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Home My WebLink About071816_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: July 18, 2016 SUBJECT: HEARING re: Proposed 2016 Second 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 July 6 and 13, 2016. FISCAL IMPACT: See attached department fund requests. RECOMMENDATION: Hear public testimony and consider approval of a resolution to adopt the 2nd quarter supplemental budget appropriations. REVIEWED BY: /� �/- - - � � C' = 6 a) Philip Morley, County Administrator Date f `-j "` %- Y r- c'' +� 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 5' day of July, 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 5' day of July, 2016, set a hearing on said need for the 18' day of July, 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 July 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 re uests: 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 $20,100 160-000-010 WATER POLLUTION CTL. LOAN FUND $5,544 175-000-010 PARKS IMPROVEMENT FUND $0 $18,963 $18,963 187-000-010 QUILCENE FLOOD CONTROL $65,000 $65,000 Total Other Funds $85,100 $18,963 $109,607 APPROVED this 18"' 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 I 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 $20,100 160-000-010 WATER POLLUTION CTL. LOAN FUND $5,544 175-000-010 PARKS IMPROVEMENT FUND $0 $18,963 $18,963 187-000-010 QUILCENE FLOOD CONTROL $65,000 $65,000 Total Other Funds $85,100 $18,963 $109,607 APPROVED this 18"' 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 6V)O,e S TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Community Services joN 2 Q 2016 Department/Fund Name Commissioners: (mark all that apply with an "X") Date: June 20, 2016 CLS 001- -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: 6,250 ❑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: C $0 BUDGET BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED T1 990.49.0021 Economic Development Council $25JOEm5 $6,250 $31. $0 $0 $0 $0 TOTAL EXPENDITURE $25, $6,250 $31,250 Reason for Appropriation/Extension (1) Appropriate $6,250 to pay an additional quarter that was budgeted to pay in 2015 but did not get paid until 2016. Offici�lgpartment Head Sign�ature Y1 1� TO: BOARD OF COUNTY COMMISSIONERS Date: June 18, 2016 RE: Request for Budget Appropriation/Extension and Amendment Sheriff/General Fund r Department/Fund Name JUN 2 0 2016 001 180000 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: For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes RNo 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: So BUDGET BARS Revenue # Description CUR=REVISIONAMENDEDTOTAL REVENUE $0 BARS Expenditure # Description CURRENT REVISION BUDGET AMENDED 52360A1 -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 HousingAllowance for West End De ut $0 $91000 $9,000 $0 TOTAL EXPENDITURE $43,411 $69,495 $112,906 ��aovi lu,plv 1Iduuf r-xienslon 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 budoet. Kespecttuubmitted, Electe fficial/Department Head Signature CC 4 Nlne- 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 U N / Fund Number Comm issioners: (mark all that apply with an "X"). `r' * �+" 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: '2,000 X For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 8X Yes No 71 Please Ibe 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: So Reason for ,Appropriation/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. Official/ �pame�nt Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 51281.41.0003 Court Appointed Attorne 1 $0 $0 $0 $0 $60,000 $0 TOTAL REVENUE $0 $0 $0 Reason for ,Appropriation/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. Official/ �pame�nt Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51281.41.0003 Court Appointed Attorne 1 $0 $12,000 $12,000 Legal -Special Attorney Fees 2 $40,000 $60,000 $100,000 6 $o $0 $0 TOTAL EXPENDITURE1 $40,000 $72,000 $112,000 Reason for ,Appropriation/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. Official/ �pame�nt Signature Not � TO: BOARD OF COUNTY COMMISSIONERS 6/27/2016 RE: Request For Budget Appropriation/Extension and Amendment jUN WSU Cooperative Extension Department/Fund Name 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, 1 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 p Budget New Budget $0.00 $20,100.00 $0.00 $0.00 $0.00 $0.00 TOTAL REVENUE $0.00 $0.00 $0.00 BARS # Expenditure Description Current p Budget Revision New 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 $20,100.00 $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 spectfully ubmitted, 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 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 appropriation and budget extension in the amount of: �5,544 Ox For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes NNo 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: So 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 Re a ment L0100030 $1,807 $5,544 $7,351 $0 $0 $0 $0 TOTAL EXPENDITURE $1,807 $5,544 $7,351 Keason tor 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 fitted, 1`5 -1 lo Elected Official/Department Head Signature co L, /p 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 Number, 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: �I 8,963 0 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? X Yes No FX -1 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: L $''8,963 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 36711.00.0000 DONATIONS FROM PRIVATE SOURCES $0 $18,963 $18,963 $0 $0 $0 TOTAL REVENUE $0 $18,963 $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 $10,000t.$18,963 $287963 Keason Tor wp ropriation/Extension Jefferson Healthcare provided $18,963 for finishing the Quilcene Sport Court. The project is scheduled for completion in July of 2016. Respectful ,Submitted, Elect partment Head Signature �R 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 Fund Number 187000010 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 0 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? eX 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 BARS Revenue -i— 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. c� ElectecT01ficial/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 $46,517 $65,000 $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. c� ElectecT01ficial/Department Head Signature