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Home My WebLink AboutHEARING re Budget Appropriations (0002) Regular Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Judy Shepherd, Finance Director DATE: April 21, 2025 SUBJECT: HEARING re: Proposed Appropriations/Extensions 02; Various County Departments; Scheduled for Monday, June 9, 2025 at 10:30 a.m. in the Commissioners Chambers STATEMENT OF ISSUE: Various County Departments have requested increases to their 2025 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 Port Townsend Leader on May 28 and June 4, 2025. FISCAL IMPACT: See attached department fund requests. RECOMMENDATION: Hear public testimony and consider approval of a resolution to adopt the 2025 02 Budget Appropriations on Monday, June 9, 2025 at 10:30 a.m. REVIEWED BY: Mark McCaule County Administrator Date STATE OF WASHINGTON COUNTY OF JEFFERSON RESOLUTION APPROVING 2025-2 BUDGET APPROPRIATIONS RESOLUTION NO. FOR VARIOUS COUNTY DEPARTMENTS WHEREAS, the Jefferson County Board of Commissioners did on the 27"'day of May,2025, 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, RCW 36.40.100 authorizes supplemental appropriations, provided "the board shall publish notice of the time and date of the meeting at which the supplemental appropriations resolution will be adopted, and the amount of the appropriation, once each week, for two consecutive weeks prior to the meeting in the official newspaper of the county," and WHEREAS, a supplemental appropriation for 2025-2 is necessary as described in the table below: Revenue Expense Dept Dept Name Description One-time Ongoing One-time Ongoing 021 Elections 7 WA Secretary ofStateGrant-ElectionSecurity 79,955 79,955 065 Human Resources Professional Services-Prothman,Braun 44,500 261 Operating Transfers Transfer to Info Svcs -MS Office 365,Cloud Base Upgrade 93,857 270 Non-Departmental Professional Services-Prothman (moved to HR) (29,500) Emergency Shelter 85,500 Total General Fund 79,955 - 274,312 - • Revenue Expense Fund Fund Name Description One-time Ongoing One-time Ongoing 506 Information Services Transfer from Elections 79,955 Transfer frm General Fund 93,857 Captial Outlay-MS Office 365,Cloud Upgrade 191,645 Total Other Funds 1731 812 - 191,645 - Total Appropriations 253,767 - 465,957 - WHEREAS, the Jefferson County Board of Commissioners did on the 27 h day of May,2025, set a hearing on said need for the 9d'day of June,2025,at the hour of 10:30 a.m. in the County Commissioners' Chamber,Courthouse,Port Townsend,Washington,(Hybrid);and WHEREAS, Jefferson County has published notice of this hearing as provided in RCW 36.40.100 on May 28,2025 and June 4,2025 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 was interposed. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF JEFFERSON COUNTY,STATE OF WASHINGTON.• Section 1. Whereas Clauses Adopted as Findings of Fact. The Jefferson County Board of Commissioners hereby adopts the above "Whereas"clauses as Findings of Fact. Section 2. Supplemental Budget Appropriations Approved. The Supplemental Budget Appropriations above is hereby approved. Section 3. Severability. If any section, subsection, sentence, clause, phrase or section of this resolution or its application to any person or circumstance is held invalid, the remainder of this resolution or its application to other persons or circumstances shall be fully valid and shall not be affected. Section 4. Effective Date. This resolution is effective upon adoption. Section 5. SEPA Categorical Exemption. This resolution is categorically exempt from the State Environmental Policy Act under WAC 197-11-80009). (SIGNATURES FOLLOW ON THE NEXT PAGE) Page 2 of 3 APPROVED this 9th day of June,2025. JEFFERSON COUNTY SEAL: BOARD OF COMMISSIONERS ATTEST: Heidi Eisenhour, Chair Greg Brotherton,Member Carolyn Gallaway,CMC, Date Clerk of the Board Heather Dudley-Nollette, Member Approved as to form only: Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney Page 3 of 3 Reset Request for Emergency Budget Appropriation/Extension and Amendment Department/Fund Name: Central Services Information Services Fund#506 Budget Year: 2025 Quarter: Revenue: A revenue source(i.e.grant, new fee) has been received which was not approved in the annual budget. Therefore, I request an appropriation and budget extension in the amount reflected below: One-time On-going Fund# Org# Revenue Obj# Description Current Budget Appropriation Appropriation Amended Budget 506 50639700 397021 Transfer from Elections $0.00 $79.955.00 $79,955.00 506 50639700 397010 Transfer from General Fund $0.00 $93,857.00 $93,857.00 $0.00 $0.00 TOTAL REVENUE: $0.001 S 173,812.00 1 S 0.00 $ 173,812.00 FROM: If the revenue source is being transferred from another county fund, identify the information for the fund providing the revenue. Fund# Org# I Expenditure Obj# Description 001 OT59700 597506 1 Transfer to Information Services 1 $0.001 $93,857.00 $0.00 $93,857.00 Expenditure:After a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses for this year. Therefore, I request an appropriation and budget extension in the amount reflected below: OTHER FUNDS (Non General Fund): Is there enough Fund Balance to cover this additional expenditure? Yes IV]No One-time On-going Fund# Org# Expenditure Obj# Description Current Budget Appropriation Appropriation Amended Budget 506 50659418 640102 Capital Outlay-Computers $790,386.00 $ 191,645.00 $982,031.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE: $790,386.00 $ 191,645.00 $0.00 $982,031.00 TO: If the expenditure is providing a revenue source to another county fund, identify the receiving fund information. Fund# Org# Revenue Obj# Description $0.00 Reason for budget appropriation: Microsoft Office 365 implementation and licensing cost is$155,322. The project is being funded with grant funds received by Elections($79,955),operating transfer from the General Fund ($62,021),and IS fund balance($13,346). Tyler ERP(Munis)&EPL cloud base upgrade for a total cost of$36,331.56 This requires a�operating transfer frorrl,,GF to IS for EZ($31,836)and Health Dept.will pay for EPL portion $4,495 . j _ n. Submitted by(Elected Official/Department Head): Date: 6/,21 —)S Reset Request for Emergency Budget Appropriation/Extension and Amendment Department/Fund Name: General Fund- Elections Budget Year: 2025 Quarter: Revenue: A revenue source (i.e. grant, new fee) has been received which was not approved in the annual budget. Therefore, I request an appropriation and budget extension in the amount reflected below: One-time On-going Fund# Org# Revenue Obj# Description Current Budget Appropriation Appropriation Amended Budget 001 EL33400 334119 SECY STATE AWARD $0.00 $79,955.00 $ 79,955.00 $0.00 $0.00 $0.00 TOTAL REVENUE: $0.00 $ 79,955.00 $0.001 $79,955.00 FROM: If the revenue source is being transferred from another county fund, identify the information for the fund providing the revenue. Fund# Org# Expenditure Obi# I Description 001 EL59700 597506 1 Transfer to Information Services 1 $0.001 $ 79.955.00 1 $0,001 $ 79,955.00 Expenditure: After a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses for this year. Therefore, I request an appropriation and budget extension in the amount reflected below: OTHER FUNDS(Non General Fund): Is there enough Fund Balance to cover this additional expenditure? Yes ✓V No One-time On-going Fund# Org# Expenditure Obj# Description Current Budget Appropriation Appropriation Amended Budget $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE: $0.001 $0.001 $0.00 $0.00 TO: If the expenditure is providing a revenue source to another county fund, identify the receiving fund information. Fund# Org# Revenue Obj# Description $0.00 Reason for budget appropriation: The Microsoft Office 365 implementation project and licensing will utilize these grant funds awarded to Elections($79,955)from the Secretary of State SOS. Submitted by(Elected Official/Department Head): Date: YnAzli, 1 J�j ZS" Reset Request for Budget Appropriation/Extension and Amendment Department/Fund Name: GENERAL FUND- HUMAN RESOURCES Budget Year: 2025 Quarter: 1 Revenue: A revenue source (i.e. grant, new fee) has been received which was not approved in the annual budget. Therefore, I request an appropriation and budget extension in the amount reflected below: One-time On-going Fund# Org# Revenue Obj# Description Current Budget Appropriation Appropriation Amended Budget $0.00 $0.00 $0.00 $0.00 TOTAL REVENUE: $ 0.00 $0.001 $0.001 $0.00 FROM: If the revenue source is being transferred from another county fund, identify the information for the fund providing the revenue. Fund # Org# Expenditure Obj# Description $ 0.0 Expenditure:After a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses for this year. Therefore, I request an appropriation and budget extension in the amount reflected below: OTHER FUNDS(Non General Fund): Is there enough Fund Balance to cover this additional expenditure? Yes F-1No One-time On-going Fund# Org# Expenditure Obj# Description Current Budget Appropriation Appropriation Amended Budget 065 HR51810 410000 PROFESSIONAL SERVICES-PROTHMAN, BRAUN $ 17,000.00 $ 44,500.00 $61,500.00 270 ND51890 410000 PROFESSIONAL SERVICES-PROTHMAN $29,500.00 ($29,500.00) $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE: $ 46,500.00 $ 15,000.00 $61,500.00 TO: If the expenditure is providing a revenue source to another county fund, identify the receiving fund information Fund# Org# Revenue Obj# Description $ 0.00 Reason for budget appropriation: BUDGET AND FUND FIRST ESTABLISHED FOR HUMAN RESOURCES IN 2025,ALIGNING EXPENDITURES WITH HR FUNCTION PROTHMAN EXECUTIVE SEARCH- MOVING FUNDS ONE TIME FROM NON-DEPARTMENTAL TO HR; BRAUN CONSULTING-REFLECT CONTRACT RENEWAL FOR COLLECTIVE BARGAINING/EMPLOYMENT CONSULTING. L ' Submitted by(Elected Official/Department Head): Date: j�('"� Reset Request for Budget Appropriation/Extension and Amendment Department/Fund Name: General Fund Non-Departmental Budget Year: 2025 Revenue: A revenue source (i.e. grant, new fee) has been received which was not approved in the annual budget. Therefore, I request an appropriation and budget extension in the amount reflected below: One-time On-going Fund# Org# Revenue Obj# Description Current Budget Appropriation Appropriation Amended Budget $0.00 $0.00 $0.00 $0.00 TOTAL REVENUE: $0.00 $0.001 $0.001 $0.00 FROM: If the revenue source is being transferred from another county fund, identify the information for the fund providing the revenue. Fund# Org# 1 Expenditure Obj# Description $ 0.00 Expenditure: After a thorough examination of my current budget it appears that the amount allocated is insufficient to pay necessary expenses for this year. Therefore, I request an appropriation and budget extension in the amount reflected below: OTHER FUNDS (Non General Fund): Is there enough Fund Balance to cover this additional expenditure? Yes F_1No One-time On-going Fund# Org# Expenditure Obj# Description Current Budget Appropriation Appropriation Amended Budget 001 ND56540 565406 EMERGENCY SHELTER $ 0.00 $ 85,500.00 $ 85,500.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL EXPENDITURE: $0.00 $85,500.00 $0.00 $85,500.00 TO: If the expenditure is providing a revenue source to another county fund, identify the receiving fund information. Fund# Org# Revenue Obj# Description $ 0.00 Reason for budget appropriation: This additional amount for Emergency Shelter is for Apr-June 30, 2025. The joint award by the BoCC and Housing Fund Board (HFB)last year was for only$100,000 per year which has now been expended through March 2025. In order to fulfill the County's obligation for an Emergency Shelter,this budget is required.A mid-year request will be made to the HFB to reimburse the County. Submitted by(Elected Official/Department Head): Date: May 22, 2025 Emergency Shelter Budget-Bayside Housing&Services 3 Mo Budget Budget Categories Justification Apr-Jun 2025 Paid staff to support shelter program and operations(to be supplemented with Employee Salary&Benefits additional volunteer support as available.) $ 60,000 Extension of Bayside insurance to include additional operations.County Risk Pool will Insurance also cover property and liability. Additional insured certificate required. Daily breakfasts and additional meal support when volunteers are unable to provide. Contingent on donor/volunteer organizations providing evening meals and sack Meals lunches. $ 5,000 Beds,linens,kitchen equipment,basic office equipment,as needed.Donations will Furnishings/Equipment also be sought in this category. Cleaning supplies, paper products for bathrooms and kitchen,basic office supplies for Supplies guest front desk @$250/mo.Also could be used for volunteer appreciation. $ 2,500 Overhead;Administration expenses for operations including telephone,computer, internet,accounting, payroll, insurance, maintenance staff time as needed to supplement Landlord maintenance staff,development staff time for donor and funder Overhead outreach.All are essential for shelter operations. $ 1,500 Total Total Projected Annual Budget:July 1,2024 to June 30,2025 $ 69,000 County Paid Repairs Repairs,particularly regarding toliets and showers $ 2,000 Rent American Legion(1,750/mo) $ 5,250 Utilities Propane,water,electricity,internet $ 3,000 Addl Insurance WCRP $ 79,250 Total Required through 6/30/2025 $ 6,074.11 Currently Over Budget $ 85,324.11 Total