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Home My WebLink About120516_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: December 5, 2016 SUBJECT: RESOLUTION NO. re: HEARING NOTICE: Fourth Quarter 2016 Budget Appropriations/Extensions; Various County Departments; . Hearing scheduled for Monday, December 19, 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 December 7 and 14, 2016. FISCAL IMPACT: Provided in Resolution. RECOMMENDATION: Approve resolution to publish a notice for the hearing set for December 19, 2016 at 10:00 a.m. in the Commissioners Chambers. REVIEWED BY: hilip M rl Coun Ad ' strator 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 001-063-000 PLANNING COMMISSION 001-067-000 SAFETY& SECURITY 001-270-000 NON -DEPARTMENTAL $5,000 $9,172 $20,000 AMOUNT FROM Total General Fund $34,172 $0 $34,172 UNENCUMBERED / CAPITAL / ENTERPRISE / INTERNAL SERVICE FUNDS FUND # FUND NAME FUND BALANCE REVENUE EXPENSE GENERAL FUND 001-063-000 PLANNING COMMISSION 001-067-000 SAFETY& SECURITY 001-270-000 NON -DEPARTMENTAL $5,000 $9,172 $20,000 $5,000 $9,172 $20,000 Total General Fund $34,172 $0 $34,172 SPECIAL REVENUE / CAPITAL / ENTERPRISE / INTERNAL SERVICE FUNDS 127-000-010 PUBLIC HEALTH -$321 $14,194 $13,873 140-000-010 LAW LIBRARY $1,914 $1,914 308-000-010 CONSERVATION FUTURES $62,416 $62,416 401-000-010 SOLID WASTE FUND $125,000 $125,000 Total Other Funds $189,009 $14,194 $203,203 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 19`h day of December, 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`h day of December, 2016. SEAL ATTEST Carolyn Avery, Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member TO: BOARD OF COUNTY COMMISSIONERS " RE: Request For Budget Appropriation/Extension and Amendment Planning Commission Department/Fund Name Date: 11/28/16 001063/ 3 Q 20IR Fund - JEFFERSON umber t' 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 $5,000.00 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 Revision Budget New Budget $5,000.00 $36,049.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE $31,049.00 $0.00 TOTAL REVENUE $0.00 $0.001 $0.00 BARS # Expenditure Description Current Budget Revision New Budget 55860.91.0010 Interfund-Prof Svcs $31,049.00 $5,000.00 $36,049.00 $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE $31,049.00 $5,000.001 $36,049.00 LC � ahv►�_ S. Nlaak, AUI TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Safety and Security 140W 2 2 2016 Department/Fund Name Commissioners: (mark all that apply with an 'X') Date: November 21, 2016 001-670-000 Fund Number 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: $9,172 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 ADoro (1) Appropriate salaries and benefits to cover costs for one month overlap of Emergency Management Director position. R e ally S ted, Electe epa ment Head Signature BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 52510.10.0010 -Ernergency -EmergencyMm t Director salary $76,454 $0 $0 $0 $2,800 $0 TOTAL REVENUE $0 $0 $0 Keason for ADoro (1) Appropriate salaries and benefits to cover costs for one month overlap of Emergency Management Director position. R e ally S ted, Electe epa ment Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 52510.10.0010 -Ernergency -EmergencyMm t Director salary $76,454 $6,372 $82,826 52510.20.0000 Benefits $30,602 $2,800 $33,402 $0 $0 $0 TOTAL EXPENDITURE $107,0561 $9,1721 $116,228 Keason for ADoro (1) Appropriate salaries and benefits to cover costs for one month overlap of Emergency Management Director position. R e ally S ted, Electe epa ment Head Signature 02 11 6�> epvlct TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Non -Departmental NOV 2 9 2016 Department/Fund Name Commissioners: (mark all that apply with an "X") Date: November 29, 2016 001-270-000 Fund Number ❑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: $20,000 ❑ 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: BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 51510.41.0010 Legal -Special AttorneyFees 3 $130,000 $20,000 $150,000 $0 $0 TOTAL EXPENDITURE _$13b,000l $20,0001 $150,000 TO: BOARD OF COUNTY COMMISSIONERS Date: November 16, 2016 RE: Request for Budget Appropriation/Extension and Amendment Public Health Department/Fund Name Commissioners: (mark all that apply with an 'X') 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, I request an appropriation and budget extension in the amount of: $13,873 OX For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes X 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. - $14,194 f:$14,194 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED 33404.70.9330 ACAC $2,721 $14,194 $16,915 Description CURRENT REVISION $0 TOTAL REVENUE $2,721 $14,194 $16,915 Reason for Appropriation/Extension Operating costs, equipment, JC Choices Website, printing, room rental, and misc./other operating expenditures listed above were not reflected in the 2016 budget. These expenditures are from the ACAC grant (revenue also reflected above) that was projected to be completed in 2015. The project will be completed in 2016. �Res/pefully Subm' to , 4 C Elected Official/Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 56800.31.0020 Operating Costs $350 $483 $833 56800.35.0000 Equipment $0 $4,938 $4,938 56800.41.0175 JC Choices Website $0 $3,250 $3,250 56800.49.0010 Printing $625 $4,890 $5,515 56800.45.0010 Room Rental $370 $112 $482 56800.49.0045 Misc/Other Operating $0 $200 $200 TOTAL EXPENDITUREJ $1,3451 $13,8731 $15,218 Reason for Appropriation/Extension Operating costs, equipment, JC Choices Website, printing, room rental, and misc./other operating expenditures listed above were not reflected in the 2016 budget. These expenditures are from the ACAC grant (revenue also reflected above) that was projected to be completed in 2015. The project will be completed in 2016. �Res/pefully Subm' to , 4 C Elected Official/Department Head Signature CC: kyl TO: BOARD OF C UNTY COMMISSIONERS Date: November 15, 2016 RE: Request for Budget Appropriation/Extension and Amendment Law Library 140-000-010 Department/Fund Name Fund Number Commissioners: (mark all that apply with an 'X') NMI 15 2916 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: $1,914 FX 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: $o BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 59412.64.0010 Machinery & Equipment $10,000 $1,914 $11,914 $0 $0 $0 $0 TOTAL EXPENDIT0001 $1,9141 $11,914 Reason for Appropriation/Extension The Law Library does not have adequate funds to cover invoice payments for November and December, as the revenue is less than expenditures. Respectfully Submitted, Elected Official/Department Head Signature CC,- PVNY),� 45 i i Av_ 1 19-,;L-kP TO: BOARD OF OUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Conservation Futures Department/Fund Name Commissioners: (mark all that apply with an "X") Date: November 15, 2016 Fund Number 308 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: $62,416 OX 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 BUDGET BARS Revenue # Description CURRENT REVISION AMENDED $0 $0 TOTAL REVENUE $0 $0 $0 Reason for Appropriation/Extension The revisions to Quimper Wildlife Corridor O&M and Finnriver Farm O&M are to reflect what is the actual amount available to these projects for O&M. The Short Family Farm, QWC Addition, Lower Big Quil River Rip Prot, and Carleson Chim Crk O&M are projects that were projected to be completed in 2015. The remaining expenses are 2016 projects approved by the Conservation Futures Board; line item 59439.61.0015, Projects Subj to Approval has been subsequently adjusted to offset the total cost of these projects ($158,914). Respe tfully Submitted, Elected Official/Department Head Signature BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 59439.61.0015 Projects Subj to A roval $195,950 -$158,914 $37,036 59439.61.0041 Quim er Wildlife Corridor O&M 2009 $2,000 $300 $2,300 59439.61.0051 Finnriver Farm O&M 2008 $1,200 $150 $1,350 59439.61.0052 2013 Short Family Farm $0 $43,500 $43,500 59439.61.0053 2015 QWC Addition $0 $12,626 $12,626 59439.61.0055 2015 Lower Big Quil River Rip Prot $0 $5,119 $5,119 59439.61.0091 Carleson Chim Crk O&M 2011 $0 $721 $721 59439.61.0045 2016 QWC Addition $0 $30,814 $30,814 59439.61.0046 QWC Addition O&M 2016 $0 $4,000 $4,000 59439.61.0070 2016 Big Quil River -Moon Valley Ranch $0 $5,000 $5,000 59439.61.0042 2016 Irondale Beach County Park Add $0 $22,000 $22,000 59439.61.0032 2016 Tarboo Creek, Farm & Forest $0 $97,100 $97,100 $0 TOTAL EXPENDITUREJ $199,150 $62,416 $261,566 Reason for Appropriation/Extension The revisions to Quimper Wildlife Corridor O&M and Finnriver Farm O&M are to reflect what is the actual amount available to these projects for O&M. The Short Family Farm, QWC Addition, Lower Big Quil River Rip Prot, and Carleson Chim Crk O&M are projects that were projected to be completed in 2015. The remaining expenses are 2016 projects approved by the Conservation Futures Board; line item 59439.61.0015, Projects Subj to Approval has been subsequently adjusted to offset the total cost of these projects ($158,914). Respe tfully Submitted, Elected Official/Department Head Signature t� = Anne S fl-ud- TO: BOARD OF COUNTY COMMISSIONERS RE: Request for Budget Appropriation/Extension and Amendment Public Works, Solid Waste Department/Fund Name Commissioners: (mark all that apply with an "X") Date: November 10, 2016 401000010 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: $125,000 El For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? 8X 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 Aoorooriation/Extension Actual tonnages through October 2016 exceed projected 2016 tonnages based on 2015 actuals by 8% causing increased disposal costs in Professional Services - Long Haul, taxes in Miscellaneous and transfer station operations in Salaries and Wages to exceed budgeted amounts. Tonnage trending is expected to continue to years end. Operating Rentals and Leases and some of Salaries, Wages & Benefits exceeded budget amounts due to operation of alternative tipping wall for four weeks in June and July during transfer station steel painting. Salaries Wages & Benefits (53730) and Advertising Total exceedances for the Moderate Risk Waste facility operations are due mainly to renewed Saturday operation for one day per month. All adjustments are offset by increases in actual tonnage revenue by 11 percent through October. itted, BUDGET BARS Expenditure # Description CURRENT REVISION AMENDED 53700.10.0000 Salaries and Wages $403,885 $13,000 $416,885 53700.41.0010 Prof Svcs -Long Haul $1,215,062 $63,000 $1,278,062 53700.45.0000 Operating Rentals and Leases $20,600 $11,000 $31,600 53700.49.0000 Miscellaneous $93,000 $6,000 $99,000 53730.10.0000 Salaries and Wages $30,009 $25,000 $55,009 53730.44.0000 JAdvertising Total $300 $7,000 $7,300 TOTAL EXPENDITURE $1,762,856 $125,000 $1,887,856 Reason for Aoorooriation/Extension Actual tonnages through October 2016 exceed projected 2016 tonnages based on 2015 actuals by 8% causing increased disposal costs in Professional Services - Long Haul, taxes in Miscellaneous and transfer station operations in Salaries and Wages to exceed budgeted amounts. Tonnage trending is expected to continue to years end. Operating Rentals and Leases and some of Salaries, Wages & Benefits exceeded budget amounts due to operation of alternative tipping wall for four weeks in June and July during transfer station steel painting. Salaries Wages & Benefits (53730) and Advertising Total exceedances for the Moderate Risk Waste facility operations are due mainly to renewed Saturday operation for one day per month. All adjustments are offset by increases in actual tonnage revenue by 11 percent through October. itted,