The URL can be used to link to this page

Home My WebLink Aboutord1994-011WIMMOM COUN7Y COUNCIL AGENDA BILL NO. 94 -085 CLEARANCES Initial Date Date Received in Council Office: Agenda date Assigned to: originator. Executive Jivision Head: E C E V E ® FF8 O 2 M r HATCOM COUNTY COUNCIL 2/8/94 Council Introduction 2/22/94 Finance / Council Dept. Head: :3/l/94 Finance /Council Prosecutor. Z Purchasing /Budget: Executive: 1�t SUBJECT 1994 Supplemental Budget Request #1 ATTACHMENTS: Ordinance Backup paperwork SII!1 &MY STATEMENT Please complete sections of box as appropriate & explain the item below. Related County contract #: Should Clerk schedule a hearing? NO X YES Requested date: Amount bud eted for this item/project, $ Is it or will it be within budget? YES NO Please explain below Budget line item number(s): , Supplemental Budget Ordinance No. 1 adds appropriation to the following budgets:, The supplemental request for the Prosecutor's Office (Current Expense Fund) appropriates $8,100 from pass through DSHS /Support Enforcement revenues for the rental of a vehicle from motor pool and the acquisition of a filing system. 2. The supplemental request for the Courthouse Expansion Fund appropriates $45,906 from the fund balance and investment interest for completion of the construction of the Courthouse. 3. The supplemental request for the County Supply Fund appropriates $3,225 from a reduction in expenditures and a transfer in from Purchasing for an additional .75 FTE Clerk I for sorting mail and performing courier services. ORIGINATORS RECOMMENDED ACTION: Pass COMMITTEE ACTION TAKEN: COUNCIL ACTION TAKEN: 2/8/94: Council Introduction 2/22/94: Council tabled this for one week. 3/1/94: Council adopted the ordinance with amendments. 6 -1, Brenner opposed. Related File Numbers: Ordinance or Resolution Number (this item only): Ord 94 -011 1 As Amended By Council 3/1/94 SPONSORED BY: �nncant PROPOSED BY: Executive INTRODUCTION DATE: 2/8194 ORDINANCE NO. 94 -011 AMENDMENT NO. 1 TO THE 1994 BUDGET WHEREAS, the 1994 budget was approved February 8, 1994; and, WHEREAS, changing circumstances require modifications to the approved 1994 budget; and, WHEREAS, those modifications have been assembled here for deliberation by the Whatcom County Council. NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that the 1994 Whatcom County budget ordinance is hereby amended by adding the following amounts to the departments included therein: Current Expense Fund: Prosecuting Attorney 8,100 Total Current Expense 8.100 Other Funds: Courthouse Expansion Fund 45,906 County Supply Fund 3.225 Total Other Funds 49,131 Total Supplemental 57 231 BE IT FURTHER ORDAINED, that of the $15,890 appropriated for Extra Help in the Courthouse Expansion Fund that $7,557 shall be for secretarial services and that $8,333 shall be provided for payment to Paul Rushing contingent upon a new contract being brought forward for Council approval. BE IT FURTHER ORDAINED, that the $33,331 appropriated to Professional Services is to be for final completion of the Courthouse project and such contracts shall be brought forward for Council approval. 1 2 3 4 5 6 7 8 190 11 12 13 14 15 16 BE IT FURTHER ORDAINED, that the 1994 budget ordinance, exhibit C, is amended to reflect the additional authorized positions in the Administrative Services Department. . ADOPTED this 1st_ day of March , 1994. ATTEST: Council Clerk (� APPROVED as to form: Civil Deputy P s utor WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON Robert A. Imhof, Chair A (✓Approved () Denied Shirley Van Zan en, Exe ve Date: S -11- 94 WHATCOM COUNTY Summary of the Supplemental Budget Ordinance No. 1 Department/ Description Amount Source of Fund Funds CURRENT EXPENSE Pros Attorney Filing /Vehicle 8,100 DSHS /Sup Enfcmt Rev TOTAL CURRENT EXPENSE $8,100 OTHER FUNDS COURTHOUSE EXPANSION FUND Completion of Courthouse 45,906 Fund Balance & Interest COUNTY SUPPLY FUND .75 New FIFE 3,225 Expend. Reduction and Transfer from CE - Purchasing TOTAL OTHER FUNDS $49,131 TOTAL SUPPLEMENTAL $57,231 VYC1AI4_gJM I.VUINIIC BUDGET MODIFICATION REQUEST Department: Whatcom C ii _v Pros o ' Office Itu E c L� V Requested By: Kathy Walker g_ JAN 2 7 1994 The following budget modification is requested: SHIRLEY VAN ZANTEN 'COUNTY EXECUTIVE Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) Funding source is DSHS /Support Enforcement - see attached budget Authorization letter from Les James. Increased Revenue (net of additional expenditures listed below) 2600 - 4333.9783 $8,100 ACCOUNTS TO INCREASE: Expenditure increases /County 2600 -6869 Interfund Vehicle Rental $ 3,600,. 2600 -7410 Capital $ 4,500. $8,100. PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) Notification of approved 'Child Support Budget usually not received until.late December. Because of delayed receipt of this information, revenue is always projected utilizing a conservative cost pool factor. The 19.94 budget projected a cost pool percentage of .2579. The new cost pool factor (See copy of Cost Pool Agreement attached) is .3383. Using the standard formula for reimbursement, which already incorporates the $8,100. in additional expenditures, results in a net increase in revenue of $25,292..See revised Revenue Explanation Sheet attached for additional detail.on reimbursement formula. In order to have expenditure authority for the rental-of a vehicle from motor pool for our investigator, line 6869 needs to be increased by $3,600. In order to make the acquisition of the file system for the Civil division line 7410 needs to be added to our budget with an appropriation of Authorized By: $4,500. Both expenditures contained in budget request submitted the ate. C py of original request attached. Department Head: (3--z) _ ��`'—� Date: January 26, 1994 Executive's Office: Date: Date Posted: By: $ Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. ** Supplcmcntaf requests, if approved by the Executive, will be forwarded to the County Council for authorization. 10/91 J AVID S. MC EACH Pros +/ecuting At lrl Clvil kvilatcc -m Coup y i3eliingham. Wash STA o� O y N oy 1690 a STATE OF WASHINGTON ECr�VIE D JAN 2 7 1994 DEPARTMENT OF SOCIAL AND HEALTH SERVICES SHIRLEY VAN ZANTEN PO Box 9162 • Olympia WA 98507 -9162 COUNTY EXECUTIVE December 15, 1993 The Honorable David S. McEachran Whatcom County Prosecuting Attorney County Courthouse 311 Grand Avenue Bellingham, Washington 98225 Dear Mr. McEachran, This letter is to inform you that your budget request has been approved for the child support program for 1994. In addition, $4,500 from your 1993 budget has been added to your budget request for a file system. The total of your approved 1994 child support budget is $363,577. If you have any question, please contact Ed Orbeck at SCAN 321- 3244 or (206) 586 -3244. x ly, Les Jam s Acting Director Revenue ivision LJ:eo Enclosures pc: Barbara Moore -Lewis Linda Langston L� recycled paper CPEXI EXHIBIT I �� /� �� U 0/ �� [� �� \� �� U � �� |� _ . .�� |8N �� '' WHATCOM COUNTY OFFICE OF THE PROSECUTING ATTORNESA/RLEY VAN ZA&TEW AND GOUNTYFXEC/7]VE WASHINGTON STATE OFFICE OF SUPPORT ENFORCEMENT COST POOL RATE AGREEMENT ' _ A cost pool rate of 33.83 percent of salaries is hereby approved for use by your office when claiming costs incurred in the child support activities for the period from January 1� 1994, through December 31, 1994. The attached exhibit shows how the rate was determined based on calendar year 1992 actual expenditures. The cost pool rate, when applied to salaries, will cover and be used in lieu of the cost of the following: benefits, sipplies, communications, insurance, repairs and maintenance, miscell- aneous costs as adjusted, and interfund services as adjusted' APPROVED BY: FOR THE COUNTY: FOR THE OFFICE-OF SUPPORT ENFORCEMENT: Date: January 10, 1994 DEPARTMENT REVENUES REVENUE EXPLANATION SHEET c 15 E ED Department, Name: J A N 2 7 1994 Fund Number /Name: SHIRLEY VAN ZANTEN COUNTY EXECUTIVE ACCOUNT- NUMBER: EXPLANATION: 4333.9783 'Federal Grant /Child Support Revenue reimbursement - Basis of formula is gross salary of all staff assigned to Support Enforce- ment Division of our office. Computation as follows: Cross Salaries $248,646. Professional Ser. 2,000. Travel 800. Travel /Other 2,300. Total Direct Costs 253,746. *Costs Pool (.2579X) .64,125. @Indirect Costs 24,865. _ Total $342,736. Federal Share $226,205 State Share $108,076. TOTAL $334,282. *State advises of cost pool factor in Decemeber or January. This contains a conservative projection. The factor could be as high as 38,79. @Indirect costs are 10G of gross salaries. Federal share is 66% of Total of $342,736. and State share is 34% of same amount less indirect costs. REVISIONS PER STATE APPROPRIATION 4333.9783 Computation as follows: Gross Salaries $248,646. Professional Ser. 2,000. Travel 300, Interfund 3,600, Capital 4,500. Total Direct Costs 343,163. *Costs Pool (.3383,%) 84,117. @Indirect Costs 24,865. Total $343.163. Federal Share $242,898. State Share $116,676 TOTAL $359,574. Revenue enhancement of $25,292 resulting primarily from higher cost pool factor. Up from .2579 to .3383. Approved additional expenditures of $3,600 for motor pool vehicle and $4,500 in capital for file system. WHATCOM COUNTY PROSECUTING ATTORNEY DAVID S. McEACHRAN Courthouse, 311 Grand Avenue Bellingham, Washington 98225 -4079 (206) 676 -6784 0 o 1)1ri:ini -int: of So - iaL :an,I l'I::at1:1.t !;orv1.,:?fa Hs. 13arbara Maorc-f.,ewis, F.i(---t.Ld 0ffi.ce Manayur 1) .0 . 13ra:;: 9030 E:veret.t. ,,?asia1.r1dton 98206_x0:30 Ooa ; 13:1 rba ra : E ,_, V E D JAN 2 7 1199 r SHIRLEY VAN ZANTEN COUNT`( EXECUTIVE Alnvenabrer 10, 1993 Attached you wi 1.1 find as per (lave I3cigan' Letter ri:]ted 0r, 1:obPr. t3, 1139.3, . onr 1.994 budget request. It does not cont._,an any request i.or additionaI sLa.ff. , huwcver. it d o 0 ir1r:1.11,1,? a lia(? item amount i.n ojer.i: "30, i'r.terCund. This S,um is necessitated as it re u I L of hj.ririg ,!n investIga-t:,-)r. j.n Jurie of thLS year. Tho .> 3,600.00 annual amount: would be paid at the rate a $:'00 per month to Public Wo r ks fur a mid - si z o ait tomrlb11e_ TItn, $300 %gouLrt covr)r repLnt:emenU. m3.intenance and fuel for the vehicle. The vehicle would be replaced ever six years. There iF, :a :i 1.ter.n:ativo to this approach, which would bp for the State to appropr.tate $13,000 fur. the purchase of the vehicle and then :a 1.ot a 1.essser sum, $120 per month, for maintenance and fuel Prosently, tale i.rl•JPS,ti9at0T' is; 11tiIizInq his own vehicle and receiving monthly reimbursement f.or Atileaq Travel for the purposes of.' locate and service? of process of p.l.eaad.i ngs is averaging about 790 miles per month. At this rate the employee's vehicle will log about. 9,500 busi.nes!s miles. last year's budget r:ontained $5,500 in profes:sional services to cover mileage reimbursement. -We believe that t is imperatives that one of theses two a Lterriattves bra ,approved in this budget cyc Le due to tbn high mileage being traveled. Our capi tali zati.on request., which is no.t. included in our.• base budget :, is comprised of one component which was previously approved in' 1993. It is requested that this same sum hla appropriated as a caarry- forward amount for the following reasons. As you know, our Child Support. Program .staff moved back into the Courthouse. June of this year. This relocation required a conversion, which is already underway, of their existing Eilinq system to one that is c:omp:atibl.e with our high density, Page 2 color coded, a 1pha , end - index system. While the :guar(? footage i)C our new affire is threo 1: LMOS that nC IDUC PrP-Sent spice there wi 1.1 not b e room to c o n L. i n u e u V. i I i. z i n g standard three o r four d r;iwe 7 Ci 1. E2 u.-i b i n(2 tr . 'I'li L s ;i p p rop r L .I t i. on request wa yr --3 1) p ro v.('-. d in o ii r 19!3 b u d. q 6 t but d ii E! to (I ,.) I.ays in the move and sett. Ii Tia Into 0 11 r, rl (2 W e n v i r (D n m o n t Clio a (-- q u i S 1. t.l. Q n W;l s not completed. The appropriate ca rry- forwa rd .um wouid be $4,;00, E;ame as requc—steel in 199 3 . Should you have a n y questi ons on our- b u d q c-- t. request, s.? a :i e . Feel C r e e to g i v o me a c a l l . V e r r u I y yours, -jC K;Ithy IWIker Mentor Administrator t,i: Oave McEactiran Jo- -Ellen Thomas BUDGET SCHEDULE A WHATCOM COUNTY PROSECUTING ATTORNEY'S OFFICE CHILD SUPPORT BUDGET Period from January 1, 1994 through December 31, 1994 Estimated child support budget expenditures (shown as total direct costs under column 5 of Budget Schedule B) a)343, 167 Matchable Paternity total direct costs (column 7 of Budget Schedule B) b) 281,036 Matchable Other costs (column 9 Budget Schedule B) c) 61,531 Total matchable direct costs; b) plus c) d) 342,667 *Indirect costs, 10 % of Salaries .($248, 646) e) 24,865 Total matchable expenditures, d) plus e) i 367,532 Federal share of child support expenditures, 66% of f) g) 242,571 State share of child support expenditures, 34% of d) h) 116,506 Total child support revenues realizable from the federal and state governments, g) plus h) 1)359, 077 nty's share of expenditures, a) minus i) D +15 912 if you do not have a federally approved indirect cost rate, use 10% of salaries and wages times the sum of object code 10 in columns 7 and 9 on Budget Schedule B. Use federal rate if approved times appropriate base. All out of state travel and equipment purchases in excess of $300 require additional separate written approval PRIOR to purchase. A DETAIL LISTING OF REQUESTED EQUIPMENT BY ITEM AND COST SHOULD BE INCLUDED WITH YOUR BUDGET REQUEST. Approved for the county by: November-24, 1993' ��C i , Date Prosecuting Attorney David A. Hogan, Director Revenue Division Date COUNTY PROSECUTING ATTORNEY'S OFFICE ESTIMATED CHILD SUPPORT EXPENDITURES Period From January 1, 1994 to December 31, 1994 Column 1 Column 2 Column 3 Column 4 1 Column 5 Column 6 1 Column 7 - Column 8 1 Column-9 Object & Sub- Object Codes Account Titles Gross Salaries Total Child Support (Match & Nonmatch) Matchable Child Paternity ', Support Other Position Title a) URESA Spec. % $ % $ % $ 30,168 100 30,168 100 30,168 0 0 b) Dom.-Rel. Cou32,544 54 44 32,544 100 32,544 0 c) Sec II Recep 45 100 21,120 70 14,784 30 6,336 d) Investigator Insurance 100 28,556 99 128,270 286 e) Contempt Spec27,504 27,504 n .0 10097 qnh 0 Attorney 44,890 100 44,890 75 33,668 2511 222 g) Legal Sec. 30 58F Inn 30,588 ion 30.588 0 0 h) Dom. Rel.Cou 33,276 100 33,2 6 100 33,276 i) 66 Cap. Rent/Lease - j) 90 Interfund Services .99 3 5 6 4 .01 36 10 Total C/S Salaries Blood Test (see instruction 16) 20 Pers. Benefits: % of Sub Obj 10 Total Direct Costs (Obj: 10/20 thru Obj: 90.) 10/20 Total Personal Services 1248,646 1 .8176 1203,298 •182445 , 348 M' ^.HABLE RATES 1 100% Optional Cost Pool, 35.44% of $248,646 30-35 Total Supplies 88,121 .8176 72,048 .182 16 073 41 Professional Services -qq 2 42 Communication 43 Transportation (Travel) : 8176 246 .1824 54 44 Advertising 45 Operating Rentals /Leases 46 Insurance 47 Utilities 48 Repairs and Maintenance 49• Miscellaneous 50 Inter -Gov't Services 64 Equipment 66 Cap. Rent/Lease 90 Interfund Services .99 3 5 6 4 .01 36 Blood Test (see instruction 16) Total Direct Costs (Obj: 10/20 thru Obj: 90.) 1 1 Present 1993 Cost Pool Rate TO: SHIRLEY VAN ZANTEN, THE WHATCOM COUNTY EXECUTIVE FROM: TOM SUTBERRY, BUDGET DIRECTOR DATE: JANUARY 28, 1994 RE: 1994 BUDGET MODIFICATION FOR THE COURTHOUSE FUND The proposed reallocation of Expenditures for the Courthouse Project is based on.a current estimate, January 26, 1994, of the remaining costs to complete the construction of the Courthouse. This does not, however, include any unforseen claims by the contractor for further extensions of time with conditions or other claims. This request transfers the original appropriation -of $478,000 for asbestos into Strand, where most of the cost is paid out, and also into Misc Expense and Architects, which are also increased because of the delays and asbestos abatement problems. It is necessary to increase Extra Help, paid primarily for Paul Rushing, the Courthouse Administrator, and for his secretary as a result of the extended time required to complete the construction project. The increase in Architects costs are also a result of the extended time to completion. These increases are being off -set by a reduction of $55,814 from the original budget request for furnishings, since a larger amount of appropriation is being carried over from the 1993 Appropriation than our original estimate. There is also an increase to the original estimated cash balance. And there will be interest earnings in 1994, which we did not anticipate. WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Administrative Services - Courthouse Expansion Fund' 327 Requested By: Tom Sutberry The following budget modification is requested: X Budget Transfer* X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 327.2910.1000 Courthouse Expansion Fund Balance (32,350) 327100.4361.1000 Investment Interest (13,556) Total Sources: 45,906 ACCOUNTS TO INCREASE: 327100.6120 Extra Help - 15,890 327100.6230 Social Security 3,765 327100.6255 Other Health & Welfare Benefits 1,389 327100.6259 Worker's Compensation 823 327100.6269 Unemployment 246 327100.6329 Office & Operating Supplies 500 327100.6630 Professional Services 33,331 327100.7350.1000 Buildings & Structures - Architects 62,000 327100.7350.1020 Buildings & Structures - Strand 356,030 327100.7350.2000 Buildings & Structures - Other Misc. 1051746 327100.7350.1082 Buildings & Structures - Asbestos (478,000) 327100.7410.1120 EQMT Cap Otlys - Furniture Gen Office (20,000) 327100.7410.1190 EQMT Cap Otlys - Furniture Contingency (35,814) Total Increases: 45,906 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) See Attached Memorandum Authorized By: Department Head: Date: Executive's Office: Date: Date Posted: By: As Amended by Council 3/1/94 Whatcom junty Council T& aEST EL AwE -�jb ( LETS � So-/- ► � `T I C uvre��f �X�P.uS Z M -J 02116194, 11:10 Supple ental Budget Proposal #1 Council Office Sources: Expected Acct. No. Description Total need: CE Fund Bal. Revenue acct: Transfers: offset revenue: EXTRA HELP (maternity leave. other) 1100 6120 Council Extra Help $12,731.48 Source: Supplemental from CE Fund bal. $4,731.48 1100 4341 6000 Revenue: certified copies $904.80 1100 4369 9001 Revenue: certified copies etc. $2,0 1.20 1100 4341 3500 Revenue: transcripts and record search $2,034.00 Transfer from 1120 6110 (DBD sal. $3,000.00 Anticipated offset revenue tentative $3,0 00 OUT OF CLASS PAY (maternity leave 1100 6130 Council out -of -class pay $785.00 Source: Supplemental from CE Fund bal. $785.00 MEETING SEMINAR 1100 6630 902 Council Professional Services $2,186.00 1100 6339 Council Printing $500.00 1100 7190 Council Miscellaneous $1 940.00 Source: Supplemental from CE Fund bal. $4,600.00 Antici ated offset revenue $3,500.00 PUBLISH TITLE 20 1100 6630 901. Council Professional Services Code $3,500.00 1100 6639 Council printing, interfund $1,500.00 Source: Supplement from CE fund balance $5,000.00 Anticipated offset revenue $2,000.00 Anticipated county staff cost savings $1,500.00 TOTALS: $23,142 ASt ($15,116.48/ $5,000.00 $3,000.00 $10.000.00 C uvre��f �X�P.uS Z M -J 02116194, 11:10 WHATCOM COUNTY CENTRAL PURCHASING 401 Grand Avenue Bellingham, Washington 98225 -4086 NAT DICKINSON , Purchasing Manager January 25, 1994 TO: Tom Sutberry, Acting Director, Admi is rative Services FROM: Nat Dickinson, Purchasing Manager SUBJECT: Request to Amend 1994 Administrative Services Budget to Provide a Mail Clerk/Courier DD SHIRLEY VAN ZANTEN COUNTY EXECUTIVE From 1991 -1993 Purchasing has used a community college work study position to pick up, sort, meter and post County mail every afternoon. During that period the County mail volume has grown by 38 %. In 1994 work study positions off campus are no longer available. Purchasing productivity is being hurt as staff, already overloaded, take on the mail. Purchasing has been contracting with Fourth Corner Messenger Service to provide pickup and delivery of internal mail between the Courthouse and outlying facilities. The contract expires February 12, 1994. Fourth Corner has verbally requested a 12% increase in fees. The County Executive explicitly rejected this increase in the budget process. This is to request you to consider establishing a new part time position in Administrative Services to pick up, sort, .meter and post County mail, and to provide courier service to outlying facilities. This position, at 6 hours a day, would not exceed monies already budgeted in the temporary emergency 1994 budget ordinance: 50201 County Supply 6120 Extra Help 6,240 6200 Personnel Benefits 1,270 2800 Purchasing 6760 Miscellaneous Communication 6,060 Less January 1994 [505] Less February 1994 [505] Total Appropriation Available $12,560 The permanent part time position at the Clerk I level working a 6 -hour day, beginning March 1, 1994 would cost for ten months of 1994: 50201 County Supply 6100 Salaries and Wages 8,962 6200 Personnel Benefits 3,047 Total $12,009 Thank you for your consideration. Phnna 190PI R7R -C,741 r:nnnty Rac�iriontc (90A11gA -1110 GAY 0910AI crAhl PrMfi� Tan