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Home My WebLink About041816_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: April 18, 2016 SUBJECT: HEARING re: Proposed 2016 First Quarter Budget Appropriations/Extensions for Various County Departments STATEMENT OF ISSUE: Various County Departments have requested increases to their 2016 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 April 6 and 13, 2016. FISCAL IMPACT: A summary of requests is below: Note that the amount from the Boating Safety fund was originally requested and advertised to come out of the Sheriff's budget. The Sheriff has modified this request to instead charge this cost to the Boating Safety Fund which has sufficient fund balance to fund this improvement. Original Appropriation Request: AMOUNTFROM UNENCUMBERED FUND # FUND NAME FUND BALANCE REVENUE CURRENT EXPENSEIGENERAL FUND 001-067-000 SAFETYAND SECURITY 001-180-000 SHERIFF $10,329 $10,000 EXPENSE $10,329 $10,000 001-250-000 TREASURER $2,135 $2,135 Total General Fund $22,464 $0 $22,464 SPECIAL REVENUE/ CAPITAL/ ENTERPRISE/ INTERNAL SERVICE FUNDS 125-000-010 HOTEL/ MOTEL FUND $64,182 $64,182 Total Other Funds $64,182 $0 $64,182 Regular Agenda 10:00 a.m. Revised Appropriation Request: GENERAL FUND 001-067-000 SAFETYAND SECURITY $10,329 $10,329 Special Project Grant expenditures not in orig budget 001-250-000 TREASURER $2,135 $2,135 PACS upgrade for easier online payment Total General Fund $12,464 $0 $12,464 SPECIAL REVENUE / CAPITAL / ENTERPRISE / INTERNAL SERVICE FUNDS 107-000-010 SHERIFF -BOATING SAFETY FUND'— $10,000 $10,000 Storage structure for boat and trailer 125-000-010 HOTEL/ MOTEL FUND $64,182 $64,182 allocation of excess revenues received 2015 Total Other Funds $74,182 $0 $74,182 More detailed information is found on the attached department requests. RECOMMENDATION: Hear public testimony and consider approval of a resolution to adopt the 4t" quarter supplemental budget appropriations. REVIEWED BY: Philip Morl unty mmistrator Date AMOUNTFROM UNENCUMBERED FUND # FUND NAME FUND BALANCE REVENUE EXPENSE NOTES GENERAL FUND 001-067-000 SAFETYAND SECURITY $10,329 $10,329 Special Project Grant expenditures not in orig budget 001-250-000 TREASURER $2,135 $2,135 PACS upgrade for easier online payment Total General Fund $12,464 $0 $12,464 SPECIAL REVENUE / CAPITAL / ENTERPRISE / INTERNAL SERVICE FUNDS 107-000-010 SHERIFF -BOATING SAFETY FUND'— $10,000 $10,000 Storage structure for boat and trailer 125-000-010 HOTEL/ MOTEL FUND $64,182 $64,182 allocation of excess revenues received 2015 Total Other Funds $74,182 $0 $74,182 More detailed information is found on the attached department requests. RECOMMENDATION: Hear public testimony and consider approval of a resolution to adopt the 4t" quarter supplemental budget appropriations. REVIEWED BY: Philip Morl unty mmistrator 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 4t' day of April, 2016 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 4' day of April, 2016, set a hearing on said need for the 18`' day of April, 2016, 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 April 6 and 13, 2016 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 # FUND NAME FUND BALANCE REVENUE EXPENSE GENERAL FUND 001-067-000 SAFETYAND SECURITY $10,329 $10,329 001-250-000 TREASURER $2,135 $2,135 Total General Fund $12,464 $0 $12,464 SPECIAL REVENUE/ CAPITAL/ ENTERPRISE/ INTERNAL SERVICE FUNDS 107-000-010 SHERIFF -BOATING SAFETY FUND** $10,000 125-000-010 HOTEL/ MOTEL FUND $64,182 $10,000 $64,182 Total Other Funds $74,182 $0 $74,182 APPROVED this 18' day of April, 2016. ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member Pv)vqe 1.21k, (La If3 TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Public Safety and Security MAR 0 3 1016 Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: March 1, 2016 001-67-000 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. - $10,3279_7] f:$10,329 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes HNo 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 f:$10,329 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 34821.00.0200 HSR2-1 $54,896 $0 $54,896 $0 $0 $0 TOTAL REVENUE $54,8961 $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 $01, 0 $10,329 $10,329 Keason tor Appropriation/Extension 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. Respec 'I[ Submitted, Elected Official/Department Head Signature (c TO RE py)ncSSF,/J, I,r� R�� BOARD OF COUNTY COMMISSIONERS Request for Budget Appropriation/Extension and Amendment Treasurer's Office/Treasurer Department/Fund Name Commissioners: (mark all that apply with an "X") Date: March 21, 2016 001-250-000 MAR 18 2016 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: $2,135 ❑ 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: $o BUDGET BARS Revenue # Description 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 EXPENDITURE1 $53,3651 $2,1351 $55,500 Reason for Appropriation/Extension 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. Respect Ily Submitte , C, ected Official/Department Head Signature HARRIS GOVERN 760 N. Watters Road Suite 100 Phone: 972-265-7300 Fax: 214-722-0019 Allyn TX 7G419 2 I Name /Address I Jefferson County Washington Jefferson County Courthouse PO Box 1220 Port Townsend, WA 98368 Ship To Jefferson County Washington Jefferson County Courthouse Attn: Information Services 1820 Jefferson Street Port Townsend, WA 98368 Thi,. cincument is intended to mnnnae enctnmrr o—otntinne r A;nn the r ]M;- ..f Estimate Date Estimate # 2/18/2016 4102 tasks and acquisition of equipment outlined below. This quote is valid for 30 days. PLEASE DO NOT PAY FROM THIS ESTIMATE. Project Owner: 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- 1 Jc U TO: BOARD OF COUNTY COMMISSIONERS Date: 3/22/2016 RE: Request For Budget Appropriation/Extension and Amendment Sheriff Department/Fund Name 0044.80--fW 107-000 -0 to 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 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 New Structure to Protect Boat, Trlr, Etc. $0,00 $0.00 $0.00 $0.00 TOTAL REVENUE $0.00 $0.00 $0.00 BARS # Expenditure Description Current Revision New Budget Budget New Structure to Protect Boat, Trlr, Etc. $0.00 $10,000.00 $10,000.00 $0.00 $0.00 So.00 $0.00 TOTAL EXPENDITLIRE $0.001 $10,000.001 $10,000.00 Reason for Appropriation/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). Respec ally subn 'tted, 02 Nne. 3P /-?-1 * TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Hotel -Motel Fund Department/Fund Name Commissioners: (mark all that apply with an "X") MAR 212016 Date: March 21, 2016 125-000-010 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: $64,182 I For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 8 Yes No 71 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 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 TOTAL REVENUE $0 $0 $0 Keason Tor Hppropriationitxtension 7Hotel Motel Taxes came in higher than budgeted in years 2015. This allocation of $64,182 is the recommendation of the Lodging Tax Advisory Committee to use these additional revenues. Respectfully Submitted, Elected Official/Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51990.41.0040 J C HISTORICAL SOCIETY $58,447 $9,438 $67,885 51990.41.0060 QUILCENE MUSEUM $15,495 $9,574 $25,069 51990.41.0063 QUILCENE/BRINNON DOLLARS FOR SCHOLARS $3,000 $5,000 $8,000 51990.41.0084 WEST END CHAMBER $27,075 $4,300 $31,375 51990.41.0085 GATEWAY CENTER $59,500 $1,700 $61,200 51990.41.0100 CAPITAL CONTINGENCY -COUNTY VISITOR CTR $5,000 $15,000 $20,000 51990.41.new OLYMPIC CULINARY LOOP $0 $10,000 $10,000 51990.41.new EMERALD TOWNS ALLIANCE $9,170 $9,170 TOTAL EXPENDITUREJ $168,517 $64,182 $232,699 Keason Tor Hppropriationitxtension 7Hotel Motel Taxes came in higher than budgeted in years 2015. This allocation of $64,182 is the recommendation of the Lodging Tax Advisory Committee to use these additional revenues. Respectfully Submitted, Elected Official/Department Head Signature