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Home My WebLink About120219_ca01 Consent 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 2,2019 SUBJECT: RESOLUTION NO. re: HEARING NOTICE: Fourth Quarter 2019 Budget Appropriations/Extensions; Various County Departments; Hearing Scheduled for Monday, December 16,2019 at 10:00 a.m. in the Commissioners Chambers STATEMENT OF ISSUE: Various County Departments have requested increases to their 2019 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 4 and 11, 2019. FISCAL IMPACT: Provided in Resolution. RECOMMENDATION: Approve resolution to publish a notice for the hearing set for December 16, 2019 at 10:00 a.m. in the Commissioners Chambers. REVIEWED BY: 447, - -„,e.-,,:,--7 6 ' ----- ip Morle %, nty Administrator_ 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 2019 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 2019. 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: AMOUNT FROM UNENCUMBERED FUND FUND# FUND NAME BALANCE REVENUE EXPENSE GENERAL FUND 001-062-000 CIVIL SERVCE COMMISSION $ 1,000.00 $ 1,000.00 001-068-000 COMMUNITY SERVICES $ 250.00 $ 250.00 001-180-000 SHERIFF $ 45,983.00 $ 61,319.00 001-261-000 OPERATING TRANSFER OUT $ 25,000.00 $ 25,000.00 TOTAL GENERAL FUND $ 26,250.00 $ 45,983.00 $ 87,569.00 SPECIAL REVENUE/CAPITAL/ENTERPRISE/INTERNAL SERVICE FUNDS 105-000-010 AUDITOR O&M $ 10,000.00 $ 10,000.00 106-000-010 COURTHOUSE FACILITATOR $ 500.00 $ 500.00 108-000-010 WSU EXTENSION $ 25,000.00 $ 17,479.00 130-000-010 MENTAL HEALTH $ 80,000.00 $ 80,000.00 149-000-010 HOMELESSNESS $ 1,412.00 $ 1,412.00 150-000-010 TREASURER O&M $ 1,395.00 $ 1,395.00 405-000-010 TRI-AREA SEWER FUND $ 10,574.00 $ 10,574.00 TOTAL OTHER FUNDS $ 103,881.00 $ 25,000.00 $ 121,360.00 NOW, THEREFORE, BE IT RESOLVED, that supplemental budget appropriations/extensions be considered 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 16th day of December, 2019,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 person may appear and be heard for or against the extensions. APPROVED this 2nd day of December,2019. JEFFERSON COUNTY SEAL: BOARD OF COMMISSIONERS ATTEST: Kate Dean, Chair David Sullivan,Member Carolyn Gallaway, CMC Deputy Clerk of the Board Greg Brotherton, Member 5 C i l a.1119 TO: BOARD OF COUNTY COMMISSIONERS Date: 114-19 RE: Request For Budget Appropriation/Extension and Amendment REC,EIVED Civil Service Commission 001-062-000 Department/Fund Name Fund Number NOV 07 2019 Commissioners: (check all that apply) 0 Please be advised that after a thorough examination of my currents etff't43gari GtaeGOitit Of II is insufficient to pay necessary expenses of this department for this the expenditures within the department budget with respect to present anderftilliVtfettis14i .!.1;-t 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 Budget $0.00 $0.00 $0.00 $0.00 MO ,s 4r , f �;�.' r r 0 *�,� $0.00 r.�.f, syf s;9� ,� ,xr'.M''�ia;� �`,53�',fl �'.`'.. � f .h..�..,�:., F��^'�'X; $0.00 $0.00 BARS#Expenditure Description Current Revision New Budget Budget 52110.31.0100 Exams $1,118.00 $1,000.00 $2,118.00 $0.00 $0.00 $0.00 $0.00 *, 0,10,t `ti:* R 7 $1,118.00 $1,000.00 $2,118.00 Reason for Appropriation/Extension We have had an unexpectedly large number of civil service exams.This request will cover the extra exam costs. Respectful y submitted cc. C55 «k4c, TO: BOARD OF COUNTY COMMISSIONERS.,,, , :', 7Date: 11-21-19 RE: Request For Budget Appropriation/Extensibr d A n: d rfn ' Community Services 001-068-000 Department/Fund Name NOV 2019 Fund Number Commissioners: (check all that apply Q Please be advised that after a thorough'I'' s i0 y 4oretilAitigtf jt Ippears that the amount allocated is insufficient to pay necessary expenses of this department for this year.';Liitit'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. U For funds other than Current Expense -- Is there enough Fund Balance (unencumbered cash) to cover this additional expenditure? Yes No U 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 Budget $0.00 $0.00 $0.00 $0.00 . ._`ter $0.00 $0.00 $0.00 BARS#Expenditure Description Current Revision New Budget Budget 56550.41.3618 DV Prevention Local RCW 36.18.16 $825.00 $250.00 $1,075.00 $0.00 $0.00 $0.00 $0.00 ' 1° $825.00 $250.00 $1,075.00 Reason for Appropriation/Extension This request is to provide a buffer for the 4th Quarter Dove House invoice in case it is larger than currently available budget authority. Respectfully bmitted, / /7„,„4 # / cs )4t TO: BOARD OF COUNTY COMMISSIONERS NOV 18 419 Date: November 15,2019 RE: Request for Budget Appropriation/Extension and Amendmen Sheriff's Office JEFFEAISs iSNI 180 Department/Fund Name r 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: $45,883 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: $45,983 BUDGET BARS Revenue# Description CURRENT REVISION AMENDED 334.03.17.0000 WA State Dept of Ecology CLCP grant $8,000 $41,689 $49,689 333.20.60.1010 Washington Traffic Safety Commission grant $0 $4,294 $4,294 $0 $0 TOTAL REVENUE $8,000 $45,983 $53,983 BUDGET BARS Expenditure# Description CURRENT REVISION AMENDED 52310.95.0016 Work Crew Vehicle $516 $41,689 $42,205 52170.31.0010 Traffic Safety $0 $4,294 $4,294 $0 $0 $0 TOTAL EXPENDITURE $516 $45,983 $46,499 Reason for Appropriation/Extension New grant awards that were not included in the budget. Respectfully /bmitted, Elected cial/Department Head Signature TO: BOARD OF COUNTY COMMISSIONERS Date: November 27,2019 RE: Request for Budget Appropriation/Extension and Amendment NOV 27 2019 Sheriffs Office 180 Department/Fund Name Fund Number Commissioners: (mark all that apply with an"X") ["i 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: $15,336 Q For funds other than Current Expense(General Fund)--Is there enough Fund Balance(unencumbered cash) to cover this additional expenditure? _ 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, $0 $0 TOTAL REVENUE $0 $0 $0 BUDGET BARS Expenditure# Description CURRENT REVISION AMENDED 525170.10.0500 Overtime $38,044 $15,336 $53,380 $0 $0 $0 $0, TOTAL EXPENENTME $38,044 $15,336 $53,380 Reason for Appropriation/Extension Emergency coverage for PTPD staff shortages to be expended in 2019. Revenue/reimbursement will be received in 2020. Respectf Submitted, Elect fficialDepartment Head Signature TO:BOARD OF COUNTY COMMISSIONE �� Date: 11-22-19 RE: Request For Budget Appropriati ,on/Exteriston andiAmend „:7, entf General Fund-Operating Transfers NOV 2019 001-261-000 Department/Fund Name Fund Number Commissioners: (check all that apple 41::!:1'; 1.7" Q Please be advised that after a thorough t t t fitf dgefitt,'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 U 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 Budget $0.00 $0.00 $0.00 $0.00 �i"R,,�x-'�� ,�•Z.,,ter" �" , ,e, ty..�� ' � >t �" ,W' i�>.'�j $0.00 $0.00 $0.00 BARS#Expenditure Description Current Revision New Budget Budget $215,302.00 $25,000.00 $240,302.00 $0.00 $0.00 $0.00 $0.00 $215,302.00 $25,000.00 $240,302.00 Reason for Appropriation/Extension WSU Extension continues to have working capital issues due to its not having sufficient fund balance to cover necessary expenditures pending the receipt of invoiced amounts for services rendered under its various programs.This request is designed to provide an insurance policy to help cover working capital lags inherent in the system so that WSU Extension can honor its 'commitments through year end.WSU has committed to repaying the General Fund early in 2020 for any of this$25,000 needed in 2019. Respectfull ubmitted, CC TOTi" TO: BOARD OF COUNTY COMMISSIONERS .<.,W; Date: 11-18-19 RE: Request For Budget Appropriation/Extension and Amendment Auditor O&M NOV 8 2019EOFFm105-000-010 Department/Fund Name P MR SON 4 Fund Number Ty 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 $10,000.00 for this current year for the reason(s)outlined below. O 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 New Budget Budget $0.00 $0.00 $0.00 ,�� $0.00 frre` 3r. Yr.,, .,�'z�" f ., ;' ', `. $0.00 $0.00 $0.00 BARS#Expenditure Description Current Revision New Budget Budget 51410.48.0020 MAINTENANCE AGREEMENT $35,548.00 $10,000.00 $45,548.00 $0.00 $0.00 $0.00 $0.00 ,. . , ,x e f44et:All, '?' :0#07 $35,548.00 $10,000.00 $45,548.00 Reason for Appropriation/Extension Maintenance costs were under estimated for 2019 budget. Respectfully submitted, �-� qsd-?,(1,( 1,9 TO:BOARD OF COUNTY COMMISSIONERS Date: November 8,2019 RE: Request For Budget Appropriation/Extension and Amendment Courthouse Facilitator 106 Department/Fund Name F # ` Commissioners: (check all that apply) Q Please be advised that after a thorough examination of my current budget it artiOV 08 261gmount 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 pr, t I,fisit that my budget is short. Therefore,I request an appropriation and budget extension in thtiatruluni r or r r the reason(s)outlined below. • O 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 Budget $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 BARS#Expenditure Description Current Revision New Budget Budget 106000010.51230.10.000 Wages $3,636.00 $500.00 $4,136.00 $0.00 $0.00 $0.00 $0.00 T�}TAI.000114t1t$ $3,636.00 $500.00 $4,136.00 Reason for Appropriation/Extension The expenditure in this fund has run approximately 1%over the expected rate all through this year. I can only surmise that my estimate of wages was just a little shy. Extrapolating wages paid in November through the last two months of the year,I expect the budgeted amount for wages to be$31.72 short. In an abundance of caution,and having more than$11,000 in fund balance, I am asking for an appropriation of$500 just to be sure we have appropriated enough funds for wages and benefits through the end of the year. I don't intend to pay any other expenses from this supplemental reservoir and intend to leave unneeded funds in reserve for following years. Respectfully submitted Ruth Gordon,Jerson County Clerk