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Home My WebLink About040416_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: April 4, 2016 SUBJECT: RESOLUTION NO. re: HEARING NOTICE: First Quarter 2016 Budget Appropriations/Extensions; Various County Departments; Hearing scheduled for Monday, April 18, 2016 at 10:00 a.m. in the Commissioners Chambers STATEMENT OF ISSUE: Various County Departments have requested increases to their 2016 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 April 6 and 13, 2016. FISCAL IMPACT: Provided in Resolution. RECOMMENDATION: Approve resolution to publish a notice for the hearing set for April 18, 2016 at 10:00 a.m. in the Commissioners Chambers. REVIEWED BY: DatepMorleY nt Adminfor 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 2016 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 2016. 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 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 18t' day of April, 2016, 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 41h day of April, 2016. SEAL: ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member UNENCUMBERED FUND # FUND NAME FUND BALANCE REVENUE EXPENSE CURRENT EXPINSFIGINERAL FUND 001-067-000 SAFETYAND SECURITY $10,329 $10,329 001-180-000 SHERIFF $10,000 $10,000 001-250-000 TREASURER $2,135 $2,135 Total General Fund $22,464 $0 $22,464 S PECIAL REVENUE / CAPITAL / ENTERPRIS E / INTERNAL S ERVICE FUNDS 125-000-010 HOTEL/ MOTEL FUND $64,182 $64,182 Total Other Funds $64,182 $0 $64,182 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 18t' day of April, 2016, 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 41h day of April, 2016. SEAL: ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Sheriff Department/Fund Name Date '' 3122/2,016 . 7 7 001-180-000 f Fund Number'y1 Commissioners: (check all that apply) 0 Please be advised that after a thorough examination of my current budget.iXa pears i nt ' amour i atlotsat'04`7ts insufficient to pay necessary expenses of this department for this year. After a careful examination of all` ffie 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 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 Budget Revision New Budget Revision New Budget $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BARS # Expenditure Description Current Bud et Revision New Budget 59426.64.0016 New Structure to Protect Boat, Trlr, Etc. $0.00 $10,000.00 $10,000.00 $0.00 $0.00 $0.00 $0.00 .0 $0.00 $10,000.00 $10,000.00 Reason for Apprppriation/Extension . The current Boat & Trailer Combo, Dive Trailer & Gator Equipment are parked in open storage being exposed to the elements causing accelerated deterioration. The $10,000 covers all associated costs (plans, building permit, labor & materials). TO: BOARD OF COUNTY COMMISSIONERS Date: March 1, 2016 RE: Request for Budget Appropriation/Extension and Amendment Public Safety and Security 001-67-000 Department/Fund Name Fund Number Commissioners: (mark all that apply with an."Xl' Please be advised that after a thorough exaniination 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: $10,329 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: $10,329 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 34821.00.0200 HSR71 $54,896 $0 $54,896 $0 $0 $0 TOTAL REVENUE 1 $54,896 $0 $54,896 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 52510.49.0000 Sec. Projects HSR2 & EMPG $0 $10,329 $10,329 $0 $0 $0 $0 TOTAL EXPENDITURE $0 $10,U91 $10,329 Reason for ion 10,329 was inadvertently left out of the budget. This is not an increase in the grant award, but only an appropriate Ilocation for the required Special Projects expenditures. 4Res ec ull Submitted., cted Official/Department Head Signature �21 �,(p TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Hotel -Motel Fund Department/Fund Name MAR 2-1. 2016 Date: March 21, 2016 125-000-010 Fund Number Commissioners: (mark all that apply with an 0 Please be advised that after a thorough °xamination of my cu(r'ent bLk jeE it; PVIA TO: BOARD OF COUNTY COMMISSIONERS Date: March 21, 2016 RE: Request for Budget Appropriation/Extension and Amendment Treasurer's Office/Treasurer 001-250-000 Department/Fund Name �' ,i ' t.`�+ 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: $2,135 ❑ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? RYes 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 BARS Revenue # Description BUDGET CURRENT REVISION AMENDED $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51422.48.0000 Repair & Maintenance $53,365 $2,135 $55,500 $0 $0 $0 TOTAL EXPENDITUREJ $53,3651 $2,135 $55,500 meason Tor Hp ro nauonitxtension The Treasurer's Office would like to upgrade our property tax software program (PACs) to allow for easier online payment options with Point & Pay. Currently the web interface for accessing property tax information and making payments is separate and not coordinated. It requires manual entry of property information and payment amounts at a web site distinct from our parcel information online. The upgrade would allow for a more seamless user interface that would have built in controls for ensuring proper payment amount and application to the proper properties. Not only will this benefit our taxpayers and reduce their frustration, it will reduce staff time for research and for refunds and returns due to incorrect payment amounts. The cost for this service for 2016 is a one-time set up fee of $660 and an ongoing annual maintenance fee of $1,300. Including taxes, the total add for the year is $2,136. Without an appropriation for this amount the Treasurer's Office does not have funds for the upgrade, and the web site and online payment options will continue as is without coordinated improvements. Kespect Ully Submitted, ected Official/Department Head Signature HARRIS * GOVERN 760 N. Watters Road Suite 100 Allen, TX 75013 Name /Address Jefferson County Washington Jefferson County Courthouse PO Box 1220 Port Townsend, WA 98368 Phone: 972-265-7300 Fax: 214-722-0019 Ship To Jefferson County Washington Jefferson County Courthouse Attn: Information Services 1820 Jefferson Street Port Townsend; WA 98368 nr : ..*0.,.70.7 f., .., r....,er o ---t fi. rl,o .. ..ter;.,., ..f Estimate Date Estimate # 2/18/2016 4102 tasks and acquisition of equipment outlined below. This quote is valid for 30 days. Project Owner: PLEASE DO NOT PAY FROM THIS ESTIMATE. Sys Description Qty Cost Estimated Costs One -Time Setup Fees: Initial License fee -Online Payments & Set up 1 660.00 660.00 (Must have a third -party agreement with an online payment processing vendor) Annual Maintenance: Online Payments Maintenance & Support (annual maintenance fee) 1 1,300.00 1,300.00 Property Access is required for set up of the Online Payments Feature. Thank you for your business. Estimated Costs $1,960.00 I have read the information outlined in this form and authorize True Automation Signature to perform the above tasks and acquire the equipment at the referenced costs. PLEASE DO NOT PAY FROM THIS ESTIMATE. Date Work will commence once this document is signed and faxed to 214-722-0019. TA Rep: CM- / U