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Home My WebLink About101215_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: October 12, 2015 SUBJECT: HEARING re: Proposed 2015 Third 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 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 September 30, 2015 and October 7, 201 FISCAL IMPACT: See attached department fund requests. Hear public testimony and consider approval of a resolution to adopt the 3rd quarter supplemental budget appropriations. REVIEWED BY: hilip Morley, ount dministrator 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 28' day of September, 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 28th day of September, 2015, set a hearing on said need for the 12' day of October, 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 September 30, 2015 and October 7, 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 the following funds by the amounts listed and per the attached requests: 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 -000 Coroner $15,450 $15,450 001- 261 -000 Operating Transfers $750,000 $750,000 001- 270- 000Non- Departmenta1 $25,720 $25,720 Total General Fund $748,683 $46,457 $795,140 SPECIAL REVENUE / CAPITAL / ENTERPRISE / INTERNAL SERVICE FUNDS 105- 000- 0IOAudkor's O & M $26,139 $26,139 108 -000 -010 WSU JeffCo Extension $20,000 $20,000 174 - 000- OICParks & Recreation $15,335 $2,895 $18,230 175 - 000 -010 Parks Improvement $7,500 $7,500 401 - 000 -010 Solid Waste $95,000 $95,000 Total Other Funds $163,974 $2,895 $166,869 APPROVED this 121h day of October, 2015. SEAL: ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS David Sullivan, Chairman Phil Johnson, Member Kathleen Kier, Member co-'. flUkj ql►y rs 1 nyie- S. TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Auditor 001 - 020 -000 SEp 1 12015 Department/Fund Name Fund Number Commissioners: (check all that apply) JEFFERSON MM C O U N 0 Please be advised that after a thorough examination of my current budget it C eoars tliai-thle �m��tQI0C'& 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 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 in the amount reflected below to include this new revenue in the budget this year as outlined below. BARS # Revenue Description Bud Vet Revision New Budget .33600.93.0000 DOL - Allowable Cost Reimbursement $5,080.00 $41,377.00 $46,457.00 $0.00 $0.00 $0.00 TOTAL $5,080.00 $41,377.00 $46,457.00 BARS # Expenditure Description Current Bud et Revision New Budget 51423.10.0030 Chief Deputy/Office Supervisor $44,845.00 $2,941.00 $47,786.00 51423.20.0000 Benefits $149,392.00 $1,029.00 $150,421.00 $0.00 $0.00 S0.00 TOTAL EXPENDITURE $194,237.001 $3,970.001 $198,207.00 Reason for Appropriation /Extension Revenue - 2015 Budget reflected $5,080 of reimbursable postage to marl 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 DOL Allowable Cost Reimbursement for Auditor's office staff processing DOL 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 wa: 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. Respectfully submitted, Y cc: AU-A Not S3 l 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: 9/11/15 0 Please be advised that after a thorough examination of my current budget it appears that the amount allocated insufficient to pay necessary expenses of this department for this year. After a careful examination of all tl expenditures within the department budget with respect to present and future needs, I find that my budget is sho 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 expenditure? Yes No ❑ Please be advised that a revenue source (i.e. grant, new fee) has been received by this department which was 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 belo BARS # Revenue Description Current Bud et Revision New Budge 56320.41.0000 Autopsies $23,200.00 $15,450.00 $38,650. $0.00 $0.00 $0.)o $0.00 $0.00 $0.00 $0.00 $0. TOTAL REVENUEJ $0.001 $0.00 $0. 0 BARS # Expenditure Description Current Bud et Revision New Budget 56320.41.0000 Autopsies $23,200.00 $15,450.00 $38,650. 0 $0.00 $0.00 $0.00 $0. 0 TOTAL EXPENDITURE $23,200.00 $15,450.00 $38,650. 0 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 which were performed in the first half of the year and those invoices have been paid. Currently, we have 6 outstanding invoi, 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 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. i Respectfull mitted, Michael Haas, Coroner TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Operating Transfers Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: September 15, 2015 001 -261 -000 Fund Number ❑ 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: $750,000 ❑ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? BYes 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: Eo 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 Date. September 14, 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 ") 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: $25,720 Q For funds other than Current Expense (General Fund)- -Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 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: 50 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 BUDGET BARS Expenditure # Description CURRENT IREVISION AMENDED 51880.41.0001 Information Technology Services $0 $25,720 $25,720 $0 $0 $0 TOTAL EXPENDITURE $0 $25,720 $25,720 CO: ne S. TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Auditor's O &M 105 - 000 -010 SEP 112015 Department/Fund Name Fund Nupihg� F E R S o N Commissioners: (check all that apply) CO M M I S S 1 CO 0 Please be advised that after a thorough examination of my current budget it appears that the amount a ocOate 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 Bud et Revision New Budget 59414.64.0010 Capital Equipment $24,630.00 $0.00 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 TOTAL REVENUE $0.00 $0.00 $0.00 BARS # Expenditure Description Current Bud et 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 - TOTAL EXPENDITURE S32,606.001 $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 Auditors O &M is $1,509 due to appointment of Chief Deputy/Office Supervisor. Respectfully submitted, �J ITY S A eS`�ft7f15 TO: BOARD OF OUNTY COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment WSU JeffCo Extension Department/Fund Name Commissioners: (mark all that apply with an "X ") Date. June 1 2015 108 Fund Number ❑ 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 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: was not originally included in the 2015 budget. spa tfu ly Submitted, Elected Official /Department Head Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED AMENDED 57121.41.0043 TWIN VISTA MOA $0 $20,000 $20,000 $0 $0 $0 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 was not originally included in the 2015 budget. spa tfu ly Submitted, Elected Official /Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 57121.41.0043 TWIN VISTA MOA $0 $20,000 $20,000 $0 $0 $0 TOTAL EXPENDITURE $0 $20,000 $20,000 was not originally included in the 2015 budget. spa tfu ly Submitted, Elected Official /Department Head Signature Cc: 9L),A Annve S• I I TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation /Extension and Amendment Public Works, Parks & Recreation Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: August 31, 2015 174.000.010 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 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: $78,230 SEP 14 2015 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? eX Yes No FX 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: $2895 reather caused increased irrigation costs at HJ Carroll and Irondale Community Parks. Numerous small projects completed at Memorial Field and other parks. A car accident damaged the parking lot delineators at Irondale i Park and an insurance claim was recieved to pay for the repairs. Respectf iy,3vbmftted�, Elected Official / a ent Head Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 39520.00.0000 Compensation for Loss of Fixed Assets $0 $21895 $2,8951 57520.31.0000 Mem Fld Operating Supplies $5,000 $2,000 $0 57520.47.0000 Mem Fld Utilities $13,000 $2,000 $0 57520.48.0000 Mem Fld Repair and Maint. $4500 $3,000 $0 TOTAL REVENUE $0 $2,895 $2,895 reather caused increased irrigation costs at HJ Carroll and Irondale Community Parks. Numerous small projects completed at Memorial Field and other parks. A car accident damaged the parking lot delineators at Irondale i Park and an insurance claim was recieved to pay for the repairs. Respectf iy,3vbmftted�, Elected Official / a ent Head Signature BUDGET BARS Expenditure # Description CURRENT IREVISION AMENDED 57100.41.0000 Professional Services $4,000 $1,000 $5,000 57520.31.0000 Mem Fld Operating Supplies $5,000 $2,000 $7,000 57520.47.0000 Mem Fld Utilities $13,000 $2,000 $15,000 57520.48.0000 Mem Fld Repair and Maint. $4500 $3,000 $7,500 57680.48.0000 Parks Repair and Maint. $6,000 $6,230 $12,230 57680.47.0000 Parks Utilities $31,000 $4000 $35000 $0 $0 TOTAL EXPENDITURE $63,5001 $18,2301 $81,730 reather caused increased irrigation costs at HJ Carroll and Irondale Community Parks. Numerous small projects completed at Memorial Field and other parks. A car accident damaged the parking lot delineators at Irondale i Park and an insurance claim was recieved to pay for the repairs. Respectf iy,3vbmftted�, Elected Official / a ent Head Signature CC : ALAJ Anne 5. 1 TO: BOARD OF COUNTY COMMISSIONERS Date: August 31, 2015 RE: Request for Budget Appropriation /Extension and Amendment Public Works, Parks Improvement 175000010 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 appropriation and budget extension in the amount of: $7,500 SFP 14 2015 OX For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 8X Yes No El 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: BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 57630.48.0000 Parks Improvement Repair and Maint. $10,000 $7,500 $o $0 $0 $0 TOTAL REVENUE so $0 $0 BUDGET BARS Expenditure # Description CURRENT IREVISION AMENDED 57630.48.0000 Parks Improvement Repair and Maint. $10,000 $7,500 $17,500 TOTAL EXPENDITURE $10,000 $7,500 $17,500 c(2: Pad 3q qj)5 n Ile- S. 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 ") 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 appro nation and budget extension in the amount of: SP 14 2015 595,000 � For funds other than Current Expense (General Fund)- -Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? eYes 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 e include this new revenue in the budget this year as outlined below in the amount of: for pages of waste received at the solid waste facilities are exceeding zufo Duaget expectations at mis time. /Aim of July 2015 tonnages are over expected amounts by an cumulative amount over 8 %, approximately 822 tons. refore, 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 eial /Department Head fignature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 53700.41.0010 Professional Services-Long Haul $1,113,740 $75,000 $0 53700.49.0000 Miscellaneous $65,000 $20000 $0 $0 $0 TOTAL REVENUE $0 $0 $0 for pages of waste received at the solid waste facilities are exceeding zufo Duaget expectations at mis time. /Aim of July 2015 tonnages are over expected amounts by an cumulative amount over 8 %, approximately 822 tons. refore, 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 eial /Department Head fignature 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 $20000 $85,000 TOTAL EXPENDITURE $1,178,740 $95,000 $1,273,740 for pages of waste received at the solid waste facilities are exceeding zufo Duaget expectations at mis time. /Aim of July 2015 tonnages are over expected amounts by an cumulative amount over 8 %, approximately 822 tons. refore, 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 eial /Department Head fignature