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Home My WebLink About070516_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: July 5, 2016 SUBJECT: RESOLUTION NO. re: HEARING NOTICE: Second Quarter 2016 Budget Appropriations/Extensions; Various County Departments; Hearing scheduled for Monday, July 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 July 6 and 13, 2016. FISCAL IMPACT: Provided in Resolution. RECOMMENDATION: Approve resolution to publish a notice for the hearing set for July 18, 2016 at 10:00 a.m. in the Commissioners Chambers. REVIEWED BY: hilip Mo , Coun imstrator 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 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: GENERAL FUND 001-068-000 COMMUNITY SERVICES $6,250 $6,250 001-180-000 SHERIFF $69,495 $69,495 001-270-000 NON -DEPARTMENTAL $72,000 $72,000 Total General Fund $147,745 $0 $147,745 SPECIAL REVENUE/ CAPITAL/ ENTERPRISE/ INTERNAL SERVICE FUNDS 108-000-010 WSU COOPERATIVE EXTENSION $20,100 160-000-010 WATER POLLUTION CTL. LOAN FUND 175-000-010 PARKS IMPROVEMENT FUND $0 $18,963 $20,100 $5,544 $18,963 187-000-010 QUILCENE FLOOD CONTROL $65,000 $65,000 Total Other Funds $85,100 $18,963 $109,607 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 18th day of July, 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 5" day of July, 2016. SEAL: ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member AMOUNT FROM UNENCUMBERED FUND # FUND NAME FUND BALANCE REVENUE EXPENSE GENERAL FUND 001-068-000 COMMUNITY SERVICES $6,250 $6,250 001-180-000 SHERIFF $69,495 $69,495 001-270-000 NON -DEPARTMENTAL $72,000 $72,000 Total General Fund $147,745 $0 $147,745 SPECIAL REVENUE/ CAPITAL/ ENTERPRISE/ INTERNAL SERVICE FUNDS 108-000-010 WSU COOPERATIVE EXTENSION $20,100 160-000-010 WATER POLLUTION CTL. LOAN FUND 175-000-010 PARKS IMPROVEMENT FUND $0 $18,963 $20,100 $5,544 $18,963 187-000-010 QUILCENE FLOOD CONTROL $65,000 $65,000 Total Other Funds $85,100 $18,963 $109,607 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 18th day of July, 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 5" day of July, 2016. SEAL: ATTEST: Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member ce:� (,/a2 Ii(, 5-3 RIECEIV ET TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Date: June 20, 2016 JUN 20 2016 CL Community Services 00i,-; -000 Department/Fund NameI�^ Fund Number '. Commissioners: (mark all that apply with an ' X")F 7x rv, F r'" Please be advised that after a thorough exa`mih' 66ri o rV't;uP'tent tiudget ft `appe6rs 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 Fil For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B 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: $o BUDGET BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 $0 $0 TOTAL REVENUE I $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51990.49.0021 Economic Development Council $25,000 $6,250 $31,250 $0 $0 $0 $0 TOTAL EXPENDITURE $25,0001 $6,2501 $31,250 C-7EIVED, TO: BOARD OF COUNTY COMMISSIONERS ', a RE: Request for Budget Appropriation/Extension and Amendment Sheriff/General Fund Department/Fund Name Date: June 18. 2016 JUN 20 2016 001180000 Fund Number Commissioners: (mark all that apply with aihC�, w' Please be advised that after a thor �� c ;. appears that the amount allocated is insufficient to pay necessary expenses tis epartment 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 amoun of ❑ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? B 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 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED TOTAL REVENUE $0 $0 $0 Reason for Appropriation/Extension Contracted Medical -- Late last year the Sheriffs Office began a search for a new medical and mental health services provider. The amount of increase to base budget was not known during budget preparation. Charges are expected to run $7,357 per month plus approximately $725 per month for hourly rate contingency expenses. Strategic Plan Development -- We have had Devore & Assoc. as well as WASPC's LEMAP representatives from WASPC assess JCSO operations. Both pointed out that we do not have a strategic plan in place. For the 1 st time in JCSO history I am developing a strategic plan to guide us long term. The selected consultant will be here a total of 9 days working with our staff to develop an achievable plan. He brings 40 years law enforcement education and experience including proven executive leadership in both large and small agencies. As a law enforcement consultant since 2004, he has helped agencies identify barriers to success, prioritize issues and create action plans to achieve their goals. Housing allowance for West End Deputy — There are now two resident deputies working the West End of Jefferson County. In 2016, we budgeted the housing allowance for our new Hoh Deputy but not the other deputy. During this year's recent hiring process it was recognized the housing allowance should be extended to this position as well. The contract between the County and Teamsters is being amended to include this incentive. The allowance requires an addition to base budget. Respectful ubmitted, 1 Elect e fficial/Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 52360.41.0031 Contracted medical services for inmates $43,411 $40,495 $83,906 TBD Strategic Plan Consultant fees $0 $20,000 $20,000 52123.20.0100 Housing Allowance for West End Deputy $0 $9,000 $9,000 $0 TOTAL EXPENDITURE 1 $43,411 $69,495 $112,906 Reason for Appropriation/Extension Contracted Medical -- Late last year the Sheriffs Office began a search for a new medical and mental health services provider. The amount of increase to base budget was not known during budget preparation. Charges are expected to run $7,357 per month plus approximately $725 per month for hourly rate contingency expenses. Strategic Plan Development -- We have had Devore & Assoc. as well as WASPC's LEMAP representatives from WASPC assess JCSO operations. Both pointed out that we do not have a strategic plan in place. For the 1 st time in JCSO history I am developing a strategic plan to guide us long term. The selected consultant will be here a total of 9 days working with our staff to develop an achievable plan. He brings 40 years law enforcement education and experience including proven executive leadership in both large and small agencies. As a law enforcement consultant since 2004, he has helped agencies identify barriers to success, prioritize issues and create action plans to achieve their goals. Housing allowance for West End Deputy — There are now two resident deputies working the West End of Jefferson County. In 2016, we budgeted the housing allowance for our new Hoh Deputy but not the other deputy. During this year's recent hiring process it was recognized the housing allowance should be extended to this position as well. The contract between the County and Teamsters is being amended to include this incentive. The allowance requires an addition to base budget. Respectful ubmitted, 1 Elect e fficial/Department Head Signature cc -: AtX8. TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Non -Departmental JUN 20 2016 Date: June 20, 2016 001-270-000 Department/Fund Name Fund Number Commissioners: (mark all that apply with an 'X'), ❑X Please be advised that after a thorough' examiriation of my 0u ent budget'tll 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: $72,000 ❑X 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. - $0 f:$0 Reason for ADDroDriation/Extension (1) Appropriate amount for legal assistance to prosecutor for work on Pierce case. (2) County outside legal assistance for 2016 is exceeding budgeted amount. Offici4l/ pa ment Head Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 51281.41.0003 Court Appointed Attorney 1 $0 $0 $0 $0 $60,000 $0 TOTAL REVENUE $0 $0 $0 Reason for ADDroDriation/Extension (1) Appropriate amount for legal assistance to prosecutor for work on Pierce case. (2) County outside legal assistance for 2016 is exceeding budgeted amount. Offici4l/ pa ment Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51281.41.0003 Court Appointed Attorney 1 $0 $12,000 $12,000 51281.41.0003 Legal -Special Attorney Fees 2 $40,000 $60,000 $100,000 $0 $0 $0 TOTAL EXPENDITUREJ $40,0001 $72,0001 $112,000 Reason for ADDroDriation/Extension (1) Appropriate amount for legal assistance to prosecutor for work on Pierce case. (2) County outside legal assistance for 2016 is exceeding budgeted amount. Offici4l/ pa ment Head Signature cc: Pftj poyle- 'S i) TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment 4 JUN 28 6/27/2016 WSU Cooperative Extension V108 SON COUNTY Department/Fund Name Fund 1V'tzm6eM 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 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 # Revenue Description Current Revision Budget New Budget $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE $12,100.00 $20,100.001 $32,200.00 $0.00 $0.00 TOTAL REVENUE $0.001 $0.00 $0.00 BARS # Expenditure Description Current Revision New Budget Budget 108 57121 10 0600 Clerk Hire -Master Gardener $12,100.00 $20,100.00 $32,200.00 $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE $12,100.00 $20,100.001 $32,200.00 Reason for Appropriation/Extension We are adding a Master Gardener Coordinator supported through our Jefferson County budget. Funding was stressed by former coordinator which we funded through our WSU, Pullman accounts. Requesting $8,000 additional to our clerk hire line item which will take us through December 2016. R spectf illy ubmitted, Cc, �� I TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Water Pollution Control Loan Fund Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: June 15. 2016 160-000-010 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: $5,544 r7x For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? x 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: $0 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 59139.78.0000 Loan Repayment L0100030 $1,807 $5,544 $7,351 $0 $0 $0 $0 TOTAL EXPENDITURE $1,8071 $5,5441 $7,351 Reason for Appropriation/Extension Finance Committee has approved the last outstanding loan being paid for out of this fund be paid off in full. The payoff per Department of Ecology email dated 5/19/16 will be $5,544. ectfully Sub i ed, ►� A, tL7► Elected Official/Department Head Signature cc k`8 (,/,-)IIIb AV)y1c S� TO: BOARD OF CO TY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment PARKS IMPROVEMENT FUND Department/Fund Name Commissioners: (mark all that apply with an "X") Date: June 20, 2016 175000010 Fund Numbery 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: $18,963 —� El For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 8X Yes No a 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: $18,963 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 36711.00.0000 DONATIONS FROM PRIVATE SOURCES $0 $18,963 $18,963 $0 $0 $0 TOTAL REVENUE $—Or—$18,9631 $18,963 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 57630.48.0000 REPAIRS & MAINTENANCE $10,000 $18,963 $28,963 $0 $0 $0 $0 TOTAL EXPENDITURE1 $10,0001 $18,9631 $28,963 Keason for /appropriation/Extension Jefferson Healthcare provided $18,963 for finishing the Quilcene Sport Court. The project is scheduled for completions in July of 2016. Respectfull Submitted, Elect p&rtment Head Signature c�. A -(,kJ nneS TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment QUILCENE FLOOD CONTROL SUBZONE Department/Fund Name Commissioners: (mark all that apply with an "X") Date: June 20, 2016 187000010 Fund Number, AM I0 20 FX 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: $65,000 7X For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? X 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: $0 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $01 $0 Reason for Appropriation/Extension During the initial discussions with the RCO funding agency there was an uncertainty as to which properties would qualify for the funding resources. In the interim, the properties have been identified and qualified resulting in a total 5 properties targeted for the acquisition project. Therefore, the budget needs to be supplemented to supply the 15% match funds for the expanded acquisition scope and increased administration cost. m al/Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 55330.10.0000 SALARIES & WAGES $1,068 $15,500 $16,568 55330.20.0000 BENEFITS $449 $5,000 $5,449 55330.49.0000 MISCELLANEOUS $0 $1,500 $1,500 59453.61.0000 CAPITAL OUTLAY -PROPERTY ACQUISITION $45,000 $43,000 $88,000 $0 TOTAL EXPENDITURE $46,5171 $65.0001 $111,517 Reason for Appropriation/Extension During the initial discussions with the RCO funding agency there was an uncertainty as to which properties would qualify for the funding resources. In the interim, the properties have been identified and qualified resulting in a total 5 properties targeted for the acquisition project. Therefore, the budget needs to be supplemented to supply the 15% match funds for the expanded acquisition scope and increased administration cost. m al/Department Head Signature