HomeMy WebLinkAbout025 10
JEFFERSON COUNTY
STATE OF WASHINGTON
IN THE MATTER OF A HEARING NOTICE
FOR PROPOSED SUPPLEMENTAL BUDGET
APPROPRIATIONS/EXTENSIONS FOR
VARIOUS COUNTY DEPARTMENTS
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RESOLUTION NO. ?'i.lf1
WHEREAS, several County departments have made a request for supplemental budget
appropriations/extensions for their 2010 budget; and,
WHEREAS, the increased spending in some 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 and emergency
exists that could not have been foreseen or contemplated at the time of preparing the budgets for 2010.
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;
FUND # FUND NAME REVENUE EXPENSE
CURRENT EXPENSE
001.021-000 Auditor's Office/Elections $ 34,557 $ 34,557
001-240-000 Superior Court $ 1.290 $ 93,695
Total Current Expense $ 35.847 $ 128,252
SPECIAL REVENUEICAPITALIENTERPRISEIINTERNAL SERVICE FUNDS
135.000-010 JC Drug Fund* - 10,000
108.000-010 WSU Extension'" 34.020 34.020
151.000-010 REET Technology 100,000 200,000
136.000-010 Sheriff's Drug Investigation Fund 9.000 9,000
123-000-010 Grant Management - 35,000
177-000-010 PW Special Projects 69.732 47,479
... There is enough unencumbered cash in this fund to cover the additional expenditure.
NOW, THEREFORE, BE /T RESOL VED, that an emergency is hereby declared, and that
a public hearing be held on the said emergency appropriations/extensions and that said hearing be held in
Resolution No. 25- 10
the County Commissioners' Chambers, Courthouse, Port Townsend Washington, on the 9th day of
August, 2010, 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 appropriationsfextensions for such alleged emergency.
APPROVED this
'dav of July, 2010.
JEFFERSON COUNTY BOARD OF COMMISSIONERS
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David Sullivan, 'Chairman
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Phil JOhnso'{,e~ber
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Erin Lundgren,
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Page 2 of2
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TO: BOARD OF COUNTY COMMISSIONERS Date: July 6,2010
RE: Request for Emergency Budget Appropriation/Extension and Amendment
SUPERIOR COURT 001-240-000
DepartmenUFund Name Fund Number
Commissioners: (mark all that apply with an "X")
o Please be advised that after a thorough examination of my curent 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 emergency appropriation and
bud et extension in the amount of:
$109,082
o For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash)
to cover this additional expenditure?
@~~s
o
Please be advised that a revenue source (Le. 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 emergency appropriation
and bUd~et extension to include this new revenue in the budget this year as outlined below in the amount of:
I $1290 I
''Tor At.. REVEIliUE,
BUDGET
CURRENT REVISION AMENDED
$0 $1 290 $1 290
$0
$0
$0
$0 $1,290 $1,290
BARS Revenue #
33401.20.0001
Description
GAL REIMBURSEMENT REVENUE
BUDGET
BARS Expenditure # Description CURRENT REVISION AMENDED
51221.10.0020 BAILIFF $3 000 $12000 $15000
51221.10.0600 CLERK HIRE $3 000 $5 000 $8 000
51221.41.0070 PSYCH EVALUATION $15,000 $60,401 $75401
51221.41.0010 GUARDIAN AD LITEM $1 891 $1290 $3181
51221.41.0030 iNTERPRETER $3,000 $4,500 $7,500
51221.49.0030 JURY FEES $21,008 $10,5~~ $31,512
, " ,ii' 'r- ei':::'" "';) fl:01'IAL'EXBEI'-lOll'lJl{E; $46:899 r .' $93,695 $10~,u82
-
Reason for A ro riation/Extenslon
SEE OTHER PAGE FOR REASON FOR APPROPRIATION
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SUPERIOR COURT 2ND QUARTER APPROPRIATION JUSTIFICATION
2009 THERE WERE 330 BAILIFF HOURS EXPENDED. 2010 YTD THERE
HAVE BEEN 476.5 HOURS EXPENDED. AN INCREASE IN THAT LINE ITEM
IS REQUIRED TO PROVID BAILIFF SERVES FOR THE REMAINDER OF
2010. THE ORIGINAL $3000 BUDGET WAS FROM THE TRIAL COURT
IMPROVEMENT FUND AND IF THAT ACCOUNT ALLOWS I WOULD
SUGGEST THE ENTlRIE $12000 REQUESTED OR AT LEAST A PORTION OF
IT BE FURNISHED FROM THAT LINE ITEM. THE SUPERIOR COURT IS
REQUIRED TO MONITOR ALL GUARDIANSHIPS FILED IN THE SUPERIOR
COURT AND UNFORTUNATELY THIS IS AN UNFUNDED MANDATE. THE
SUPERIOR COURT JUDGE HAS AUTHORIZED THE CLERK HIRE TO
WORK ON A PROJECTING BRINGING ALL GUARDIANSHIPS UP TO THEIR
CURRENT REPORTING REQUIREMENTS BASED ON A SCHEDULE OF
TUESDAY AND THURSDAY 8:30 A.M. - 3:00 P.M. DAILY. ADDITIONAL
FUNDS ARE REQUIRED TO COMPLETE THIS PROJECT. THE PSYCH
EVALUATION LINE ITEM WAS QUICKLY DEPLETED AS WAS THE
BAILIFF AND JURY FEES DUE TO THE STATE VS. MICHAEL PIERCE JURY
TRIAL. THE REQUESTED AMOUNT WILL BRING THE LINE ITEM OUT OF
THE RED AND PROVIDE 1/2 OF THE ORIGINAL ALLOTED AMOUNT FOR
THE REMAINDER OF 2010. JURY FEES ARE IN THE RED DUE TO THE
STATE VS. PIERCE JURY TRIAL AND FUNDS NEED TO BE REPLENISHED
TO PROVIDE FOR ADDITIONAL TRIALS SET FOR THE REMAINDER OF
2010. WE WERE FORTUNATE TO GET AN UNEXPECTED CONTRACT
WITH AOC FOR GUARDIAN AD LITEM FEES AND THE REVENUE LISTED
REPRESENTS THE COMPENSATION FROM THAT CONTRACT WHICH
SIMPLY NEEDS TO BE REALLOCATED BACK TO THE SUPERIOR COURT
BUDGET LINE ITEM FOR FUTURE USE.
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request For Emergency Budget Appropriation/Extension and Amendment
Date: June 28, 2010333
Jefferson County Auditor's Office/Elections
Department/Fund Namc
001-021-000
Fund Number
Commissioners: (check a111hat apply)
[2] 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 emergency appropriation and budget extension in the amount $34,556.60
for this current year for the reason(s) outlined below.
D For funds other than Current Expen.'ie -- Is there enough Fund Balance (unencumbered cash) to cover this additional
expenditure? Y es________." ~o
lZl Please be advised that a revenue source (i.e. grant, new fee) has been received by this department which \vas not
included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget
extension in the amount of $34,556.60 to include this new revenue in the budget this year as outlined below.
BARS # Revenue Description Current Revision New Budget
Budeet
33390.40.0010 HA VA GRANT $0.00 S34,556.60 $34.556.60
SO.OO
$0.00
SO.OO
TOTAL REVENUE $0.00 $34,556.60 $34,556.60
BARS # Expenditure Description Current Revision ~e'''' Budget
BuMe!
51170.49.0200 ES&S L1CEl\SE AGREEMENT $7,442.00 $13,941.07 $21,383.07
51180.49.0100 ElMS MO"fTIIL Y LEASE $0.00 $20,615.53 $20.615.53
$0.00
$0.00
SO.OO
TOTAL EXPENDITURE $7,442.00 $34,556.60 $41,998.60
Reason for Appropriation/Extension
The Office of the Secretary of State (OSOS) and the Help America Vote Act (HA V A) Board for Washington State approved to
pay a portlon of our 2010 voter registration and voting system maintenance fees. This was designed to ease the financial
increases due to the implementation on HA VA. Originally, it \'\-'as set up that OSOS would directly pay our vendors. After
consideration by the Office of Financial Management and the OSOS. it was determined that these costs would be covered by a
grant. Therefore, \ve would pay our vendors and the grant \vauld pay the difference between the bill and the bill before \ve
implemented HA V A. Prior to HA V A, we paid ES&S $5,262.25 for our Hardv,rare/Softwarc Maintenance. Therefore, this grant
will pay the 2010 costs less the $5,262.25 for a total ofS34,556.60 for both our voter registration system ($20,615.53) and
voting system ($13,941.07).
By submitted,
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ELECTIONS
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Olympia, WA 98504-0229
(360) 902-41 SO
Toll-Free ;300) 44S-48.e 1
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June 14, 2010
The Honorable Donna M. Eldridge
Jefferson County Auditor
Post Office Box 563
Port Townsend, WA 98368
Re:
Contract No.
Amendment No.
Approved Grant Amount
G-2841
11 - VR Maintenance Fees
$20,615.53
I Payment authorized:
$20,615.53
I CFDA No. 90.401
Dear Donna:
We received your payment request as noted above. In accordance with your grant
agreement, we have authorized a payment in the amount of $20,615.53. The payment
should arrive within 7 to 5 business days.
You are still entitled to one year of maintenance fees for your voting system. Please
submit a current bill and your last bill before you became HAVA compliant to me as
soon as you get them from your vendor. We will then draft an amendment to this
agreement for the difference between your "pre HAVA" maintenance fees and you
current maintenance fees.
If you have any questions, please feel free to contact me at 360-902-4169 or
Iq uerrero@secstate.wa.qov.
Sincerely,
A-....,.--....,
Lori Guerrero
HAVA Coordinator
Enclosure
0505 No. G-2841 11
APR 14 Z010
FISCAL
STATE OF WASHINGTON
OFFICE OF THE SECRETARY OF STATE
AMENDMENT NO. 11
TO
GRANT AGREEMENT NO. G-2841
Grant Agreement NO. G-2841 by and between the State of Washington. Office of the Secretary
of State, Elections Division (hereinafter "OSOS") and the Jefferson County Auditor's Office
(hereinafter "County") is amended as follows:
Statement of Work
Funds are awarded to the County, as recommended and documented by the HAVA Grant
Advisory Board and approved by OSOS, for costs associated with one year of voter registration
maintenance fee increases.
Period of Performance
Subject to ils olher provisions, Ihe period 01 pertormance 01 Amendment 11 10 Ihis Grant
Agreement shall commence on January 1,2010, regardless 01 the date of execution 01 this
Amendment. and be completed by December 31,2010.
Compensation and BillinQ Procedures
In consideration 01 the work conducted described in the Statement of Work, OSOS agrees to
provide funding not to exceed $20,615.53.
Reimbursement of County Expenses:
. The County shall submit invoices with the supporting documentation, under Amendment
11 to this Grant Agreement, to the OS OS Billing Contact for reimbursement not more
than once a month.
. The County shall provide proof of payroll charges to the OSOS Project Manager for staff
labor costs associated with Amendment 11 under this Grant Agreement.
. To receive reimbursement, the County must proVide a detailed breakdown of authorized
expenses (including original lodging receipt, if applicable), identifying what was
expended and when.
. Invoices shall be submitted for expenses on the following annual schedule:
For Expenses
From July 1 through September 30
From October 1 through June 30
Submit By
October 31.
July 30
All Claims shall be submitted to the OSOS Financial and Support Senvices Billing Contact Bea
Huynh-Tien, P.O. Box 40224, Olympia, WA 98504-0224, (360) 586-2062.
Payment for approved and completed activity will be made by warrant or account transfer by
050S within 30 calendar days of receipt of the claim. The Grant Agreement number shall be
referenced on the claim.
Page 1 of 2
Co:ltrac'JiICc,'ltracts'JiAVA Portal'ltlAVAGrantProgram~HAVA Coun!'i' AgreeroenlslJeflerwn G-2841\Jeffer:sen 2841 11
0505 No. G-284111
All other terms and conditions of the original Grant Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment
JEFFERSON COUNTY AUDITOR'S OFFICE
OFFICE OF THE SECRETARY OF STATE
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Donna Eldridge
Jefferson County Auditor
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Eleanor Dovey /
Financial Services anager
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APPROVED TO FORM.
Attorney General's Office
Page 2 of2
Conlracls\Coolracts'.HAVA Portal\HAVA Grant FrograrnlHAVA County AgreementslJefferson G-:2841Uefferson 2641 9
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FORM
A19-V....
(",,,.12196)
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IN.EH'YOUCHER
Secretary of State
Elections Division
Post Office Box 40229
Olympia, Washington 98504-0229
INSTRUCTIONS TO VENDOR OR CLAIMANT Submillhis form 10 daim payment
for materials, merchand,se or services. Show complete detail for each item
!P~J3i~~ffMN$, mr:':M]jtV:if-'~eH;::; "'-~:_;&:\~~~i4-:~~~
Vendo~sCerjjficate_ I hereby certify under penalty of perjury that
lhe items and iotals listed hereirlare proper charges for materials, me rchandiseor
services fumished io lhe Slale of Washington, and thai all goO<.1s furnished andlor
services rencteredhave been provided without discriminalion because of age, 5 ex
marilal stalus, race creed, color, nalional origin, handicap, religion, or Vietnam era
or disabled veteransstalus.
JEFFERSON COUNTY
PO BOX 563
PORT TOWNSEND, WA 98368
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JEFFERSON COUNTY AUDITOR 1/22/10
(TITLE) (DATE)
FEDERAL 1.0. NO. OR SOCIAL SECURITY NO. (For Reporting Personal 8E!rvices Conlract Payments 10 IRS)
RECEIVED BY
DATE RECEIVED
HAVA MAINTENANCE FEE REQUEST
Reimbursement type:
~er Registration System or
o Voting System
2010 Invoiced amount: $ 20.615,53
'* Attach invoice
Less Pre HAVA Maintenance Fees: - $
** Attach invoice
Net request $20.615,53
" transfer below as either reimbursement or upfront
H' Do not combine voter registration and voting system maintenance fees on one A-19, You must submit a separate
A-19 for each maintenance fee request
~
Reimbursement Payment (Provide receipts)
Amount: $20,615,53
o Up-front Payment ** Per HAVA audit findings,
up-front funds must be mailed to your vendor within
three days of receipt of the funds from the OSOS,
Amount:
MO'
DATE
PREPARED BY
TELEPHONE NUMBER
DATE
DOC DATE
CURRENT DOC. NO.
REF. DOC. NO.
VENDOR NO.
WORK COUNTY CITYfTOWN
CLASS
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UF CODE D
ORG
INDEX
BUDGET
Alloe UNIT
AMOUNT
INVOICE NO.
ACCOUNTING APPROVAL FOR PAYMENT
DATE
WARRANT TOTAL
WARRANT NUMBER
DFM Associates
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DFM Associatlt
10 Chrysler, Suite A
Irvine, CA 92618
949-859-8700
949-859-9512 Fax#
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Invoice
01
Date
Invoice #
1/112010
33077
BHITo
Ship To
Jefferson County Auditor
Donna M. Eldridge
P.O. Box 563
Port Townsend, W A 98368
P.O. Number Terms Ship S.O.No.
Cant. 2/9/05 Net 30
Quantity Item Code Description U/M Price Each Amount
6 W A - Jeff=on ElMS Annual Lease - Yr. 4 pricing 1,531.25 9,187.50T
6 W A - Jeff=Oa-yr.5 ElMS Annual Lease - Yr. 5 pricing 1,638.42 9,830.52T
For the months of January - December 2010
Sales Tax Jefferson County-Port Townsend Combined 8.40% 1,597.51
NVOICE~140RIZATION
ignalure J Date~_
endor# bFOq/J Address#___.
nvo ice!PO # 7?()77 -
mount $ ,;;;?CJ . b/5. :;;3
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Total $20,615.53
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FORM
A19-1A
{Rev 12i96"1
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STATE OF ',^,ASHING~ON
INVOICE VOUCHER
AGENCY NO.
AGENCY USE ONLY
LOCATION CODE P.R. OR AUTH. NO.
AGENCY NAME
Secretary of State NSTRUCT10l\S TO VENDOR OR CLAIMANT: Submit this form cO c1a;m ~ayment
Elections Division
Post Office Box 40229 'or materia's, merchandise or services. Show complete de\ail for eac~ iteT'l
Olympia, Washington 98504-0229
VENDOR OR CLAIMANT arrant is to be a able to Vendors Certificate, I hereby certify underpenal"y 0' pe(ury that
t'le items and totals listed hecein are proper charges for materials . merchandise Or
servicesfum;shedlotheStsteofWashingtor, a~dthalallgoodsfu",ishedandiot
JEFFERSON COUNTY services rendered have been provided w;thout cjscrimination becaus eofage, sell.,
'TIarital status, race creed, color, nslionalorigin, hSl'dicap. celigio1,orVietnameril.
PO BOX 563 o'disabledveteril.'lsstalus.
PORT TOWNSEND, WA 98368
BY
(SIGN IN INK)
JEFFERSON COUNTY AUDITOR 6/28/10
(TITLE) (DA~E:
FEDERAL 1.0. NO OR SOCIAL SECURITY NO. (For Reporting Personal Services Contract Payments ~o IRS) RECEIVED BY DATE RECEIVED
HAVA MAINTENANCE FEE REQUEST
Reimbursement type:
o Voter Registration System or
[)<; Voting System
2010 Invoiced amount: $19.203.32 ** Attach invoice
Less Pre HAVA Maintenance Fees: - $ 5.26225 ** Attach invoice
Net request $13.941.07 ** transfer below as either reimbursement or upfront
~ Reimbursement Payment (Provide receipts) Amount: 13.941,07
0 Up-front Payment Amount:
PREPARED BY I ,ELE)HONE NUMBER DATE AGENCY APPROVAL DATE
DOC DATE I PMT. DUE DATE CURRENT DOC. NO. REF. DOC. NO I VENDOR NO I VENDOR MESSAGE I USE I UBI NUMBER
TAX
MASTER INDEX WORK COUNTY CITynOWN
CCAS'
" M "B
OC TRANS 0 AP"N PROGRAM "B ,ua ORG BUDGET "B PROJ AMOUNT INVOICE NO.
"' COOE 0 FUND INDEX INDEX 0"' OB' INDEX ALLOC "'IT MO' ROJECT PROJ PH'"
ACCOUNTING APPROVAL FOR PAYMENT DATE WARRANT TOTAL VVARRA"'T NJMBER
Election Systems & Software, Inc.
6055 Paysphere Circle
Chicago, IL 60674
(877) 377-8683
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JEFFERSON COUNTY, WASHINGTON
Jefferson County Courthouse
PO Box 563
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Jefferson County Courthouse
PO Box 563
BILL TO:
Port Townsend, WA 98368-0563
Port Townsend, WA 98368-0563
Coverage Date 04/01/10-03/31/11
Election Ref: NA
1 GOLD-HDW MAINT/SUPPORT-650 3318.3400 EA 3,318.34
1 Firmware Usage Agrmt-650 376.5100 EA 376.51
1 Sftw Maint Agrmt-Unity EDM 2042.0500 EA 2,042.05
Election Data Manager
1 Sftwr Maint Agrmt-BOD 1276.2900 ST 1,276.29
Ballot on Demand
1 Sftwr Maint Agrmt-Unity BIM 1276.2900 EA 1,276.29
Ballot Image Manager
1 Sftwr Maint Agrmt-Unity DAM 638.1400 EA 638.14
Data Acquisition Manager
1 Sftwr Maint Agrmt-Unity ERM 2042.0500 EA 2,042.05
Election Reporting Manager
1 Sftwr Maint Agrmt-Unity HPM 2552.5600 EA 2,552.56
Hardware Progr~~ing Manager
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1,135.87
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FREIGHT DISCOUNT
SHIPPING & HANDLING
TOTAL
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14,658.10
PLEASE DETACH AND RETURN THIS STUB WITH YOUR PAYMENT.
THANK YOU!
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JEFFERSON COUNTY, WASHINGTON
COUNTY AUDITOR
pO BOX 563
PORT TOWNSEND, WA 98368
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Election SVsle s & Software. Inc. .
P.0.80x3480 ~
Om.". NE 68103-0480 ~ 534531
(8001241-8683 !Bill 1
05/06/04
JEFFERSON COUNTfi:.~INGTON
OUNTY AUDITOR \:!..
BOX 563
PORT TOWNSEND, WR. 98368
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110165 HMA 2004 NET 30 DAYS
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SALESMAN: TIM KNUST
0626082 110165 ORDER ENTERED BY: M HAREMZA ,; .,TT~~~'!
SH~~~R~i~: ES&S DELIVERY _:2.._..___~_:::._" iii
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X;iYSD~ CDUf{t-r
Renewal p.riod 8/01/2004 to 7/ 1/2005 __.._..__'..:.!:0bKSDli'T
1 Hdwr Support Agr.t-IV-C 200 1,876.0000 1,876.00
Optech IVC200 C.ntral Count
** PLEASE NOTE:
R.n.wal fee is due and payable no lat.r
than 30 days prior to the begi ning of
the ren.wal p.riod p.r your .a ntenanc.
agre...nt.
1 Sftwr Licens. Agr.t-AERO I, SOO. 0000 100.00 .00
Ruto El.ction R.turn Progral
** PLEASE NOTE:
R.n.wal f.. is due and payable no lat.r
than 30 days prior to the b.gi ning of
the ren.wal period p.r your .a nt.nance
agr....nt.
1 Sftwr Lic.ns. Rgr.t-EMS 1,585.50
EI.ctionManage..nt Software
** PLEASE NOTE:
R.n.wal f.. is due and payable no lat.r
than 30 days prior to the b.gi ning of
the renewal pe~iad per your aa ntenance
agree.ent.
1 Sftwr Lic.ns. Agrlt-ETP I V-c 1,800.7500 1,800.75
Election Tabulation Program
** PLEASE NOTE:
Ren.wal fee is due and payable no lat.r
than 30 days prior to the b.gi ning of
...._19....1...,..... .
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JEFFERSON COUNTY, WASHINGTON
COUNTY AUDITOR
PO BOX 563
PORT TOWNSEND, WA 98368
Election SYstems & SoftWare. Inc.
p.o. Box 3480
Omaha. IE 68103-0480
(8001241-8683
~
534531
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05/06/04
..
. JEFFERSON COUNTY, WASHINGTON
COUNTY AUDITOR
PO BOX 563
PORT TOWNSEND, WA 98368
~1~!_&R.il...sm.~.,R.ll_~~
110165 ~ 2004 NET 30 DAYS
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SRlES~: TIM KNUST
0626082 110165 ORDER ENTERED BY. M HAREMZA 022
INQUIRIES.
SHIPPED VIA. ES&S DELIVERY
the renewal period Per your .a"ntenance
agrenent.
WASHINGTON STATE TAX
PORT TOWNSEND CITY SALE TAX-WA
.00
.00
.00
SHIPPING:
TOTAL RMOUNT DUE
5,262.2
.
.
04/26/10
Election Systems & Software, Inc.
6055 Paysphere Circle
Chicago, IL 60674
(877) 377-8683
BILL TO:
SHIP TO:
JEFFERSON COUNTY, WASHINGTON
Jefferson County Courthouse
PO Box 563
JEFFERSON COUNTY, WASHINGTON
Jefferson County Courthouse
PO Box 563
Port Townsend, WA 98368-0563
Port Townsend, WA 98368-0563
1
1
Coverage Date 07/01/10-06/30/11
Election Ref: NA
Firmware Usage Agrmt-650
GOLD-HOW MAINT/SUPPORT-650
295.0000 EA
2600.0000 EA
295.00
2,600.00
INVOICE~',) J . .',.., . ..:\,iATION I
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WA
243.18
.00
.00
FREIGHT DISCOUNT
SHIPPING & HANDLING
iOTAl
,00
.00
3,138.18
738754
110165
3,138.18
PLEASE DETACH AND RETURN THIS STUB WITH YOUR PAYMENT
THANK YOU!
~l~
ELECTION
SYSTEMS & SOFTWARE
.
.
Election Systems & Software, Inc.
6055 Paysphere Circle
Chicago, IL 60674
(877) 377-8683
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SHIP TO:
JEFFERSON COUNTY, WASHINGTON
Jefferson County Courthouse
PO Box 563
JEFFERSON COUNTY, WASHINGTON
Jefferson County Courthouse
PO Box 563
Port Townsend, WA 98368-0563
2
2
Coverage Date 11/01/10-10/31/11
Election Ref: NA
GOLD-HDW MAINT/SUPPORT-AUTO
Firmware Useage Agrmt-AutoMark
330.7500 EA
35.2800 EA
661.50
70.56
, INVOICE PAYlVJl,,'lT AUTHORIZATION
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signature~.:::_.--~~.e_--___
Vendor # E L /",l. C __,Address #,__,___
Javoiee!PO # '7 </7. '7 t.- f.,
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ACCO""t # - CJ D I 0 aL I rt-oc
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WA
61. 49
.00
.00
FREIGHT DISCOUNT
SHIPPING & HANDLING
TOTAL
.00
.00
793.55
746766 110165 793.55;
PLEASE DETACH AND RETURN THIS STUB WITH YOUR PAYMENT,
THANK YOU!
Jun.28. 21)10 11:05AM .I,ctior Syst,ms & Software
.
No.6350 P.
Election Systems & Software, Inc.
6055 Paysphere Circle
Chicago, IL 60674
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(877) 377-8683
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JEFFERSON COUNTY, WASHINGTON
Jefferson County Courthouse
PO Box 563
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. IPTO,.,
,\JEPFERSON COUNTY, WASHINGTON
. Jefferson County Courthouse
PO Box 563
E ILL TO
Port Townsend, WA 98368-0563
Port Townsend, WA 98368-0563
Coverage Date 11/01/10-10/31/11
Electlon Ref: NA
Sftwr Maint Agrmt-AIMS
565.9500 EA
565.95
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ATION
WA
47.54
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.00
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SHIPPING & HI<NDlING
TOTAL
.00
.00
613.49
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I 747643 110165 613.49
PLEASE DETACH AND RETURN THIS STUB WITH YOUR PAYMENT
THI<NK YGU!
TO: BOARD Of COU!\'TY COMMISSIONERS Date: July I, 2010
RE: Request For Emergency Budget Appropriation/Extension and Amendment
Prosecuting AltorneylDRUG FUND
Department/Fund Name
135-000-010
Fund Number
Commissioners: (check all that apply)
o 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 emergency appropriation and budget extension in the amount $10,000.00
for this current year for the reason(s) outlined below.
!2l For funds other than Current Expense -- Is there enough Fund Balance (unencumbered cash) to cover this additional
expenditure? Yes_L-__ No
o Please be advised that a revenue source (i.e. grant, new fee) has becn rcceived by this department which was not
included in the annual budget at the time it was prepared. Therefore, I request an emergency appropriation and budget
extension in the amOlmt of_____~____ to include this new revenue in the budget this year as outlined below.
BARS # Revenue Description Current Revision I :\ew Budget
Bud~et
SO.OO
$0.00
SO.OO
$0.00
TOTAL REVENUE SO.OO $0.00 I SO.OO
BARS # Expenditnre Description Current Revision I ::,\Ie", Budget
Bud~et
51510.41.0000 Professional Services $10,00000 S] 0,000.00 $20,000.00
SO.oo
SO.OO
$0.00 .
SO.OO
TOTAL EXPENDITURE $10,000.00 $10,000.00 $20,000.00
Reason for Appropriation/Extension
The budget allocated for Professional Services in 20 I 0 has been expended. The Prosecuting Attorney is anticipating additional
expenses/services that would qualifY for payment from this fund. There is sufficient fund balance available in the fund to
satisfY this request.
Respectfully submit!9,d" 4
l' ~ ! {
)-../1 i )/L..( , . f.L.. ",;}j
~.J'elie Dab:cU~ Pro-secuting Atto-rney
J
./
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget Appropriation/Extension and Amendment
Date: June 3, 2010
WSU JEFFERSON COUNTY EXTENSION
Department/Fund Name
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 emergency appropriation and
budget extension in the amount of:
I $34,020 I
108000010
Fund Number
D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash)
B~~~over this additional expenditure?
~
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 emergency appropriation
and budget extension to include this new revenue in the budget this year as outlined below in the amount of:
I $34,020 I
BUDGET
BARS Revenue # Description CURRENT REVISION AMENDED
108000010.33314.19.0305 MRC PROJECT GRANT $100,000 $34,020 $134,020
$0
$0
$0
.. ........ i' ..... '.. TOTAL REVENUE $100,000 $34,020 $134,020
BUDGET
BARS Expenditure # Description CURRENT REVISION AMENDED
53190.31.0020 OPERATING SUPPLIES $2,896 $2,434 $5,330
53190.41.0030 PROJECT CONTRACT SERVICES $6,515 $985 $7,500
53190.41.0031 PROJECT CONTRACT CONSULTANTS $48,750 $29,651 $78,401
53190.43.0010 TRAVEL $2,500 $200 $2,700
53190.49.0010 COPYING/PRINTING $2,250 $750 $3,000
:..,:: : ..:: ..-: TO'tAi...EJ<flENDITORE $62,911 $34,020 $96,931
Reason for Aoorooriation/Extension
These funds are part of the original 2-year grant that covers the period July, 2009 to June, 2011; however, the
deliverables timeframe has been moved up to June 30, 2010 for certain eelgrass, marine stewardship, and Mystery
Bay projects.
Respectfully
c(
Elected 0 ICiallDepartment Head Signature
TO BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget Appropriation/Extension and Amendment
Date: June 28, 2010
Department/Fund Name REET TECHNOLOGY Fund NumbE 151 000 010
Commissioners: (mark all that apply with an "X")
D Please be advised that atter a thorough examination ot my curent 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 emergency appropriation and
budget extension In the amount of
I I
iAJ For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash)
to cover thiS additional expenditure?
mYes X
UNo
r-\fi 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 emergency
appropriation and budget extension to Include this new revenue in the budget this year as outlined below in the
amount of:
I $1DD,DDD
BUDGET
BARS Revenue # Description CURRENT REVISION AMENDED
336.00.97 Intergovernment revenue REET Technology $15,000 $100,000 $115,000
$0
$0
$0
. TOTAL. REVENUE $15,000 $100,000 $115,000
BUDGET
BARS Expenditure # Description CURRENT REVISION AMENDED
514.22410 Software payment True Automation $110,000 $200,000 $310,000
I professional services
$0
$0
$0
; :.. . TOTAL EJ<F'ENDlTURE $110,000 $200,000 $310,000
Reason for Appropriation/Extension
First and second installments due on 2010
Respectfully Su,bmittec Judi Morris
\. / {/ G-?'vJ /7 ~ J'
',,-----/ . / ,j . {..L - L-/",-/'<Z--
Elected Official/Department Head Signature
TO: BOARD or COUNTY COMMISSIONERS Date: July 2, 2010
RE: Request For Emergency Budget Appropriation/Extension and Amendment
Jefferson County Sheriff
Department/Fund Name
136000010
Fund Number
Commissioners: (check all that apply)
o 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 \\-'ith respect to present and future needs, I find that my budget is short.
Therefore, I request an emergency appropriation and budget extension in the amount
for this current year for the rcasan(s) outlined below.
o For funds other than Cu.rrent Expense -- Is there enough Fund Balance (unencumbered cash) to cover this additional
expenditure? yes_______ \10_____
I2J Please be advised that a revenue source (i.e. grant. new fee) has been received by this department which \-vas not
included in the annual budget at the time it \\<a~ prepared. Therefore, l request an emergency appropriation and budget
extension in the amount of S9,OOO.OL-__ to include this new revenue in the budget this year as outlined below.
BARS # Revenue Description Current Revision New Budget
Budget
369.30.00.0000 Con-t1scated and Forfeited Property $0.00 $9,000.00 S9,000.00
SO.OO
SO.OO
$0.00
TOTAL REVENUE $0.00 $9,000.00 $9,000.00
BARS # Expenditure Description Current Re,,'ision New Budget
Budget
52121.35.0010 EQUIPMDJT GE='iERAL S20,000.00 $9,000.00 $29,000.00
SO.OO
SO.OO
$0.00
SO.OO
TOTAL EXPEIN.DITURE $20,000.00 S9,000.00 $29,000.00
Reason for Appropriation/Extension
The Sheriffs drug investigation fund allows us to pay for expenditures for more effective drug investigations that can not be
accommodated within the General Fund. In June 2010, we received $9,000 as a settlement in a drug forfeiture action, allO\....ing
us to increase the funds avai lable.
Respectful!t submitted,
.- _-' .l
- //
. \
~';
, ,/
Ton
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget Appropriation/Extension and Amendment
Grant Management
DepartmenVFund Name
Commissioners: (mark all that apply with an "X")
Date: July 6, 2010
123-000-010
Fund Number
D
Please be advised that after a thorough examination of my curent 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 emergency appropriation and
budget extension in the amount of:
I I
D For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash)
to cover this additional expenditure?
[Xl Yes
DNO
D 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 emergency
appropriation and budget extension to include this new revenue in the budget this year as outlined below in the
amount of:
I $0
BARS Revenue #
Description
BUDGET
CURRENT REVISION AMENDED
$0
$0
$0
BUDGET
BARS Expenditure # Description CURRENT REVISION AMENDED
59700.00.0177 Operating Transfer in to Special Projects $0 $35,000 $35,000
Ie::",:,'. ~ $0 $35,000 $35,000
Reason for AppropriationlExtension
The Resource Conservation Manager Project was not budgeted for 2010. The funding for this project comes from a
Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County,
the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District. The
Operating Transfer to the Special Projects fund is for cash flow purposes as the grants are on a reimbursable basis.
This is the first year of a 3 year project.
Respectfully ~Wmi~,
~-</ JV~?
(j,"
Elected Official/D partment Head Signature
TO: BOARD OF COUNTY COMMISSIONERS
RE: Request for Emergency Budget Appropriation/Extension and Amendment
Date: July 6,2010
PW Special Projects
DepartmenUFund Name
Commissioners: (mark all that apply with an "X")
177-000-010
Fund Number
o
Please be advised that after a thorough examination of my curent 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 emergency appropriation and
budget extension in the amount of:
I I
o For funds other than Current Expense (General Fund)- - Is there enough Fund Balance (unencumbered cash)
to cover this additional expenditure?
B~~s
o 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 emergency
appropriation and budget extension to include this new revenue in the budget this year as outlined below in the
amount of:
I $59,732
BARS Revenue #
34931.10.0000
33831.00.0040
33831.00.0050
33831.00.0060
33831.00.0070
33928.11.0000
39700.000123
Description
BUDGET
CURRENT REVISION AMENDED
$0 $6,412 $6,412
$0 $5,433 $5,433
$0 $6,758 $6,758
$0 $5,555 $5,555
$0 $5,574 $5,574
$0 $5,000 $5,000
$0 $35,000 $35,000
Jefferson Count
Cit of Port Townsend
Fort Worden
Chimacum School District
Port Townsend School District
Wa St De t of Commerce Grant ARRA
o eratin Transfer In From Grant Mana ement
$0
$69,732
$69,732
BUDGET
BARS Expenditure # Description CURRENT REVISION AMENDED
51820.10.0000 Sa la ries $0 $27,076 $27,076
51820.20.0000 Benefits $0 $13,535 $13,535
51820.31.0000 Supplies $0 $1,343 $1,343
51820.42.0000 Communications $0 $559 $559
51820.43.0000 Travel $0 $635 $635
51820.49.0000 Miscellaneous $0 $1,500 $1,500
51820.95.0000 Interfund Rentals/Leases $0 $2,831 $2,831
i<' <'i<i';', ,;<< $0 $47,479 $47,479
Reason for Appropriation/Extension
The Resource Conservation Manager Project was not budgeted for 2010. The funding forthis project comes from a
Washington State Department of Commerce Grant, a Puget Sound Energy Grant, and funding by Jefferson County,
the City of Port Townsend, Fort Worden, Port Townsend School District and Chimacum School District. The
Operating Transfer is for cash flow purposes as the grants are on a reimbursable basis. This is the first year of a 3
year project.
Respect!J.rliY~bmitte6,
~~// #/
'-". IJ~/ ./f
Iv' . W i"'--
Elected Officti;,fDepartment Head Signature
JEFFERSON COUNTY BOARD OF COMMISSIONERS
Regular Agenda Item
FOR THE WEEK OF: July 26, 2010
J.
Description --
A brief description of the agenda item.
Public Hearing Notice to set a hearing for the appropriation/extension requests for the
second quarter of201 0 due to corrections in revenues from grants, receipt of
unanticipated revenues, and/or unanticipated expenditures.
II. Issues -- A short outline of the major issues or areas that should be
given particular attention.
The following departments have requested budget appropriations/extensions.
FUND # FUND NAME REVENUE EXPENSE
CURRENT EXPENSE
001-021-000 Auditor's Office/Elections $ 34.557 $ 34.557
001-240-000 Superior Court $ 1,290 $ 93,695
Total Current Expense $ 35. 847 $ 128,252
SPECIAL REVENUEICAPITAllENTERPRISE/INTERNAl SERVICE FUNDS
135-000-010 JC Dru9 Fund' - 10,000
108-000-010 WSU Extension* 34,020 34 020
151-000-010 REET Technology 100,000 200,000
136-000-D10 Sheriff's Drug Investigation Fund 9.000 9,000
123-000-010 Grant Management - 35,000
177 -000-010 PW Special Projects 69,732 47,479
.. There is enough unencumbered cash in this fund to cover the additional expendihlre.
Notice of this hearing will be properly published in the Ofticial County Newspaper on
July 28 and August 4,2010. This notice was approved last week, but did not get scnt to
the Leader.
III. Action --
What is the nature of the action the Board is being asked to
take (discussion, approyal of a contract, support for a grant, etc.).
Approve the Hearing Notice setting the hearing on these 2010 budget
appropriations/extensions for Monday, August 9, 2010 at 10:00 a.m. in the
Commissioners Chambers.
Reviewed By: .~
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i strator
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Date
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