the ratirement of the Direclor of Community Development In November 2011. 3/~