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Home My WebLink About092815_ca01Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Executive Assistant DATE: September 28, 2015 SUBJECT: RESOLUTION NO. re: HEARING NOTICE: Third Quarter 2015 Budget Appropriations/Extensions; Various County Departments; Hearing scheduled for Monday, October 12, 2015 at 10:00 a.m. in the Commissioners Chambers STATEMENT OF ISSUE: Various County Departments have requested increases to their 2015 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 September 30, 2015 and October 7, 2015. FISCAL IMPACT: Provided in Resolution. RECOMMENDATION: Approve resolution to publish a notice for the hearing set for October 12, 2015 at 10:00 a.m. in the Commissioners Chambers. REVIEWED BY: p Morle ty�dministrat r Date STATE OF WASHINGTON Jefferson County IN THE MATTER OF A HEARING NOTICE } FOR PROPOSED SUPPLEMENTAL BUDGET } APPROPRIATIONS/EXTENSIONS FOR } RESOLUTION NO. VARIOUS COUNTY FUNDS } WHEREAS, various Jefferson County departments have made requests for supplemental budget appropriations /extensions for their 2015 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 exists that could not have been foreseen or contemplated at the time of preparing the budgets for 2015. 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: AMOUNTFROM UNENCUMBERED FUND # FUND NAME. FUND BALANCE REVENUE EXPENSE CURRENT EXPENSE /GENERAL FUND 001- 020 -000 Auditor - $42,487 $46,457 $3,970 001- 151- OOCCoroner $15,450 $15,450 001- 261 -000 Operating Transfers $750,000 $750,000 00 1-270-OOC Non-Dcpartrnental $25,720 $25,720 'Total General Fund $748,683 $46,457 $795,140 SPECIAL REVENUE / CAPITAL / ENTERPRISE / INTERNAL SERVICE FUNDS 105- 000- OICAuditor's O & M 108 - 000 -OIC WSU JeffCo Extension 174-000-0 IC Parks & Recreation 175- 000 -OIC Parks Improvement $26,139 $26,139 $20,000 $20,000 $15,335 $2,895 $18,230 $7,500 $7,500 401 - 000 -OIC Solid Waste $95,000 $95,000 Total Other Funds $163.974 $2,895 $166,869 NOW, THEREFORE, BE IT RESOLVED, that supplemental budget appropriations /extensions be made for the above noted funds. BE IT FURTHER RESOLVED, that a public hearing be held on the extensions and that said hearing be held in the County Commissioners' Chambers, Courthouse, Port Townsend Washington, on the 12°' day of October, 2015, 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. APPROVED this 28' day of September, 2015. SEAL: ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS David Sullivan, Chairman Phil Johnson, Member Kathleen Kler, Member CC AuJ once S. TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation /Extension and Amendment a ,C u � , .. Auditor 001 -020 -000 Department /Fund Name Fund Number Commissioners: (check all that apply) JE FERSUN COUNTY � � �t A w A ! �+ � 8� a 0 Please be advised that after a thorough examination of my current budget it appears a t e am unt ! c t9Rs 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 reflected below for this current year for the reason(s) outlined below. ❑ For funds other than Current Expense -- Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 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 in the amount reflected below to include this new revenue in the budget this year as outlined below. BARS 4 Revenue Description Current Bud et Revision New Budget .33600.93.0000 DOE - Allowable Cost Reimbursement $5,080.00 $41,377.00 $46,457.00 51423.20.0000 Benefits $149,392.00 $1,029.00 $0.00 $0.00 $0.00 g r" &a? s ?` , 8, +'7' ; Q, `,_ $ I $5,080.00 $41,377.00 $46,457.00 BARS # Expenditure Description Bud eet Revision New Budget 51423.10.0030 Chief Deputy /Office Supervisor $44,845.00 $2,941.00 $47,786.001 51423.20.0000 Benefits $149,392.00 $1,029.00 $150,421.00 $0.00 $0.00 $0.00 y,r $194,237.00 $3,970.00 $198,207.00 Reason for Appropriation/Extension _ Revenue - 2015 Budget reflected $5,080 of reimbursable postage to mail vehicle plates. With the Change in State DOL laws (replacement plates no longer required every 7 years), the Auditor's office will not be receiving the $5,080 in postage reimbursement from State DOL. The new amount collected for the year is a DOE Allowable Cost Reimbursement for Auditor's office staff processing DOE transactions. This revenue source has not been anticipated in any prior budgets including 2015. In researching possible revenue sources to offset the costs associated with increase of expenditures to secure a Chief Deputy, it was discovered this office qualified for this revenue. We were allowed to go back to the last six months of 2014 actual expenses - associated revenue was received in March of 2015. The first half of 2015 was billed out in August with the revenue being received in August of 2015. The second half of 2015 will be billed out the first week of January, 2016 with the revenue being received as part of the 2016 Budget. Expenditures - Increase due to appointment of Chief Deputy /Office Supervisor. 0 Respectfully submitted, 11 Not 5.3 TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment CORONER Department/Fund Name Commissioners: (check all that apply) 001- 151 -000 Fund Number Date: 9111/15 d❑ 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 $15,540.00 for this current year for the reason(s) outlined below. ❑ For funds other than Current Expense -- Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 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 in the amount of to include this new revenue in the budget this year as outlined below. BARS # Revenue Description Current Bud et Revision New Budget 56320.41.0000 Autopsies $23,200.00 $15,450.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BARS # Expenditure Description Current Budget Revision New Budget 56320.41.0000 Autopsies $23,200.00 $15,450.00 $38,650.00 $0.00 $0.00 $0.00 $0.00 stAl $23,200.00 $15,450.00 $38,650.00 Reason for Appropriation/Extension $23,500 was budgeted to cover the performance of 16 autopsies for 2015. To date, the Coroner has ordered 19 autopsies, 13 of which were performed in the first half of the year and those invoices have been paid. Currently, we have 6 outstanding invoices in the amount of $8,850 and only $4,050 in the budget to pay them. The Coroner is expecting to require 13 autopsies during the second half of 2015 which, at $1,500 each, means we would need an additional $15,450 to get us through the end of the year. Respectful) gbmitted, Michael Haas, Coroner TO: BOARD OF COUNTY COMMISSIONERS Date: September 15, 2015 RE: Request for Budget Appropriation /Extension and Amendment Operating Transfers 001 -261 -000 Department/Fund Name Fund Number Commissioners: (mark all that apply with an 'X") 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, for this current year for the reason's outlined below, I request an appropriation and budget extension in the amount of: $750,000 ❑ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 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 at extension to include this new revenue in the budget this year as outlined below in the amount of: $0 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 59700.00.0350 Transfer to Capital Improvement Fund 302 $0 $680,000 $0 59700.00.0180 Transfer to Road Fund $0 $70,000 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure# Description CURRENT IREVISION AMENDED 59700.00.0350 Transfer to Capital Improvement Fund 302 $0 $680,000 $680,000 59700.00.0180 Transfer to Road Fund $0 $70,000 $70,000 $0 $0 $0 TOTAL EXPENDITURE $0 $750,000 $750,000 TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment Non - Departmental Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: September 14, 2015 001 - 270 -000 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 examination of all the expenditures within the department budget with respect to present and future needs, 1 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: $25,720 ❑ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 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: $0 Reason for Appropriation/Extension Costs associated with moving the IBM AS400 System to a virtual server. The Assessor and Treasurer are users of the AS400 system for revenues and property tax data. Elected OfficiblL06-p—artment Head Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 51880.41.0001 Information Technology Services $0 $25,720 $0 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 Reason for Appropriation/Extension Costs associated with moving the IBM AS400 System to a virtual server. The Assessor and Treasurer are users of the AS400 system for revenues and property tax data. Elected OfficiblL06-p—artment Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION JAMENDED 51880.41.0001 Information Technology Services $0 $25,720 $25,720 $0 $0 $0 TOTAL EXPENDITURE1 $0 $25,720 $25,720 Reason for Appropriation/Extension Costs associated with moving the IBM AS400 System to a virtual server. The Assessor and Treasurer are users of the AS400 system for revenues and property tax data. Elected OfficiblL06-p—artment Head Signature Awe S. TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Dai; k �ti A Auditor's O &M 105 - 000 -010 SEP 1 12015 Department/Fund Name Fund Nu COUNTY Commissioners: (check all that apply) ®M np1 @@®®®® 0 Please be advised that after a thorough examination of my current budget it appears that the amount allocat 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 reflected below 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 ✓ 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 reflected below to include this new revenue in the budget this year as outlined below. BARS # Revenue Description Current Revision New Budget 59414.64.0010 Capital Equipment Bud et $24,630.00 $24,630.00 51410.10.0000 Salaries & Wages $21,488.00 $1,118.00 $0.00 51410.20.0000 Benefits $11,118.00 $391.00 $0.00 $0.00 $0.00 $t $0.00 $0.00 ,i -00 BARS #Expenditure Description Current et Bud Revision New Budget 59414.64.0010 Capital Equipment $24,630.00 $24,630.00 51410.10.0000 Salaries & Wages $21,488.00 $1,118.00 $22,606.00 51410.20.0000 Benefits $11,118.00 $391.00 $11,509.00 $0.00 $0.00 $32,606.00 $26,139.00 $58,745.00 Reason for Appropriation/Extension Capital Equipment - The scanner purchased by this fund came up for replacement in 2015 and was not in the budget to be replaced. The cost was $7,556. The Microfilm Reader/Printers (One RP605Z purchased in 1993 + One MicroSP 200 purchased in 1998) were either broken or producing poor quality prints. Service and parts are no longer available. One new ScanPro 3000 Microfilm Scanner had to be purchased along with compatible computer and monitor. The cost was $17,074. Salaries & Benefits - Total increase to Auditor's O &M is $1,509 due to appointment of Chief Deputy /Office Supervisor. Respectfully submitted, J i J l4v d l 15 �Ywe s 7 I TO: BOARD OF OUNTY COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment Date: June 12015 WSU JeffCo Extension 108 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: 0 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 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 include this new revenue in the budget this year as outlined below in the amount of: Reason for Appropriation/Extension This Appropriations request is to create a bars number under fund 108: Cooperative Extension to accomidate the Farm Manager MCA for $20,000.00. This line was not originally included in the 2015 budget. spe tfu ly Submitted, Elected Official /Department Head Signature BUDGET BARS Revenue # Description CURRENT REVISION JAMENDED JAMENDED 57121.41.0043 TWIN VISTA MCA $0 $20,000 $20000 $0 $0 $0 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 Reason for Appropriation/Extension This Appropriations request is to create a bars number under fund 108: Cooperative Extension to accomidate the Farm Manager MCA for $20,000.00. This line was not originally included in the 2015 budget. spe tfu ly Submitted, Elected Official /Department Head Signature BUDGET BARS Expenditure# Description CURRENT REVISION JAMENDED 57121.41.0043 TWIN VISTA MCA $0 $20,000 $20000 $0 $0 $0 TOTAL EXPENDITURE 1 $0 $20,000 $20,000 Reason for Appropriation/Extension This Appropriations request is to create a bars number under fund 108: Cooperative Extension to accomidate the Farm Manager MCA for $20,000.00. This line was not originally included in the 2015 budget. spe tfu ly Submitted, Elected Official /Department Head Signature Cc: AGkA ly �5 �n>1� s. E TO: BOARD OF COUNTY COMMISSIONERS Date: August 31, 2015 RE: Request for Budget Appropriation /Extension and Amendment Public Works, Parks & Recreation 174.000.010 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 aefytl,e�tanrbaidri of ,:01[tN(e expenditures within the department budget with respect to present and future ne@ds, "t 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: $,asao EP 14 2015 ❑ For funds other than Current Expense (General Fund)- - Is there enouplh, ,undl 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 budget extension to include this new revenue in the budget this year as outlined below in the amount of: $2,895 mud3ul l lur feather caused increased irrigation costs at HJ Carroll and Irondale Community Parks. Numerous small proje completed at Memorial Field and other parks. A car accident damaged the parking lot delineators at Irondale h Park and an insurance claim was recieved to pay for the repairs. Respect' e� Elected Official/ ep ent Head Signature BUDGET BARS Revenue# Description CURRENT REVISION AMENDED 39520.00.0000 Compensation for Loss of Fixed Assets $0 $2,895 $2,895 57520.31.0000 Mem Fld O eratin Su lies $5,000 $2,000 $0 57520.47.0000 Mem Fld Utilities $13,000 $2,000 $0 57520.48.0000 Mem Fld Re air and Maint. $4,500 $3,000 $0 TOTAL REVENUE $0 $2,895 $2,895 mud3ul l lur feather caused increased irrigation costs at HJ Carroll and Irondale Community Parks. Numerous small proje completed at Memorial Field and other parks. A car accident damaged the parking lot delineators at Irondale h Park and an insurance claim was recieved to pay for the repairs. Respect' e� Elected Official/ ep ent Head Signature BUDGET BARS Expenditure # Description CURRENT IREVISION 57100.41.0000 Professional Services $4,000 $1,000 57520.31.0000 Mem Fld O eratin Su lies $5,000 $2,000 57520.47.0000 Mem Fld Utilities $13,000 $2,000 57520.48.0000 Mem Fld Re air and Maint. $4,500 $3,000 NNDED 57680.48.0000 Parks Re air and Maint. $6,000 $6,230 57680.47.0000 Parks Utilities $31,000 $4,000 TOTAL EXPENDITURE $63,500 $18,230 mud3ul l lur feather caused increased irrigation costs at HJ Carroll and Irondale Community Parks. Numerous small proje completed at Memorial Field and other parks. A car accident damaged the parking lot delineators at Irondale h Park and an insurance claim was recieved to pay for the repairs. Respect' e� Elected Official/ ep ent Head Signature Annie 5- TO: BOARD OF COUNTY COMMISSIONERS Date: August 31, 2015 RE: Request for Budget Appropriation /Extension and Amendment Public Works, Parks Improvement 175000010 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 ascgr�ful examinatlaln #Pail-the expenditures within the department budget with respect to present and futuje ded� 1 firfd that ny- 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: s7s00 j _p 1 It 2015 ❑ X For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash),,, to cover this additional expenditure ?i ; eX Yes s 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 budbud et� include this new revenue in the budget this year as outlined below in the amount of: BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 57630.48.0000 Parks Improvement Repair and Maint. $10,000 $7,500 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION JAMENDED 57630.48.0000 Parks Improvement Repair and Maint. $10,000 $7,500 $17,500 TOTAL EXPENDITURE 1 $10,000 $7,500 $17,500 OCI Hnile - . TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment Date: September 14, 2015 Public Works, Solid Waste 401000010 Department/Fund Name Fund Number Commissioners: (mark all that apply with an "X ") Please be advised that after a thorough examination of my current budget it apple�tt the �i o nt alf$`�eii is insufficient to pay necessary expenses of this department for this year. After a Ca fat,exaHrmatiori 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 appro nation and budget extension in the amount of: S P .14 2015 $95,000 For funds other than Current Expense ( General Fund ) -- Is there enoug FOnTEfala ce�(une eumberedcash f to cover this additional expenditure? ;) BYes 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: 0 Keason Tor Tages of waste received at the solid waste tacil ties are exceeding 201b budget expectations at this time. At th of July 2015 tonnages are over expected amounts by an cumulative amount over 8 %, approximately 822 tons. 'efore, waste disposal costs, long haul and taxes in miscellaneous, are over budgeted amounts. Resulting nues have increased as well making this an enterprise budget neutral request. Respectf Submitted, Electe icial /Department Head tignature BUDGET BARS Revenue # Description CURRENT IREVISION IREVISION AMENDED 53700.41.0010 Professional Services -Long Haul $1,113,740 $75,000 $0 53700.49.0000 Miscellaneous $65,000 $20,000 $0 $0 $0 TOTAL REVENUE $0 $0 $0 Keason Tor Tages of waste received at the solid waste tacil ties are exceeding 201b budget expectations at this time. At th of July 2015 tonnages are over expected amounts by an cumulative amount over 8 %, approximately 822 tons. 'efore, waste disposal costs, long haul and taxes in miscellaneous, are over budgeted amounts. Resulting nues have increased as well making this an enterprise budget neutral request. Respectf Submitted, Electe icial /Department Head tignature BUDGET BARS Expenditure# Description CURRENT IREVISION AMENDED 53700.41.0010 Professional Services -Long Haul $1,113,740 $75,000 $1,188,740 53700.49.0000 Miscellaneous $65,000 $20,000 $85,000 TOTAL EXPENDITURE $1,178,740 $95,000 $1,273,740 Keason Tor Tages of waste received at the solid waste tacil ties are exceeding 201b budget expectations at this time. At th of July 2015 tonnages are over expected amounts by an cumulative amount over 8 %, approximately 822 tons. 'efore, waste disposal costs, long haul and taxes in miscellaneous, are over budgeted amounts. Resulting nues have increased as well making this an enterprise budget neutral request. Respectf Submitted, Electe icial /Department Head tignature