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Home My WebLink About037 16SATE OF WASHINGTON �ti`Jefferson County IN 1E MATTER OF�b A HEARING NOTICE } FOR PROPOSED SUPPLEMENT L BUDGET } APPROPRIATIONS/EXTENSIONS FOR } RESOLUTION NO. 37-16 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 FUTND AMOUNT FROM 001-010-000 ASSESSOR $49,547 UNENCUMBERED $49,547 001-021-000 FUND # FUND NAME FUND BALANCE REVENUE EXPENSE GENERAL FUTND 001-010-000 ASSESSOR $49,547 $49,547 001-021-000 ELECTIONS $0 $50,587 $50,587 001-080-000 DISTRICT COURT $11,909 $11,909 001-151-000 CORONER $11,000 $11,000 001-180-000 SHERIFF'S DEPARTMENT $40,084 $40,084 001-261-000 OPERATING TRANSFERS $689,220 $689,220 001-270-000 NON -DEPARTMENTAL $39,860 $24,283 $64,143 Total General Fund $841,620 $74,870 $916,490 SPECIAL REVENUE/ CAPITAL/ ENTERPRISE/ INTERNAL SERVICE FUNDS 105-000-010 AUDITOR'S O & M $28,717 $28,717 108-000-010 WSU COOPERATIVE EXTENSION $1,100 $52,000 $53,100 127-000-010 PUBLIC HEALTH $33,020 $33,020 135-000-010 JEFFERSON COUNTY DRUG FUND $7,100 $7,100 142-000-010 PUBLIC DEFENSE FUNDING $8,283 $8,283 174-000-010 PARKS AND RECREATION $21,202 $21,202 175-000-010 PARKS IMPROVEMENT FUND $4,500 $4,500 302-000-010 CAPITAL IMPROVEMENT FUND $650,000 $650,000 306-000-010 PUBLIC INFRASTRUCTURE FUND $29,107 $29,107 401-000-010 SOLID WASTE FUND $151,000 $151,000 404-000-010 YARD WASTE EDUCATION $2,231 $2,231 505-000-010 EMPLOYEE BENEFIT RESERVE $44,000 $44,000 Total Other Funds $980,260 $52,000 $1,032,260 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 10' day of October, 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;aijy'Ir terestgd taxpayer may appear and be heard for or against the extensions. 1PPRO E�h6-2 �`d0y of September, 2016. . ' JEFFERSON COUNTY SEAL: BWOF I RS ATTE6T KaPhCarolyn A ryDeputy Clerk of the Board Da, d/�- �Y)ylt 5 - TO: TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Assessor's Office / 001 General Department/Fund Name Date: 09/13/2016 001010000 t 1 r Fund Number Commissioners: (check all that apply) Q Please be advised that after a thorough examination of my current budget it appears that the amount allooated 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 New Budget Revision Budget 51424.41.0000 Professional Services $51,465.00 $0.00 $97,971.00 51424.35.0000 $0.00 $600.00 $3,041.07 $0.00 $0.00 MA w 4 e s $0.00 $0.00 $0.00 n¢.. , , ,: y x BARS # Expenditure Description Current Budget Revision New Budget 51424.41.0000 Professional Services $51,465.00 $46,506.00 $97,971.00 51424.35.0000 Small Tools and Equipment $600.00 $3,041.07 $3,641.07 $0.00 $0.00 $0.00 �� 7T�TD , $52 065.00 , $49,547.07 $101,612.07 Reason for AFpropriation/Extension After extensive research and discussion, we are ready to move forward with PACS Mobile. 1. Harris Govern ($42,665.84 + tax) 2. Verizon - 3 Ipads ($929.99 + tax) *Resubmitted to make corrections, revision amount remains the same as the original. *Jeff Chapman is out of the office today, Appropriation Form signed by Sherrie Shold, Chief Deputy Respectfully submitted, r) Y) S TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Elections Department/Fund Name 001-021-000 Fund NuAFr 07 2016 9, 2016 Commissioners: (check all that apply)� � , � i 'T 3 ' i� 0 Please be advised that after a thorough examination of my current e eiamma ion o all ted is insufficient to pay necessary expenses of this department for this year. After a carefu 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 s.'BV Z 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 of 430, to include this new revenue in the budget this year as outlined below. BARS # Expenditure Description Current Budget Revision New Budget 51170.42.0010 Postage $7,528.00 $5,384.00 $12,912.00 51170.49.0020 Printing - Ballots & Envelopes $39,500.00 $32,690.00 $72,190.00 51170.91.0000 Professional Services $21,000.00 $7,513.00 $28,513.00 51170.10.0600 Clk Hire Processing Board Wages $2,500.00 $5,000.00 $7,500.00 $0.00 $70,528.00 $50,587.00 $121,115.00 Keason for During the preparation of the 2016 budget, whether or not the Presidential Primary would be held was still not decided by the State of Washington. approval of 2016 budget in December, 2015, we were advised that the Presidential Primary would take place. expenditures and revenue to be received need to be added to the 2016 budget. Respectfully submitted, ��,� .,d� �,►. � ��,�,� � -°C -1 to Cc i TO: BOARD OF M*Y CO MISSIONERS RE: Request For Budget Appropriation/Extension and Amendment District Court Department/Fund Name Date: SWR I 1 001 080 j K Fund N &P I V r. Commissioners: (check all that apply) A 1" I6 29 2016 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 thisyea i e expenditures within the department budget with respect to present andWjjj VsAffm asy 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 # Expenditure Description Current Revision New Budget TBD BARS # Revenue Description $11,908.37 $11,908.37 Revision New Budget $0.00 Budget $0.00 $0.00 $0.00 $0.00 $0.00 s lf'n $0.00 $11,908.371 $11,908.37 $0.00 $0.00 Me $0.00 $0.00 $0.00 ..".. r} BARS # Expenditure Description Current Budget Revision New Budget TBD $0.00 $11,908.37 $11,908.37 $0.00 $0.00 $0.00 $0.00 s lf'n $0.00 $11,908.371 $11,908.37 Reason for Appropriation/Extension In 2006 District Court entered into a contract with Orion Payment Systems for credit card processing by Modern Payments. This contract was reviewed and approved by Judge Huth, Civil Attorney David Alvarez and, County Administrator Fischbach. The contract stated that District Court is not responsible for any processing fees. At some point Modern Payment sold the contract to Pivotal Payments a Canadian Company which started taking fees from our payments. For example, if someone paid a ticket for $100 and the fee was $4.00 Pivotal would only send the court $96.00. District Court was not notified of this sale although Pivotal stated they had notified us. This fee went undetected until 2010 when a discrepancy brought it to the attention of the Court Administrator. At that time District Court Administrator Bick attempted to track down where the short fall came from. District Court has since canceled the contract with Pivotal Payments and uses another company for credit card payments. District Court has spent well over a year trying to identify the cases that Pivotal did not send full payment as well as trying to get Pivotal to send the funds they held back. Pivotal has refused to do so and it is costing the county more time and money to R-pectfully ubmitted,''c�C.��'C� udge Jill Landes and Tracie Bick In 2006 District Court entered into a contract with Orion Payment Systems for credit card processing by Modern Payments. This contract was reviewed and approved by Judge Huth, Civil Attorney David Alvarez and, County Administrator Fischbach. The contract stated that District Court is not responsible for any processing fees. At some point Modern Payment sold the contract to Pivotal Payments a Canadian Company which started taking fees from our payments. For example, if someone paid a ticket for $100 and the fee was $4.00 Pivotal would only send the court $96.00. District Court was not notified of this sale although Pivotal stated they had notified us. This fee went undetected until 2010 when a discrepancy brought it to the attention of the Court Administrator. At that time District Court Administrator Bick attempted to track down where the short fall came from. District Court has since canceled the contract with Pivotal Payments and uses another company for credit card payments. District Court has spent well over a year trying to identify the cases that Pivotal did not send full payment as well as trying to get Pivotal to send the funds they held back. Pivotal has refused to do so and it is costing the county more time and money to go back identify each case than it would to an appropriation to bring the trust account into balance. Rn►n-e__ S -iti jib,I TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Coroner Department/Fund Name Commissioners: (mark all that apply with an "X") Date: September 16, 2016 001-151-000 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: $11,000 0 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 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 -Autopsies $0 $0 $0 $0 TOTAL REVENUE'! $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 56320.41.0010 $23,000 $11,000 $34,000 -Autopsies $0 $0 $0 $0 TOTAL EXPEN'DITURE': $23,0001 $11,000 $34,000 Keason Tor Appropriationitxtension Cost for autopsies are exceeding bi Respectfully Submitted, E ed Official/Department Head Signature 1,k;ze x, TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Sheriffs Office/General Fund Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: September 12, 2016 001 180 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: j- $40,084 =X For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes X No ED 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 ADDrooriation/Extension The original COBAN estimate was for 19 car camera systems with standard definition video. After reviewing both COBAN and another vendor's product, it was decided that HD video was important to accurate recording of events. The current budget will pay for 14 car camera systems with High Definition cameras. So that each deputy's vehicle is equipped, there will be a $30,000 charge for an additional 5 complete car camera included in our original estimate was a video storage server and redacting software. We would also like to hase 19 body cameras $22,000), the redacting software and video storage server as part of this one time luring Q2 appropriations, we requested $20,000 for Strategic Planning. As a result of New World implementation nd conflicting schedules, the 9 sessions have been delayed until 2017. We would like to defer this expenditure until 017 and replace it in 2016 with the body cameras. Elected Official/Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 59421.64.0010 6 additional car camera systems $83,500 $30,000 $113,500 59421.64.0090 Server for car and body camera video $6,039 $6,039 59421.64.0010 Adobe Video redacting software $2,045 $2,045 59421.64.0010u 19 Body Camera packages , docking stations, load cradle licensingand warranty. $22,000 $22,0001 52110.41.0015 Strategic Planning $20,000 -$20,000 $0 TOTAL EXPENDITURE $103,5001 $40,084 $143,584 Reason for ADDrooriation/Extension The original COBAN estimate was for 19 car camera systems with standard definition video. After reviewing both COBAN and another vendor's product, it was decided that HD video was important to accurate recording of events. The current budget will pay for 14 car camera systems with High Definition cameras. So that each deputy's vehicle is equipped, there will be a $30,000 charge for an additional 5 complete car camera included in our original estimate was a video storage server and redacting software. We would also like to hase 19 body cameras $22,000), the redacting software and video storage server as part of this one time luring Q2 appropriations, we requested $20,000 for Strategic Planning. As a result of New World implementation nd conflicting schedules, the 9 sessions have been delayed until 2017. We would like to defer this expenditure until 017 and replace it in 2016 with the body cameras. Elected Official/Department Head Signature TO: BOARD OF COUNTY COMMISSIONERS Date: September 21, 2015 RE: Request for Budget Appropriation/Extension and Amendment Operating Transfers 001-261-000 Department/Fund 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: $689,220 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: $0 Keason for Appropriation/txtension 1) Transfer a portion of PILT funds (payment in lieu of taxes -federal government) received over budgeted amount to Capital Improvement Fund and to Road Fund. 2) The transfer to the Road fund includes $350,000 of PILT funs towards Undie Road project and $6,200 to backfill the amount Roads received in 2016 of Secure Rural Schools funds of $459,872 equal to amount of Secure Rural School Funds received by Roads in 2013 of $466,000. 3) Transfer to Public Health is one-time transfer for difference between budgeted and actual salary and benefit cost for Health Director position in 2016. Res ectfull. ittel, p Y'm r� 7 p Elected fficia[/De art_ He.ad_Signature..___ BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 Description $0 $0 $0 59700.00.0350 $0 TOTAL REVENUE $0 $0 $0 Keason for Appropriation/txtension 1) Transfer a portion of PILT funds (payment in lieu of taxes -federal government) received over budgeted amount to Capital Improvement Fund and to Road Fund. 2) The transfer to the Road fund includes $350,000 of PILT funs towards Undie Road project and $6,200 to backfill the amount Roads received in 2016 of Secure Rural Schools funds of $459,872 equal to amount of Secure Rural School Funds received by Roads in 2013 of $466,000. 3) Transfer to Public Health is one-time transfer for difference between budgeted and actual salary and benefit cost for Health Director position in 2016. Res ectfull. ittel, p Y'm r� 7 p Elected fficia[/De art_ He.ad_Signature..___ BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 59700.00.0350 Transfer to Capital Improvement Fund 302 1 $0 $300,000 $300,000 59700.00.0180 Transfer to Road Fund 2 $0 $356,200 $356,200 59700.00.0160 Transfer to Public Health 3 $668,200 $33,020 $701,220 $0 $0 TOTAL EXPENDITUREJ $668,2001 $689,2201 $1,357,420 Keason for Appropriation/txtension 1) Transfer a portion of PILT funds (payment in lieu of taxes -federal government) received over budgeted amount to Capital Improvement Fund and to Road Fund. 2) The transfer to the Road fund includes $350,000 of PILT funs towards Undie Road project and $6,200 to backfill the amount Roads received in 2016 of Secure Rural Schools funds of $459,872 equal to amount of Secure Rural School Funds received by Roads in 2013 of $466,000. 3) Transfer to Public Health is one-time transfer for difference between budgeted and actual salary and benefit cost for Health Director position in 2016. Res ectfull. ittel, p Y'm r� 7 p Elected fficia[/De art_ He.ad_Signature..___ TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Date: September 12, 2016 Non -Departmental 001-270-000 SEP j 2 Department/Fund Name Fund ,N,wmber 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 expen es of this department for this year. After a careful examination of all the expenditures within the departm nt 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: $64,143 ❑ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 8 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: $24,283 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 39700.00.0142 Transfer In -Public Defense Fund $0 $24,283 $24,283 REVISION $0 51281.41.0002 $0 $9,860 $0 TOTAL REVENUE $0 $24,283 $24,283 Reason for Appropriation/Extension (1) Appropriate additional amount per Public Defense Contract beginning 7-1-2016. (2) Appropriate costs for Investigative/Social Work per Public Defense Contract. These costs, previously paid for from Public Defense Fund 142 will now be paid out of non -departmental budget. The investigative/social work costs are paid for by pubic defense improvement funds through The WA Office of Public Defense. (3) County outside legal assistance for 2016 is exceeding budgeted amount. Elected Off icialfDep-a6tmeatN�ignature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51281.41.0002 Public Defender 1 $550,000 $9,860 $559,860 51281.41.0004 Investigative/Social Work 2 $0 $24,283 $24,283 51510.41.0010 Legal -Special Attorney Fees 3 $100,000 $30,000 $130,000 $0 $0 TOTAL EXPENDITURE 1 $650,0001 $64,1431—$714,143 Reason for Appropriation/Extension (1) Appropriate additional amount per Public Defense Contract beginning 7-1-2016. (2) Appropriate costs for Investigative/Social Work per Public Defense Contract. These costs, previously paid for from Public Defense Fund 142 will now be paid out of non -departmental budget. The investigative/social work costs are paid for by pubic defense improvement funds through The WA Office of Public Defense. (3) County outside legal assistance for 2016 is exceeding budgeted amount. Elected Off icialfDep-a6tmeatN�ignature Cc, sae. S. TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Auditor's O&M Department/Fund Name 4 t a ' 13a1 e1,t�ner, 2016 105-000-010 Gr 0 9 2016 Fund Number Commissioners: (check all that apply) : E F E k N ( sC'U N .., r"a 0 Please be advised that after a thorough examination of my current budget . tNU , E s 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 Budget Revision New Budget Revision $0.00 51410.48.0020 $0.00 $12,973.00 $0.00 59414.64.0010 $0.00 014 S``001$0.00 .> Klffl�W a. ;4 $0.00 $0.00 BARS # Expenditure Description Current Budget Revision New Budget 51410.48.0020 Maintenance Agreement $42,000.00 $12,973.00 $54,973.00 59414.64.0010 Capital Equipment $0.00 $15,744.00 $15,744.00 $0.00 $0.00 $0.00 11 WOW $42,000.00 $28,717.00 $70,717.00 Reason for Appropriation/Extension New Server was needed for recording --- running out of room. With Oracle no longer being supported, had to move to Sequel. E Docs Recording Maintenance Agreement and Equipment not in initial budget. Respectfully submitted, (� CC 0 '°1 i 15 2016 TO: BOARD OF COUNTY COMMISSIONERS Date: 9/1/2016 RE: Request For Budget Appropriation/Extens`ion 4i2d -Arncodirrient. WSU Jefferson COunty Cooperative Extension �108 Department/Fond Name Fund Number Commissioners: (check all that apply) Q 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, 1 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. Q 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 Current Revision Budget New Budget NOXIOUS WEED CONTROL INDIRECT $20,000._0 $20,000.00 347.10.00.0070 COOP EXT SERVICE FEES i $32,000.00 $32,000.00 $20,100.00 57121.41.0043 $0.00 $20,000.00 $16,000.00 $0.00 TOTAL REVENUE 1 $0,001 $52,000.00 552,000.00 BARS # Expenditure Description Current Budget Revision New Budget 57121.41.0040 4-H AGENT $20,000.00 $100.00 $20,100.00 57121.41.0043 TWIN VISTA MOA $20,000.00 $16,000.00 $36,000.00 57121.41.044 SMALL FARMS MOA $20,000.00 $16,000.00 $36,000.00 57121.45.0010 BUILDING RENT -EXTENSION $27,000.00 $1,000.00 $28,000.0 NOXIOUS WEED CONTROL INDIRECT $20,000.00 $20,000.00 TOTAL EXPENDITURE $87,000.001 $53,100.00 $140,100.00 Reason for Appropriation/Extension In budgeting for 2016, the amount submitted for 4-11 Agent; Twin Vista MOA and Small Farms MOA is the Jefferson County portion of the MOA, the error is the submitted amount was that the total cost: JC portion+Community MOA Support was not entered as the budgeted amount. Revenue funds from our Community MOA Support has been in coining into Revenue line Coop Extension Service Fees, throughout 2016 and will support the expenditure line readjustment. This appropriation will bring the budget amount up to the true expenditure amount for 2016. Our Building Rent -Extension budget is short due to the increasing CP -U with the Port of Port Townsend. Noxious Weed Control Indirect Revenue and Expenditure lines are to facilitate the pay -back transaction from Noxious Weed Control board for being housed under WSU Cooperative Extension, facilities and staff fbr basic operations. Using a base rate of 0.1340% instead of the approved county rate of 0.21%. Re pectfil. ly submitted, Laura Lewis, Dorector TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Department/Fund Name Public Health Commissioners: (mark all that apply with an 'X') Date: September 21, 2016 Fund Number 127 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, 1 request an appropriation and budget extension in theamountof: $33,020 t i� For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes X No I ^ I 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: 33,020 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 39700.00.0160 Transfer from GF - Public Health $580,357 $3Z282 $612639 19700.10.0368 Transfer from GH - PH One Time)_$738 $738 56200.10.0040 $0 $27,851 $0 TOTAL REVENUE $580,3571 $33,020 $613,377 in former director retiring, wages and benefits were reduced in the 2016 budget to reflect hiring a replacement at the entry level position. 'H is asking for the county to cover the difference between what was budgeted and what was settled on once the new director was hired nge 22, top step). The 2016 budget included an estimate for window film of $3000. The actual estimate received was slightly above amount so an additonal $738.00 is being requested to cover the additional cost. This will enable the health department to have window installed on specific windows to reduce/eliminate areas from being viewed by the public while still allowing for light to come through Resp ully Sub fitted, Elected Official/department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 56200.10.0040 Public Health Director - wages $76,014 $27,851 $103,865 56200.20.0040 Benefits -Admin $26,574 $4,431 $31,005 56200.31.0032 Decorative Films $3,000 $738 $3,738 $0 $0 TOTAL EXPENDITURE $0 $33,020 $0 in former director retiring, wages and benefits were reduced in the 2016 budget to reflect hiring a replacement at the entry level position. 'H is asking for the county to cover the difference between what was budgeted and what was settled on once the new director was hired nge 22, top step). The 2016 budget included an estimate for window film of $3000. The actual estimate received was slightly above amount so an additonal $738.00 is being requested to cover the additional cost. This will enable the health department to have window installed on specific windows to reduce/eliminate areas from being viewed by the public while still allowing for light to come through Resp ully Sub fitted, Elected Official/department Head Signature TO: BOARD OF COUNTY COMMISSIONERS RE: Request For Budget Appropriation/Extension and Amendment Jefferson County Drug Fund Department/Fund Name 135-000-010 Fund Number Date: September 9, 2016 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. Q 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 Revision Budget New Budget $7,100.00 $7,100.00 $0.00 $0.00 $0.00 $0.00- $0.00 t;T $0.00 $7,100.00 $7,100.00 $0.00 x .. >o-#. $0.00 $0.00 $0.00 BARS # Expenditure Description Current Revision New Budget Budget 51510.41.0000 OFFICE & OPERATING SUPPLIES $7,100.00 $7,100.00 $0.00 $0.00 $0.00- $0.00 t;T $0.00 $7,100.00 $7,100.00 Reason for Appropriation/Extension Maintenance costs for forensic cell phone software used by Sheriff s Office in drug investigations. This was budgeted in the 2015 budget but paid in 2016. Resp c ly b ed,,. TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Date: September 12, 2016 Public Defense Funding 142-000-010 n Department/Fund 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: ezarrtination 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: $8,283 ❑X For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? BX 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 $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51281.41.0000 Professional Services $35,000 -$16,000 $19,000 59700.00.0001 Transfer Out - General Fund -non -dept. $24,283 $24,283 $0 $0 $0 TOTAL EXPENDITURE $35,0007 $8,2831 $43,283 Reason for Appropriation/Extension Costs for investigative services paid for with funds from the WA Office Of Public Defense are now be paid out general fund with a transfer from the Public Defense Fund to cover costs. Elected Official/Department Head Signature TO: BOARD OF COLIN Y COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Date:" eptern eF 2'20,1 Public Works, Parks & Recreation 174.000.010 Department/Fund Name Fund Number Commissioners: (mark all that apply with an "X") .� r 0 Please be advised that after a thorough examination of my current budget it appe, t's: tlti bw 11 J A, insufficient to pay necessary expenses of this department for this year. After a`c fLxamin�ti�o'n aea�jl 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: $21,202 F7 For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 8 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: BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 Reason for Appropriation/Extension The lighting system at Memorial Field failed and was partially repaired. A grant to replace the lights was written on short -notice which required additional admin staff support. Difficulty was encountered recruiting a camp -host for Oak Bay Campground and a caretaker for HJ Carroll Park which increased expenditures on both advertising and maintenance clerk -hire. Numerous mission critical and safety repairs were required in the parks including the backstop at Irondale Community Park, danger tree work throughout the parks system, a safety light at HJ Carroll Park, outlets at the Rotary Pavillion, irrigation system at HJ Carroll, and new fire rings for Lake Leland Campground. Athletic field treatments were applied to increase durability including additional sand, and treatment for broadleafs. High levels of park use required additional vault toilet pumping. Respe, c1ffy Submitted, Elected Official/Department Hea&sitftature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 57520.48.0000 Mem Fld Repair and Maint. $3,000 $2,845 $5,845 57680.10.0000 Parks -Salaries & Wages $91,661 $2,479 $94,140 57680.44.0000 Advertising$1,500 $1,855 $3,355 57680.48.0000 Parks Repair and Maint. $6,000 $14,023 $20,023 $0 $0 TOTAL EXPENDITURE $102,161 $21,202 $123,363 Reason for Appropriation/Extension The lighting system at Memorial Field failed and was partially repaired. A grant to replace the lights was written on short -notice which required additional admin staff support. Difficulty was encountered recruiting a camp -host for Oak Bay Campground and a caretaker for HJ Carroll Park which increased expenditures on both advertising and maintenance clerk -hire. Numerous mission critical and safety repairs were required in the parks including the backstop at Irondale Community Park, danger tree work throughout the parks system, a safety light at HJ Carroll Park, outlets at the Rotary Pavillion, irrigation system at HJ Carroll, and new fire rings for Lake Leland Campground. Athletic field treatments were applied to increase durability including additional sand, and treatment for broadleafs. High levels of park use required additional vault toilet pumping. Respe, c1ffy Submitted, Elected Official/Department Hea&sitftature Noe- TO: BOARD OF COUNTY COMMISSIONERS Date: September 7, 2016 RE: Request for Budget Appropriation/Extension and Amendment 1 '00L PARKS IMPROVEMENT FUND 0 eG 010L Department/Fund Name Fur,,,c( uMIzQr � ��A Commissioners: (mark all that apply with an "X") 0 Please be advised that after a thorough examination of my current budget it aOpeart`th6f tre'arYWnalrbb;Add 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? X 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: $0 1 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 57630.49.0000 MISCELLANEOUS $0 $4,500 $4,500 $0 $0 $0 TOTAL EXPENDITURE I $0 $4,500 $7500 Reason for Appropriation/Extension Lodging tax for camping fees received at Jefferson County Parks and Recreation campground facilities was not budgeted for. Actual revenues from camping fees have exceeded budgeted revenues. itted, Elected Official/Department Head Signature �C : �qua. ��JI Noe, � P TO: BOARD OF OUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Date: ,September 1=2, 2016° Capital Improvement Fund 302-000-010 Department/Fund 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 ca'r6ft 1,e xar»inatio r of an 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: $650,000 ❑X 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 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 58110.00.0000 Interfund Loan to Road Fund $650,000 $650,000 $0 $0 $0 TOTAL EXPENDITURE $0 $650,0001 $650,000 Keason Tor /Appropriationicxiension Loan to Road Fund for Undie Road project as approved by Resolution 24-16, June 13, 2016. /F espeCtferni bmi ��ected Off ici Dep rtment Head Signature 3116 3 OAS S - l TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Date: September 12,,2016. Public Infrastructure Fund 306-000-010 Department/Fund Name Fund Number SEP 12 2016 Commissioners: (mark all that apply with an "X") ❑X Please be advised that after a thorough examination of my current budget it appears h"at the' amoun't ahocated is insufficient to pay necessary expenses of this department for this year. After a careful examinatip;n,df alt 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 $29,107 ❑X 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 extension to include this new revenue in the budget this year as outlined below in the amount of: $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 59700.00.0405 Transfer to Tri -Area Sewer $170,000 $29,107 $199,107 $0 $0 $0 $0 TOTAL EXPENDITUREJ $170,0001 $29,1071 $199,107 Reason for Appropriation/Extension By resolution, 50% of the annual Rural County Sales and Use Tax received into the Public Infrastructure fund is transfered to the Tri -Area Sewer fund 405. This appropriation is to transfer an additional $29,107 to the Tri -Area Sewer fund, which represents 50% of the sales tax received over the budgeted amount for 2015. The remaining 50% of sales tax received over budgeted will stay in the fund for future project allocation through the normal PIF allocation process. Offici Q-(2- 1, �� q 1 13 )A0 TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Public Works, Solid Waste Department/Fund Name Datia .Septernber'A 2016: 401000010 C,4 t -Ff— Fund Number Commissioners: (mark all that apply with an "X") z _ G . Please be advised that after a thorough examination of my current budget it a � 1�t f e,� Ui tA- 0a,, e rt' insufficient to pay necessary expenses of this department for this year. After a carefuf examination o ale 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: $151,000 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: BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 Reason for sion Actual tonnages through July 2016 exceed projected 2016 tonnages based on 2015 actuals by 7% causing disposal costs in Professional Services - Long Haul and taxes in Miscellaneous to exceed budgeted amounts. Actual tonnages of City Yard Waste exceeded 2016 projected tonnages as well causing a revision request to City Yard Waste Fees. A revision to Repair and Maintenance at the transfer station faciltiy is requested due mainly to unexpected repairs to scales, closed landfill gas flare, leachate tank and maintenance on waste packing crane. Capital Outlay - Buildings actual costs of sandblast and paint project including the Transfer Station and Moderate Risk Waste buildings exceeded budgeted estimate amounts by about 15%. Submitted, Elected Offi Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 53700.41.0010 Professional Services -Long Haul $1,154,062 $61,000 $1,215,062 53700.48.0000 Repair & Maintenance $16,500 $17,000 $33,500 53700.49.0000 Miscellaneous $85,000 $8,000 $93,000 59437.62.0000 Ca ital Outlay - Buildings $308,575 $55,000 $363,575 53700.52.0000 City Yardwaste Fees $62,2001 $10,000 $72,200 TOTAL EXPENDITURE $1,626,3371 $151,0001 $1,777,337 Reason for sion Actual tonnages through July 2016 exceed projected 2016 tonnages based on 2015 actuals by 7% causing disposal costs in Professional Services - Long Haul and taxes in Miscellaneous to exceed budgeted amounts. Actual tonnages of City Yard Waste exceeded 2016 projected tonnages as well causing a revision request to City Yard Waste Fees. A revision to Repair and Maintenance at the transfer station faciltiy is requested due mainly to unexpected repairs to scales, closed landfill gas flare, leachate tank and maintenance on waste packing crane. Capital Outlay - Buildings actual costs of sandblast and paint project including the Transfer Station and Moderate Risk Waste buildings exceeded budgeted estimate amounts by about 15%. Submitted, Elected Offi Signature TO: BOARD OF COUN COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Dater; S�ptember,.9th, 20��t .. Public Works, Yard Waste Education 404000010 u Department/Fund Name Fund Number Commissioners: (mark all that apply with an "X"); Fs,XPlease be advised that after a thorough examination of my current budget itavU=fthi naaunttl r insufficient to pay necessary expenses of this department for this year. Afterartit olte 1 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: $2,231 ❑ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? eX 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: BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 53720.91.0000 Interfund Professional Services $0 $2,231 $2,231 $0 $0 $0 TOTAL EXPENDITURE $0 $2,2311 $2,231 Reason for sion Four educational workshops on backyard composting conducted from May to June exceeded program estimated costs budgeted for 2016. These workshops are a part of the Interlocal Agreement Between City Of Port Townsend and Jefferson County For Biosolids Composting Facility education program. Respectfully Elected Official/Dena- Ment Head Si TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Date: September 12, 2016 Employee Benefit Reserve 505-000-010 EP 12 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 alldcated 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: $44,000 ❑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: BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 Reason for Appropriation/Extension (1) Payment to Department of Retirement for excess compensation for retiring employees exceeded budgeted amount. (2) Reimbursement from Employee Benefit Reserve fund 505 to departments for retirement related costs per resolution 11-14, is estimated to be higher than budgeted for 2016. Elected BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51721.41.0000 DRS Claims 1 $15,000 $24,000 $39,000 59700.00.1114 Transfers Out to other funds 2 $100,000 $20,000 $120,000 $0 $0 TOTAL EXPENDITUREJ $115,0001 $44,0001 $159,000 Reason for Appropriation/Extension (1) Payment to Department of Retirement for excess compensation for retiring employees exceeded budgeted amount. (2) Reimbursement from Employee Benefit Reserve fund 505 to departments for retirement related costs per resolution 11-14, is estimated to be higher than budgeted for 2016. Elected Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS TO: FROM: DATE: SUBJECT: STATEMENT OF ISSUE: AGENDA REQUEST Board of County Commissioners Philip Morley, County Administrator Leslie Locke, Executive Assistant September 26, 2016 RESOLUTION NO. re: HEARING NOTICE: Third Quarter 2016 Budget Appropriations/Extensions; Various County Departments; Hearing scheduled for Monday, October 10, 2016 at 10:00 a.m. in the Commissioners Chambers 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 September 28 and October 5, 2016. FISCAL IMPACT: Provided in Resolution. RECOMMENDATION: Approve resolution to publish a notice for the hearing set for October 10, 2016 at 10:00 a.m. in the Commissioners Chambers. REVIEWED BY: �f Philip Morley, Administrator Date