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Home My WebLink About072015_ra01Regular Agenda 10:00 a.m. JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Executive Assistant DATE: July 20, 2015 SUBJECT: HEARING re: Proposed 2015 Second Quarter Budget Appropriations /Extensions for Various County Departments STATEMENT OF ISSUE: Various County Departments have requested increases to their 2015 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 expenditures of the requesting departments. The Hearing Notice was published in the Leader on July 8 and 15, 2015. FISCAL IMPACT: See attached department fund requests. RECOMMENDATION: Hear public testimony and consider approval of a resolution to adopt the 2 "d quarter supplemental budget appropriations. REVIEWED BY: n istrator Date STATE OF WASHINGTON Jefferson County ORDER: BUDGET APPROPRIATIONS/ EXTENSIONS FOR VARIOUS COUNTY DEPARTMENTS RESOLUTION NO. WHEREAS, the Jefferson County Board of Commissioners did on the 6' day of July, 2015 declare that a need 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 6" day of July, 2015, set a hearing on said need for the 20x` day of July, 2015, 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. 100 on July 8 and 15, 2015 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: SEAL: AMOUNT FROM UNENCUMBERED FUND 4 FUND NAME FUND BALANCE REVENUE CURRENT EXPENS FIGENERAL FUND 001- 068 -000 Community Services Fund 001- 270 -000 Non - Departmental $6,250 $47,238 EXPENSE $6,250 $47,238 Total General Fund $53,488 $0 $53,488 SPECIAL REVENUE/ CAPITAL / ENTERPRIS E / INTERNAL SERVICE FUNDS 108- 000 -010 WSU JeffCo Extension 125- 000 -010 HotetMotel Fund 160- 000 -010 Water Pollution Control 187- 000 -010 Quilcene Flood Control Fund 308 -000 -010 Conservation Futures Fund $6,600 $6,600 $38,283 $38,283 $1,000 $1,000 $15,000 $15,000 $143,573 $143,573 Total Other Funds $204,456 $0 $204,456 APPROVED this 20" day of July, 2015. ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS David Sullivan, Chairman Phil Johnson, Member Kathleen Kier, Member ipla5115 hno 5 TO: BOARD OF COUNTY COMMISSIONERS Date: June 15, 2015 RE: Request for Budget Appropriation /Extension and Amendment 068 Community Services 001 -2" -000 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 appropriation and budget extension in the amount of: $6,250 ❑ X For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? X Yes No 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 appropriation and bud et extension to include this new revenue in the budget this year as outlined below in the amount of: $0 Reason for Appropriation/Extension (1) Appropriate $6,250 for 2014 4th quarter payment paid to EDC in 2015. as cff liy itss , Elected Off ii; epartment ead Signature d � Anv�e. S' TO: BOARD OF C UNTY COMMISSIONERS Date: June 15, 2015 RE: Request for Budget Appropriation/Extension and Amendment Non - Departmental 001 - 270-000 Department/Fund Name Fund Number Commissioners: (mark all that apply with an 'X') ❑ 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 appropriation and budget extension in the amount of: $47,238 7X For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? BX Yes No 0 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 appropriation and bud et extension to include this new revenue in the budget this year as outlined below in the amount of: $o (1) Appropriate amount for contract increase in 2015 for Public Defense. (2) 2014 costs for Pierce trial billed in yeesp ` II S `itte �j L Elected Offici&166partment Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION JAMENDED 51281.41.0002 Public Defender 1 $523,611 $42,106 $565,717 51281.41.0003 Court Appointed Attorney 2 $0 $5,132 $5,132 $0 $0 $0 7 TOTAL _ ND $523,611 $47,238 $570,849 (1) Appropriate amount for contract increase in 2015 for Public Defense. (2) 2014 costs for Pierce trial billed in yeesp ` II S `itte �j L Elected Offici&166partment Head Signature CC TO' BF�FC� N COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment Date: June 1 2015 WSU JeffCo Extension 108 Department/Fund Name Fund Number Commissioners: (mark all that apply with an "X ") Ox Please be advised that after a thorough examinatici 1pY n-4 sbrrrlbbudget 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 wft respect to prlesgnft;jd,futuraneeds, I find that my budget is short. Therefore, for this current year for the reason s outlined below, I,ret uestgrl appropriation and budget extension in the amount of: t " $6,600 F7 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes No E7 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 appropriation and budget extension to include this new revenue in the budget this year as outlined below in the amount of: 0 reason Tor of 2013, our lease with Port of Port Townsend has gone up as per contract; we have hired more staff, out growing our location. We have leased the Marina from the Port of Port Townsend to use for meetings, as training facility and classes. Marina Room can house more than 25 attendees (Maorona Room at Cupola houses only 25) the Marina Room is also ADA accessible while Extension office is not This will allerviate concerns over accessibility that WSU and City of Port lend have had over recent years. The Port of Port Townsend has agreed to lease the Manna Room for 100 uses, at a lower rate of $20luse. The other office that we entering is in the old Brown Farmhouse at the crossroads (CentedChimacum & HWY 19). Many of our office members spend substancial tme in the )cum area `or meetings with produmers and group meetings, we have had a difficult time with having a secure, stable space for these events. This space is developed as a Co -Lab space similar to the PT Cci and will be housing the regional director for the American Farmland Trust, Organic Seed Alliance. WSU sion Small Farms Program and hopefully Craff3(among others). This office will be used by three staff members and affiliates -our Small Farms Coordinator, the Coordinator and our Food Security Vista /Amencorm Volunteer, our Director Laura Lewis will be also utilizing this office. The lease is for one year approximately I. With these additional spaces our annual budget for office space will be approximately $26785.66. This still a savings from previous location in Port Hadlock. Respec"tfuf 11 SS�bmitt�ed, Elected Official /Department Head Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED AMENDED 108000010.57121.45.0010 Building Rent - Extention $20,400 $6,600 $27,000 $0 $0 $0 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 reason Tor of 2013, our lease with Port of Port Townsend has gone up as per contract; we have hired more staff, out growing our location. We have leased the Marina from the Port of Port Townsend to use for meetings, as training facility and classes. Marina Room can house more than 25 attendees (Maorona Room at Cupola houses only 25) the Marina Room is also ADA accessible while Extension office is not This will allerviate concerns over accessibility that WSU and City of Port lend have had over recent years. The Port of Port Townsend has agreed to lease the Manna Room for 100 uses, at a lower rate of $20luse. The other office that we entering is in the old Brown Farmhouse at the crossroads (CentedChimacum & HWY 19). Many of our office members spend substancial tme in the )cum area `or meetings with produmers and group meetings, we have had a difficult time with having a secure, stable space for these events. This space is developed as a Co -Lab space similar to the PT Cci and will be housing the regional director for the American Farmland Trust, Organic Seed Alliance. WSU sion Small Farms Program and hopefully Craff3(among others). This office will be used by three staff members and affiliates -our Small Farms Coordinator, the Coordinator and our Food Security Vista /Amencorm Volunteer, our Director Laura Lewis will be also utilizing this office. The lease is for one year approximately I. With these additional spaces our annual budget for office space will be approximately $26785.66. This still a savings from previous location in Port Hadlock. Respec"tfuf 11 SS�bmitt�ed, Elected Official /Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 108000010.57121.45.0010 Building Rent - Extention $20,400 $6,600 $27,000 $0 $0 $0 TOTAL EXPENDITURE $20,400 $6,600 $27,000 reason Tor of 2013, our lease with Port of Port Townsend has gone up as per contract; we have hired more staff, out growing our location. We have leased the Marina from the Port of Port Townsend to use for meetings, as training facility and classes. Marina Room can house more than 25 attendees (Maorona Room at Cupola houses only 25) the Marina Room is also ADA accessible while Extension office is not This will allerviate concerns over accessibility that WSU and City of Port lend have had over recent years. The Port of Port Townsend has agreed to lease the Manna Room for 100 uses, at a lower rate of $20luse. The other office that we entering is in the old Brown Farmhouse at the crossroads (CentedChimacum & HWY 19). Many of our office members spend substancial tme in the )cum area `or meetings with produmers and group meetings, we have had a difficult time with having a secure, stable space for these events. This space is developed as a Co -Lab space similar to the PT Cci and will be housing the regional director for the American Farmland Trust, Organic Seed Alliance. WSU sion Small Farms Program and hopefully Craff3(among others). This office will be used by three staff members and affiliates -our Small Farms Coordinator, the Coordinator and our Food Security Vista /Amencorm Volunteer, our Director Laura Lewis will be also utilizing this office. The lease is for one year approximately I. With these additional spaces our annual budget for office space will be approximately $26785.66. This still a savings from previous location in Port Hadlock. Respec"tfuf 11 SS�bmitt�ed, Elected Official /Department Head Signature TO: BOARD OF COUNTY COMMISSIONERS Date: June 30, 2015 RE: Request for Budget Appropriation /Extension and Amendment Hotel -Motel Fund 125- 000 -010 Department/Fund 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 appropriation and budget extension in the amount of: $38,283 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? eX Yes No 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 appropriation and budget extension to include this new revenue in the budget this year as outlined below in the amount of: $o Keason Tor Hotel Motel Taxes came in higher than budgeted in years 2012 through2014. This allocation recommendation of the Lodging Tax Advisory Committee to use these additional revenues. Resppctiyll b ajtted Elected Official /Department Head3i9nature BUDGET BARS Expenditure # BARS Revenue # Description CURRENT REVISION AMENDED J C HISTORICAL SOCIETY $55,664 $2,996 $58,660 51990.41.0052 $0 $91,425 $18,200 $109,625 51990.41.0060 QUILCENE MUSEUM $0 $4,520 TOTAL REVENUE $0 $0 $0 Keason Tor Hotel Motel Taxes came in higher than budgeted in years 2012 through2014. This allocation recommendation of the Lodging Tax Advisory Committee to use these additional revenues. Resppctiyll b ajtted Elected Official /Department Head3i9nature BUDGET BARS Expenditure # Description CURRENT IREVISION AMENDED 51990.41.0040 J C HISTORICAL SOCIETY $55,664 $2,996 $58,660 51990.41.0052 PROMOTIONAL ACTIVITIES $91,425 $18,200 $109,625 51990.41.0060 QUILCENE MUSEUM $8,500 $4,520 $13,020 51990.41.0063 QUILCENE /BRINNON DOLLARS FOR SCHOLARS $1,500 $2,415 $3,915 51990.41.0079 N. HOOD CANAL CHAMBER & VISITOR CENTER $56,164 $1,000 $57,164 51990.41.0080 JC CHAMBER OF COMMERCE $15,000 $1,886 $16,886 51990 .41.0084 WEST END CHAMBER $23,247 $3,766 $27,013 51990.41.00 85 GATEWAY CENTER $58,500 $3,500 $62,000 TOTAL EXPENDITURE $310,000 1 $38,2831 $348,283 Keason Tor Hotel Motel Taxes came in higher than budgeted in years 2012 through2014. This allocation recommendation of the Lodging Tax Advisory Committee to use these additional revenues. Resppctiyll b ajtted Elected Official /Department Head3i9nature J TO: BOARD OF COUNTY COMMISSIONERS Date: 6/10115 RE: Request For Budget Appropriation/Extension and Amendment WATER POLLUTION CONTROL 160 -000 -010 Department /Fund Name Fund Number Commissioners: (check all that apply) 0 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, I request an appropriation and budget extension in the amount $1,000.00 for this current year for the reason(s) outlined below. 0 For funds other than Current Expense -- Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes V No ❑ 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 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 $0.00 $0.00 $0.00 $0.00 F7777 7M 7 :.. xt.. $0.00 $0.00 $0.00 BARS # Expenditure Description Current Revision New Budget Budget 160 - 53170.49.0000 RECONVEYANCE FEES $0.00 $1,000.00 $1,000.00 $0.00 $0.00 $0.00 $0.00 ..} OTALEXPE ITURt $0.00 $1,000.001 $1,000.00 Reason for Appropriation /Extensio -- Reconveyance fees are required when requesting reconveyance after water loans are paid off. These fees are required from the '.Title Company (Trustee). This was not taken into account when the budget was prepared, as we don't always know when such :loans will be paid off. Respectfully submitted. cc: ► ,4A 611'115 Amt S TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment Public Works - Quilcene Flood Fund Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: June 2, 2015 187 - 000 -010 Fund Number 0 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! pgarpinaWn 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 appropriation and budget extension in the amount of: $15,000 0 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? eX Yes No 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 appropriation and budget extension to include this new revenue in the budget this year as outlined below in the amount of: $o Keason Tor acq property acquisitions in the Quilcene floodplain. This fund will provide grant match. Respectf 4 u miffed, Elected Off icial /Depa nature BUDGET BARS Revenue # Description CURRENT REVISION JAMENDED 59453.61.0000 CAPITAL OUTLAY- PROPERTY ACQUISITIONS $0 $15,000 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 Keason Tor acq property acquisitions in the Quilcene floodplain. This fund will provide grant match. Respectf 4 u miffed, Elected Off icial /Depa nature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 59453.61.0000 CAPITAL OUTLAY- PROPERTY ACQUISITIONS $0 $15,000 $15,000 $0 $0 $0 $0 TOTAL EXPENDITURE $0 $15,000 $15,000 Keason Tor acq property acquisitions in the Quilcene floodplain. This fund will provide grant match. Respectf 4 u miffed, Elected Off icial /Depa nature �v�✓�e 5 TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment Conservation Futures Tax Fund Department/Fund Name Commissioners: (mark all that apply with an "X') Date: June 22, 2015 Fund Number 308 a 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 appropriation and budget extension in the amount of: $143,573 Fx For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? x Yes No 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 appropriation and budget extension to include this new revenue in the budget this year as outlined below in the amount of: $o Reason for Appropriation /Extension The changes presented above are based on the recommendations of the Conservation Futures Advisory Board for "2015 Projects" and the obligated O &M associated with the 2015 projects and previously approved projects. Respectfully Submitted, Elected Official /Department Head Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 59439.61.0015 PROJECTS SUBJ TO APPROVAL $198,400 - $196,917 $0 59439.61.0031 BROWN DAIRY O &M 2009 $0 #$0= $0 TOTAL REVENUE EiE $0 $0 Reason for Appropriation /Extension The changes presented above are based on the recommendations of the Conservation Futures Advisory Board for "2015 Projects" and the obligated O &M associated with the 2015 projects and previously approved projects. Respectfully Submitted, Elected Official /Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION JAMENDED, 59439.61.0015 PROJECTS SUBJ TO APPROVAL $198,400 - $196,917 $1,483 59439.61.0031 BROWN DAIRY O &M 2009 $0 $2,600 $2,600 59439.61.0033 2015 BISHOP DAIRY PRESERVATION $0 $56,225 $56,225 59439.61.0036 L. BROWN TRUST O &M 2012 $0 $5,633 $5,633 59439.61.0041 QUIMPER WILDLIFE CORRIDOR O &M 2009 $0 $2,500 $2,500 59439.61.0043 2015 MIDORI FARM $0 $92,806 2 806 59439.61.0044 MIDORI FARM O &M 2015 $0 $1,820 1,820 59439.61.0051 FINNRIVER FARM O &M 2008 $0 $1,800 1 800 59439.61.0052 2013 SHORT FAMILY FARM $0 $43,500 3,500 1$25,515 59439.61.0053 2015 QWC ADDITION $0 $12,626 2,626 59439.61.0054 QWC ADDITION O &M 2015 $0 $2,000 2,000 59439.61.0055 2015 LOWER BIG QUIL RIVER RIP PROT $0 $25,515 59439.61.0056 LOWER BIG QUIL RIVER RIP PROT O &M 2015 $0 $5,925 $5,925 59439.61.0057 2013 GREGORY $0 $2,500 $2,500 59439.61.0059 2015 SNOW CREEK $0 $83,824 $83,824 59439.61.0081 iWINONA BASIN BLOEDEL O &M 2011 $0 $420 $420 59439.61.0091 CARLESON CHIM CRK O &M 2011 $0 $796 $796 TOTAL EXPENDITURE $198,400 $143,573 $341,973 Reason for Appropriation /Extension The changes presented above are based on the recommendations of the Conservation Futures Advisory Board for "2015 Projects" and the obligated O &M associated with the 2015 projects and previously approved projects. Respectfully Submitted, Elected Official /Department Head Signature