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Home My WebLink Aboutbocc.res.055.2017 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO, PROVIDING SUPPLEMENTAL APPROPRIATIONS TO THE 2017 BUDGET (2ND QUARTER) RESOLUTION NO. 65-6 , 2017 RECITALS: 1) Unanticipated revenues were received in 2017 that were not appropriated, and will be used to offset costs of the projects for which they were collected; and 2) Specific projects have been identified as priority projects and will be transferred from unspecified budget allotments included in the 2017 budget; and 3) Fund balances, designated for certain purposes and used for projects approved by the governing boards, need to be appropriated in the 2017 budget; and 4) Upon due and proper notice, published in accordance with the law, said supplemental budget was open for inspection by the public at a designated place, a public hearing was held on July 12, 2017 and interested citizens were given an opportunity to file or register any objections to said supplemental budget. GENERAL FUND Finance Finance is requesting the replacement of the Financial Administrator (grade 11), who is retiring at the end of Jun( with a Financial Analyst position (grade 9). The headcount would remain the same, however budget is needed fc six months of salary and benefits for the new position. The purpose of adding this position is to improve the inter control environment, provide oversight and backup to critical functions such as payroll where none currently exist; and perform accounting functions which are not being completed adequately due to the increase in workload. 2017 Revenue Expenditure Revised Budget Change Change Budget Salary and Benefits - - 32,653 32,653 Health Insurance - - 6,667 6,667 Fitness/Wellness - - 500 500 - 39,820 1 Public Works The Buttermilk Parking Management Plan will be in effect from April through November, dividing the County-own( parking lot into four sections: (A) 24-hour free parking for transit users; (B) 96-hour permit vehicle parking; (C) 5-day commercial/construction staging; and (D) free day-use trailhead parking. The City of Aspen will monitor and enforce parking designations. The County will pay for capital improvements a half the cost of a City-employed parking attendant. Permit and meter revenue will be split between the City and tl • County, while ticket revenue will go entirely to the County. Revenue is expected to cover the costs of the prograr • 2017 Revenue Expenditure Revised Budget Change Change Budget Buttermilk Parking Capital Setup - - 30,000 30,000 Payment to COA - Parking Attendant - - 15,773 15,773 Meter/Permit Revenue - 24,250 - 24,250 Ticket Revenue - 1,523 - 1,523 25,773 45,773 Community Development It has long been a desire of Community Development to have all documents scanned in order to have informatior easily accessible to the public in electronic format and in order to save valuable office space. Advancing this proj before moving into the new Sheriff/Admin building will save approximately $200,000 in construction costs to creat a file storage area. It will also create efficiencies for staff, with less time needed to access files. 2017 Revenue Expenditure Revised Budget Change Change Budget Scanning - - 205,679 205,679 205,679 FUND BALANCE CODING: UNRESTRICTED GENERAL FUND TOTAL 25,773 291,272 NET INCREASE/(DECREASE) FUND BALANCE (265,499) CAPITAL FUND This request is to refurbish the data closet in the Schultz Health & Human Services building. It requires reconfiguring the patch panels, removing the old chrome blocks and reterminating all the cables into the new patch panels. On-going changes in Public Health and Human Services staff require changes to phone and computer connections. The current state of the data closet makes these changes extremely difficult and time consuming. 2017 Revenue Expenditure Revised Budget Change Change Budget BITS Capital Purchased Services - - 15,000 15,000 15,000 FUND BALANCE CODING: CAPITAL FUND TOTAL - 15,000 NET INCREASE/(DECREASE) FUND BALANCE (15,000) 2 • OPEN SPACE AND TRAILS Open Space and Trails was awarded a $100,000 grant from Great Outdoors Colorado (GOCO) to help fund the planning effort for the Carbondale to Crested Butte Trail. Budget has already been appropriated in the Open Space fund for trail planning, but the grant revenue was not included in the budget. 2017 Revenue Expenditure Revised Budget Change Change Budget Crystal Trail / GOCO Contribution - 100,000 - 100,000 100,000 - FUND BALANCE CODING: OPEN SPACE AND TRAILS FUND TOTAL 100,000 - NET INCREASE/(DECREASE) FUND BALANCE 100,000 HEALTHY COMMUNITY FUND This request carries forward budget from 2016 when funding was approved for a three-year pilot program to create Aspen Family Connections, a family resource center run through the Aspen School District. This line item was missed in the April budget carryforward resolution. 2017 Revenue Expenditure Revised Budget Change Change Budget Contribution to Aspen Family Connections - - 68,500 68,500 68,500 FUND BALANCE CODING: HEALTHY COMMUNITY FUND TOTAL - 68,500 NET INCREASE/(DECREASE) FUND BALANCE (68,500) AIRPORT FUND The 2017 budget includes the cost of replacing the current Airport fuel tank with a larger capacity tank. Responses to the County's RFP for the tank replacement made it clear that additional site preparations are needed to meet State and local requirements. This supplemental request increases the budget to cover the additional costs. A fuel tank with adequate capacity for airfield, fire-fighting, and landside vehicles is a top priority for the Airport, especially during winter months when deliveries can be delayed. 2017 Revenue Expenditure Revised Budget Change Change Budget Airport Operations Fuel Tank 110,000 - 90,000 200,000 90,000 FUND BALANCE CODING: AIRPORT FUND TOTAL - 90,000 NET INCREASE/(DECREASE) FUND BALANCE (90,000) 1 3 1 LIBRARY FUND The Library Board would like to add power operated black out curtains to the William R. Dunaway Community Meeting Room and secured benches in the Library front yard. 2017 Revenue Expenditure Revised Budget Change Change Budget Library Furniture 8,000 - 10,000 18,000 Library Meeting Room 18,000 - 19,117 37,117 29,117 FUND BALANCE CODING: LIBRARY FUND - 29,117 NET INCREASE/(DECREASE) FUND BALANCE (29,117) MULTI-FUND REQUESTS Human Services and Public Health are requesting a full-time shared Finance Specialist position to track payment and receipts, analyze technical budgetary information, help build core contract and grant budgets, manage grant reporting, ensure fiscal compliance including State audits, explore new funding and blending of current funding, evaluate financial trends, and complete reporting requirements. The Budget Director no longer has time to adeqt complete these tasks with the addition of a County Public Health department and the increasing complexity of Human Services funding. Revenue sources exist in each fund to cover a portion of the cost, and it is expected th a dedicated position will be able to maximize future resources, covering a greater percentage of the cost. 2017 Revenue Expenditure Revised Budget Change Change Budget Salary and Benefits - - 20,998 20,998 Health Insurance 74,958 - 5,000 79,958 Fitness/Wellness 5,460 - 375 5,835 Computer 21,100 - 2,500 23,600 Office Supplies 4,500 - 510 5,010 Training 8,000 - 500 8,500 Human Services Admin Closeout 35,000 9,562 - 44,562 Salary and Benefits - - 6,999 6,999 Health Insurance 48,000 - 1,667 49,667 Fitness/Wellness 3,600 - 125 3,725 Office Supplies 3,500 - 510 4,010 Training 3,000 - 500 3,500 9,562 39,684 FUND BALANCE CODING: HUMAN SERVICES FUND 9,562 29,883 NET INCREASE/(DECREASE) FUND BALANCE (20,321) PUBLIC HEALTH FUND - 9,801 NET INCREASE/(DECREASE) FUND BALANCE (9,801) 4 MULTI-FUND REQUESTS The County Engineering department would like to hire a summer intern to assist with project inspection during the busy summer months. This would provide valuable experience to an engineering student and save the County money on consultant costs. Community Development will not hire a summer intern and is willing to transfer budg 2017 Revenue Expenditure Revised Budget Change Change Budget Engineering Intern - - 7,000 7,000 Community Development Intern - - (7,000) (7,000) FUND BALANCE CODING: ROAD & BRIDGE FUND TOTAL - 7,000 NET INCREASE/(DECREASE) FUND BALANCE (7,000) FUND BALANCE CODING: GENERAL FUND TOTAL - (7,000) NET INCREASE/(DECREASE) FUND BALANCE 7,000 TOTAL FOR RESOLUTION Revenue Expenditure Change Change UNRESTRICTED GENERAL FUND TOTAL 25,773 284,272 CAPITAL FUND TOTAL - 15,000 ROAD AND BRIDGE FUND TOTAL - 7,000 OPEN SPACE AND TRAILS FUND TOTAL 100,000 - HEALTHY COMMUNITY FUND TOTAL - 68,500 AIRPORT FUND TOTAL - 90,000 LIBRARY FUND TOTAL - 29,117 HUMAN SERVICES FUND TOTAL 9,562 29,883 PUBLIC HEALTH FUND TOTAL - 9,801 135,335 533,573 TOTAL NET INCREASE/(DECREASE) ALL FUND BALANCES (398,238) 5 INTRODUCED AND FIRST READ ON THE 28TH DAY OF JUNE, 2017 AND SET FOR SECOND READING AND PUBLIC HEARING ON THE 12TH DAY OF JULY, 2017. NOTICE OF PUBLIC HEARING AND TITLE AND SHORTS MMARY OF THE RESOLUTION PUBLISHED IN THE ASPEN TIMES WEEKLY ON THE �` -i' DAY OF -:e/'li - , 2017. NOTICE OF PUBLIC HEARING AND THE FULL TEXT OF THE RESOLUTION PASTED ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com) ON THE )`> }1"" DAY OF tttcQ__ , 2017. ADOPTED AFTER FINAL READING AND PUBLIC HEARING ON THE 12TH DAY OF JULY, 2017. PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, IN THE ASPEN TIMES WEEKLY ON THE ,.C) ' DAY OF <44//ir, , 2017. POSTED BY TITLE AND SHORT SUMMARY ON THF OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com) ON THE /'/' DAY OF t J �. , 2017. ATT:ST: B RD OF COUNTY OMMISSIONERS ., A !.G. Jea -e Jones George Newm.?,n, Chair 1 DepU County Clerk DATE: Vdd APPROVED AS TO CONTENT: MANAGER APPROVAL: 44_1„...„1�� Wiz-- �-�- ? Connie Baker, Budget Director Jon acock, County banager 6 Q2 SUPPLEMENTAL REQUESTS Page Airport Fuel Tank Replacement 2 Buttermilk Parking 4 CorDev Scanning 6 Engineering Intern 8 Finance Analyst Position 10 HCF Aspen Family Connections Carryforward 12 HHS Data Closet Refurbishing 14 Human Services & Public Health Finance Specialist Position 17 Library Benches&Curtains 21 OST Carbondale to Crested Butte Trail Planning 23 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Airport Operations Fuel Tanks Work Session Date: June 27,2017 Department: Airport/Fleet Budget Year: 2017 Request Type: Capital Improvements Adjustment Type: One-Time Adjustment Fund: Airport Staff Responsible: Jonah Frank/Chris Padilla Prepared By: Jonah Frank Budget Staff Review-Name: Connie Baker Date: 6/16/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: In 2016 Airport and Fleet Staff worked together to identify single point failures. The Airport equipment fuel site was deemed as the highest vulnerability and most important operational need during winter months to keep equipment fueled. The current tanks are undersized and a more concerning issue is a single point failure situation. The external containment wall is also compromised leaving only the internal wall as the safety net. No fuel leaks have occurred. A budget of$110,000 was proposed and approved for the 2017 Budget. In March of 2017 Staff put out an RFP, all the responses came in above budget, due to unforeseen site limitations with setbacks from the tank, and additional site preparations needed to meet state and local requirements.We are recommending to increase the budget for this project so it can get completed in 2017 as planned. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Flourishing Natural &Built Environment, Prosperous Economy 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure Line Item Description Account CodingOriginal Budget Total Adjusted p Amount Increase/ Budget (Decrease) Airport Fuel Tanks 404.67.00952.86653 $110,000 $90,000 $200,000 Total New Appropriations $90,000 4) FUNDING NEW REVENUE APPROPRIATIONS: Revenue Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) g Total New Revenue USE OF FUND BALANCE: $90,000 Total Funding I 5) NET CHANGE TO FUND BALANCE Total Fund Balance projected at 12/31/2017 $12,679,397 Addition to Fund Balance/(Use of Fund Balance) -$90,000 Fund Balance after Supplemental Request $12,589,397 2 6) ALTERNATIVE ANALYSIS One alternative is to not change the tank size and run the risk of running out of fuel during a storm,when it's needed the most to keep the runway cleared of snow. BOCC Approval: Date County Manager Signature For Budget Department Use: TRANSACTION# DATE ENTERED 3 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Buttermilk Parking Management Plan Work Session Date: June 27,2017 Department: Public Works Budget Year: 2017 Request Type: Adjustment to Operations Adjustment Type: Change to Annual Budget Fund: General Fund Staff Responsible: Brian Pettet Prepared By: Brian Pellet Budget Staff Review-Name: Connie Baker Date: 6/16/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: The public parking area at Buttermilk is underutilized from April to December each year. There are a number of possible changes to how this lot could be managed and capital improvements that could be made to improve Roaring Fork Valley mobility, while increasing overall use and effectiveness of the parking facility. According to the City of Aspen, the capital improvements required(signs and meters)is not expected to exceed$10,000. A 50 percent allocation of a parking attendant for seven months would cost$15,773. The current proposal with the City would share meter and permit revenue 50/50 and the County would receive 100%of parking ticket revenue Provided an operational scenario where 25 percent of parking area B and 30 percent of parking area C are used throughout the summer season, total parking revenue(less ticket revenue)would be$48,500. The City of Aspen would receive half of this revenue. Net revenue for the County after expenses would be $8477. Keep in mind, the financial aspects of this program are not the catalyst for this proposal. This program would be put in place to attempt to fill a community need and more fully utilize an existing County asset. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Flourishing Natural and Built Environment Ease of mobility via safe and efficient transportation systems 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Original Budget Expenditure Line Item Description Account Coding g g Increase/ Total Adjusted Amount (Decrease) Budget Buttermilk Parking Capital Setup $0 $30,000 $10,000 Payment to COA—parking attendant $0 $15,773 $15,773 Total New Appropriations $45,773 4) FUNDING NEW REVENUE APPROPRIATIONS: Original Budget Revenue Total Adjusted Line Item Description Account Coding Increase/ Amount (Decrease) Budget Meter/Permit Revenue $0 $24,250 $24,250 Ticket Revenue $0 $1,523 $1,523 Total New Revenue $25,773 USE OF FUND BALANCE: $20,000 Total Funding $45,773 4 • 5) NET CHANGE TO FUND BALANCE Total General Fund Balance projected at 12/31/2017 $10,644,628 • Unassigned Fund Balance projected at 12/31/2017 $4,045,858 Use of Fund Balance -$20,000 Unassigned Fund Balance after Supplemental Request $4,025,858 • 6) ALTERNATIVE ANALYSIS 1 Maintain existing parking management. Hire additional County employee to manage parking regulations. Neither were supported by the BOCC. BOCC Approval: Date County Manager Signature For Budget Department Use: TRANSACTION# DATE ENTERED • 5 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: ComDev Scanning _ Work Session Date: June 27,2017 Department: Community Development Budget Year: 2017 Request Type: Technology Adjustment Type: One-Time Adjustment Fund: General Fund Staff Responsible: Cindy Houben/Brian Pawl Prepared By: Brian Pawl • Budget Staff Review-Name: I Connie Baker Date: 6/14/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: The objective of scanning our files is to save space and to make files easily accessible to the public via computer. Scanned files are then stored offsite, which frees up floor space otherwise occupied by these files. If files are not scanned Community Development cannot move to a new location unless there is adequate file space. We are including Environmental Health in our estimates for Community Development. We have estimated our existing file volume as follows(amounts are in linear feet): Files on shelves=256.41 LF • Files in binders=91 LF(this is an estimate of the paper contained in binders Files in banker boxes=50.25 LF • Files in file drawers=49 LF • Total Linear Feet of Files:446.66 Scanning costs include additional trip charges to return paper files to a designated location (we can't destroy until files are confirmed and archived with the state), a much larger volume of higher priced plats,file organizing services needed, binders and spiral notebooks at additional cost, varying media that increases overall cost. Indexing the scanned documents would add an additional 40%to the cost. Cost/Benefit Analysis: Investing in this scanning project now is wise...due to savings in the new office location, staff time savings, the benefits of having on-line access, and to ensure the integrity of these collections into the future. If we wait, we will spend more to maintain these hybrid (hard copy/electronic)collections, than we'd spend on scanning them. •Creating storage for the hard copy files in the new building would add approximately$25,000-$30,000 in construction costs (assuming space, floor load, shelving, etc.). •Com Dev can save staff time with a fully digitized collection. They are managing their collections in hybrid media (hard copy/scanned image). Staff spends extra time to determine a document's storage media and location. When in hard copy they must pull, copy, reproduce, and refile hard copies(which can be fraught with human error). •Com Dev also stores historic documents in poor environmental conditions(outdoor containers)at Public Works(e.g., • original airport plans). If we don't scan these, these records could be lost. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Conserved natural resources and environment: Ease of access to public information, limiting travel to Corn Dev Offices by customers. Space requirements for Corn Dev files to be available to staff minimized. Responsibly maintained and enhanced County assets: Managing file archiving to meet State of Colorado Archive requirements. 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget • (Decrease) Scanning Planning, Building and 002.02.95181.82000 $0 $205,679 $205,679 Environmental Health Files Total New Appropriations $205,679 6 4) FUNDING NEW REVENUE APPROPRIATIONS: Line Item Description Original Budget Revenue P Account Coding Amount 9 Increase/ Total Adjusted (Decrease) Budget Total New Revenue USE OF FUND BALANCE: $205,679 Total Funding I 5) NET CHANGE TO FUND BALANCE Total General Fund Balance projected at 12/31/2017 $10,644,628 Unassigned Fund Balance projected at 12/31/2017 $4,045,858 Use of Fund Balance -$205,679 Unassigned Fund Balance after Supplemental Request $3,840,179 6) ALTERNATIVE ANALYSIS Continue to scan as time allows for current staff to fit scanning into their schedules. BOCC Approval: Date County Manager Signature For Budget Department Use: TRANSACTION# DATE ENTERED 7 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Engineering Intern Work Session Date: June 27, 1027 Department: Engineering _ Budget Year: 2017 Request Type: Adjustment to Operations Adjustment ape: One-Time Adjustment Fund: Road&Bridge Fund Staff Responsible: I G.R. FieldingI Prepared By: I G.R. Fielding Budget Staff Review-Name: Connie Baker I Date: I 6/14/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: The Engineering Department is involved with many projects. Between planning, design and construction and participation on other County Teams it can be difficult to inspect projects all the time. An engineering student intern will be able to give us competent boots on the ground without the expense of getting a consultant. This would be a paid internship ($15/hour) for an engineering student. The County would be able to give very valuable experience to the student on projects in various portions of their life(planning, engineering, and construction)and this can be an accredited program. Community Development budgeted for a summer intern but will not fill the position and is willing to transfer their budget for the Engineering intern. 2) STRATEGIC PLAN GOAL(S)ADVANCED: This program can further our commitment to the Flourishing Natural&Built Environment by ensuring responsibly maintained and enhanced County assets and add to the ease of mobility via safe and efficient transportation systems by ensuring our engineering projects are run smoothly. Staff is on site to discuss issues with contractors and can add a fresh perspective to the problems at hand. 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Original Expenditure Line Item Description Account Coding 9'nal Budget Increase/ Total Adjusted Amount Budget (Decrease) Engineering Intern 111.51.0000.81835 $0 $7,000 $7,000 ComDev Intern 002.03.00000.81830 $10,000 -$7,000 $3,000 Total New Appropriations $0 4) FUNDING NEW REVENUE APPROPRIATIONS: Original Revenue Line Item Description Account Coding 9 nal Budget Increase/ Total Adjusted Amount Budget (Decrease) Total New Revenue USE OF FUND BALANCE: $0 Total Funding 1 5) NET CHANGE TO FUND BALANCE Total General Fund Balance projected at 12/31/2017 $10,644,628 Unassigned Fund Balance projected at 12/31/2017 $4,045,858 Use of Fund Balance $0 Unassigned Fund Balance after Supplemental Request $4,045,858 8 6) ALTERNATIVE ANALYSIS Staff can supplement inspection on projects with consultants. Our current contracted rate for construction observation is between$94 and$114 per hour. This internship will pay$15/hour and provide an entire summer's worth of inspection for the equivalent of 74 hours of what the County would get using consultant work. BOCC Approval: Date County Manager Signature For Finance Dept Use: _ TRANSACTION# DATE ENTERED 9 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Financial Analyst Position Work Session Date: June 27,2017 Department: Finance Budget Year: 2017 Request Type: Adjustment to Operations Adjustment Type: Change to Annual Budget Fund: General Fund • Staff Responsible: Ann Driggers Prepared By: Ann Driggers Budget Staff Review-Name: Connie Baker Date: 6/14/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: • • Finance is requesting the replacement of the Financial Administrator(grade 11),who is retiring at the end of June,with a Financial Analyst position(grade 9).The headcount would remain the same however budget is needed for six months of salary and benefits for the new position as the 2017 budget included funds only for the Financial Administrator. The purpose of adding this position is to improve the internal control environment, provide oversight and back-up to critical functions such as payroll which does not exist, and perform accounting functions which,due to the increase in workload, are not being completed adequately or in a timely fashion. The number of transactions processed by Finance has increased 29% since 2010 while the headcount of the department has been reduced by 2 FTE or 25%. Transactions have become increasingly complex as have associated reporting requirements • and compliance with state and federal laws e.g. debt service, facility construction, additional employee benefits, ACA impacts, and so on.As the workload has increased,the ability to meet demand in other areas has suffered due to insufficient staff.These areas include: back-up and cross training for all functions; the internal control environment (segregation of duties); compliance with new and existing finance related laws and regulations; professional development and training of staff and; time to develop and implement improvements. Comparison with peer organizations (Garfield and Eagle counties) which have similar budgets, more modern ERP's and processes, less complex payrolls and revenue streams, and less special revenue funds (Library, OST, GID's, etc.) shows that they each have 1-3 more finance staff than Pitkin and,when combined with the Treasurer's function,4-9 more employees. Moving forward, as we process more complex and larger transactions, such as the potential airport expansion, and aim to modernize the organization and bring efficiencies to bear, it is important to ensure the department has capacity to complete its current workload and provide satisfactory internal controls. Additionally, with the implementation of a replacement ERP anticipated in the next two years,the department must be in a strong position going in.Much work needs to be completed before starting this process. Fiscal Impact: The full year cost of the position with benefits is $95,566; this request is for five months, anticipating an August start date. The addition of this position will reduce costs of overtime and comp pay incurred by other Finance staff.At the end of the first quarter of 2017 Finance's overtime and comp time budget is at 112%for the entire year. Previous years'overtime paid is equivalent to • 60%of the requested position salary. Increased work done on use tax will be captured from the Sales and Use Tax Fund through the cost allocation process.Although difficult to quantify at this point,in general terms,it can be said that insufficient work is being performed in the collection and audit of use tax, and with an increase in this work both revenues and cost recuperation will increase. There is a one year time lag in recuperating use tax costs through the cost allocation plan. Off-setting revenues will be included in the 2018 budget. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Prosperous economy: 3. High performing county leaders, teams and employees, 4. Responsible and accountable stewardship of county assets. 10 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) Salary 001.16.00000.81 xxx $0 $28,271 $28,271 Benefits 001.16.00000.81xxx $0 $4,382 $4,382 Health Insurance 001.16.00000.81974 $143,357 $6,667 $150,024 Fitness/wellness 001.16.00000.81973 $12,000 $500 $12,500 Total New Appropriations $39,820 4) FUNDING NEW REVENUE APPROPRIATIONS: Revenue Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) Total New Revenue USE OF FUND BALANCE: $39,820 Total Funding 5) NET CHANGE TO FUND BALANCE Total General Fund Balance projected at 12/31/2017 $10,644,628 Unassigned Fund Balance projected at 12/31/2017 $4,045,858 Use of Fund Balance -$39,820 Unassigned Fund Balance after Supplemental Request $4,006,038 6) ALTERNATIVE ANALYSIS We have considered the potential alternative to outsource the payroll function and redeploy existing staff to other needs, however this is significantly more expensive and does not provide a complete solution in addressing the other needs of the department. Thus there is no alternative but to replace the position since,for all the reasons mentioned above,the current situation is unsustainable BOCC Approval: Date County Manager Signature For Budget Department Use: TRANSACTION# DATE ENTERED 11 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Aspen Family Connections Work Session Date: June 27,2017 Budget Carryforward Department: Healthy Community Fund Budget Year: 2017 Request Type: Adjustment to Operations Adjustment Type: One-Time Adjustment Fund: Healthy Community Fund Staff Responsible: Connie Baker Prepared By: Connie Baker Budget Staff Review-Name: Connie Baker Date: 6/16/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: This supplemental request is to carry forward a 2016 budget line item which was missed in the budget carryforward resolution approved in April. The creation of Aspen Family Connections was approved in July 2016 with funding coming from the State Collaborative Management Plan (CMP)incentives, Human Services fund balance,and Healthy Community Fund balance. The budget for the full 3-year pilot program was appropriated up front,with funds for years two and three of the pilot carried forward into 2017. The carryforward occurred for CMP incentives and Human Services funding, but not for the Healthy Community Fund portion. This supplemental request carries forward the missing piece. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Livable and Supportive Community-A sense of personal and community safety and self-sufficient individuals and families 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) HCF Contribution to Aspen Family 113.85.94628.82000 $0 $68,500 $68,500 Connections Total New Appropriations $68,500 4) FUNDING NEW REVENUE APPROPRIATIONS: Revenue Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) Total New Revenue USE OF FUND BALANCE: $68,500 Total Funding 12 5) NET CHANGE TO FUND BALANCE Total Fund Balance projected at 12/31/2017 $293,785 Addition to Fund Balance/(Use of Fund Balance) -$68,500 Fund Balance after Supplemental Request $225,285 6) ALTERNATIVE ANALYSIS None. BOCC Approval: Date County Manager Signature For Budget Department Use: TRANSACTION# DATE ENTERED 13 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Refurbish Human Services Data Closet Work Session Date: June 27,2017 Department: BITS Budget Year: 2017 Request Type: Capital Improvements I Adjustment Type: One-Time Adjustment Fund: General Fund Staff Responsible: John Loyd Prepared By: John Loyd Budget Staff Review-Name: I Connie Baker I Date: 6/14/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: Network equipment in the Data Closet at the Human Services building has developed over time organically, not according to any overall technology plan. Adding, changing, and deleting network connections for phones and computers has reached the point where it is extremely difficult and takes far too long. This requires reconfiguring the patch panels, removing the old chrome blocks and reterminating all the cables into the new patch panels. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Stewardship 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Original Expenditure Line Item Description Account Coding 9 al Budget Increase/ Total Adjusted Amount (Decrease) Budget BITS Capital/Purchased Services 110.21.92400.82000 $31,500 $15,000 $46,500 Total New Appropriations $15,000 4) FUNDING NEW REVENUE APPROPRIATIONS: Line Item Description Original Budget Revenue P Account Coding g Increase/ Total Adjusted Amount (Decrease) Budget Total New Revenue USE OF FUND BALANCE: $15,000 Total Funding 5) NET CHANGE TO FUND BALANCE Total Capital Fund Balance projected at 12/31/2017 $3,472,255 Use of Fund Balance -$15,000 Capital Fund Balance after Supplemental Request $3,457,255 6) ALTERNATIVE ANALYSIS There is no alternative but to reengineer the data closet. 14 . - i -. , lir . . , r' .i -- ,— ,, ...w.- )4assis 1, iminew ` {{{S dirt11111111111ff .• y ;1 rr ` mit. 3 4. ::1111111111111111 +..6...�..3:, ,t `11.16110. • R,/• } X10 :" 1 . -I .o ; 4. 1 .e. r , .\\\skt,,' ..= „ • is ( t '.1, i I,, ' f / 1 . ,�iftil' � . .. 1 \ r: \ [ . - • 15 N % \ .0 - 7 ii it e ,,, , __,...---" '''. ilfr .414,1,,, 4114111r ‘:‘4, 4,1, .:.,'''..iaf .P., gi' - ., , .40 ' it ,...."•:',.I!f,,millgelt.,,....- , 11...301,1 ..:: Ilk r:. , Iii ,,,,. Al i . etifirr,.. \-,..,NL..-` %It � , I'. / f' 4 . 1 , ,,, ii, ii, Ilite fr r py Sa i ,' d4, t ! .. v: • i i 1 t 4 -4,00/111ii t y n I BOCC Approval: Date County Manager Signature For Budget Department Use: TRANSACTION# DATE ENTERED 16 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Human Services/Public Health Finance Specialist Work Session Date: June 27, 2017 Department: Finance Budget Year: 2017 Request Type: Adjustment to Operations Adjustment Type: Change to Annual Budget Fund: Human Services/Public Health Staff Responsible: Nan Sundeen/Karen Prepared By: Nan Sundeen/Karen Koenemann Koenemann/Connie Baker Budget Staff Review-Name: Connie Baker Date: 6/14/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: Connie Baker has been the finance"specialist" for Health and Human Services and has done a stellar job. Debe Nelson has been responsible for tracking some minimal public health revenues but she is retiring soon. In the past 5 years, both Public Health and Human Services revenues/expenditures and programming have grown dramatically demanding more time and technical expertise to conduct complicated bookkeeping, maximizing revenues and accurately reflecting expenditures in state software programs. Both Public Health and Human Services receive a variety of allocations, grants and other revenues that change constantly throughout the year and often are on a different fiscal cycle than the County. In addition, as the Public Health Section becomes the central agency for receiving all CDPHE core contracts, additional expertise and capacity will be needed to manage the fiscal component working with CDPHE as well as the subcontractor side. Both departments need access to a dedicated accounting specialist who can: process A/P through Eden; help analyze technical budgetary information; help build core contract and grant budgets with program staff; manage ongoing/timely grant reporting; ensure fiscal grant compliance including state audits; explore creative blending and braiding of funding; evaluate financial trends; and complete timely reports for Child Welfare, Economic Services, Senior Services, Healthy Community Fund, Human Services Administration and Public Health. Connie has been doing this for years with very limited time. Most counties have dedicated financial staff in both health and human services divisions. We believe that a full time/shared position would support our departmental needs for now and would relieve Connie of the growing burden of staying on top of our increasing demands for support. The full year cost of salary and benefits is$84,392; this request is for five months, anticipating an August start date. The percentage of time spent in each fund will change with each year. Our best estimates suggest that this person will initially spend 75% time on Human Services and 25% time on Public Health. This should gradually transition to a 50/50 split. There are revenue sources to cover a portion of the costs in each fund. Federal closeout of administrative costs in Human Services will cover 32%of expenditures. Public Health grants and contracts will allow up to 10%administrative time. Staff anticipates that a finance specialist will help us maximize revenues as well as create efficiencies in expenditures;however, five-year budget estimates were kept at a conservative level. The attached chart shows the five-year impact to each fund. For the first year this position would be supervised by Connie Baker in Finance. In the second year supervision would be shared by the Human Services and Public Health Directors. Space is available in the HHS building in the current "records room". Staff has included costs for technology, training, mileage and office supplies. 2) STRATEGIC PLAN GOAL(S)ADVANCED: CORE VALUE: Financial Stewardship; CORE FOCUS: Prosperous Economy; SUCCESS FACTORS: 3. High performing County leaders, teams and employees 4. Responsible and accountable stewardship of County assets 17 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) Human Services Financial Specialist Salary&Benefits 112.41.00000.81 xxx $0 $20,998 $20,998 Health Insurance 112.41.00000.81974 $74,958 $5,000 $79,958 Fitness/Wellness 112.41.00000.81973 $5,460 $375 $5,835 Computer 112.41.00919.83615 $21,100 $2,500 $23,600 Office Supplies 112.41.00000.83600 $4,500 $510 $5,010 Training 112.41.00000.82600 $8,000 $500 $8,500 Total Human Services $29,883 Public Health Financial Specialist Salary&Benefits 124.84.00000.81xxx $0 $6,999 $6,999 Health Insurance 124.84.00000.81974 $48,000 $1,667 $49,667 Fitness/Wellness 124.84.00000.81973 $3,600 $125 $3,725 Office Supplies 124.84.00000.83000 $3,500 $510 $4,010 Training 124.84.00000.82600 $3,000 $500 $3,500 Total Public Health $9,801 Total New Appropriations $39,684 4) FUNDING NEW REVENUE APPROPRIATIONS: Revenue Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) Human Svc Admin Closeout Revenue 112.41.00000.62349 $35,000 $9,562 $44,562 Public Health Competitive Grants $0 Total New Revenue $9,562 USE OF HUMAN SERVICES FUND BALANCE: $20,321 USE OF PUBLIC HEALTH FUND BALANCE: $9,801 Total Funding $39,684 5) NET CHANGE TO FUND BALANCE Human Services Fund Balance projected at 12/31/2017 $66,346 Use of Fund Balance -$20,321 Human Services Fund Balance after Supplemental Request $46,026 Public Health Fund Balance projected at 12/31/2017 $162,682 Use of Fund Balance -$9,801 Public Health Fund Balance after Supplemental Request $152,881 6) ALTERNATIVE ANALYSIS None, Connie Baker can no longer adequately serve as the finance specialist for Human Services and Public Health as her obligations to oversee the budget have grown. • 18 BOCC Approval: Date County Manager Signature For Finance Dept Use: TRANSACTION# DATE ENTERED • 19 Supplemental Request: Human Services/Public Health Finance Specialist Estimated Fund Impact Fund 2017 I 2018 I 2019 I 2020 1 2021 1 Total 5-Year Human Services 75% 75% 65% 55% 50% Salary&Benefits 20,998 52,410 47,239 41,570 39,303 Health Insurance 5,000 12,840 11,907 10,780 10,486 Fitness/Wellness 375 900 780 660 600 Computer 2,500 - - - - Office Supplies 510 784 680 575 523 Education&Training 500 769 666 564 513 29,883 67,703 61,271 54,149 51,424 Revenue. Admin Closeout (9,562) (21,665) (19,607) (17,328) (16,456) Net Human Services Cost 20,321 46,038 41,665 36,821 34,968 179,813 Public Health 25% 25% 35% 45% . 50% Salary&Benefits 6,999 17,470 25,436 34,012 39,303 Health Insurance 1,667 4,280 6,411 8,820 10,486 Fitness/Wellness 125 300 420 540 600 Office Supplies 510 261 366 470 523 Education&Training 500 256 359 461 513 9,801 22,568 32,992 44,304 51,424 Revenue: Competitive Grants - (30,050) (46,100) (34,500) (18,050) Net Public Health Cost 9,801 (7,482) (13,108) 9,804 33,374 32,389 II 4 N 20 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Library Park Benches&Black Out Curtains Work Session Date: June 27,2017 Department: Library Budget Year: 2017 Request Type: Capital Improvements Adjustment Type: One-Time Adjustment Fund: Library Staff Responsible: Chandler Prepared By: Kathleen Chandler Budget Staff Review-Name: Connie Baker Date: 6/14/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: The Library Board would like to add power operated black out curtains to the William R. Dunaway Community Meeting Room so that films can be viewed during daylight hours. Cost for the drapes, installation, and moving one of the GrassRoots cameras away from the stack-back area will be $19,117. The Board also wants to add secured benches in the library's front yard. The design and layout has yet to be determined,but the benches, shipping,and installation will not exceed$10,000. The Library has unbudgeted revenue that will cover these proposed expenditures. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Flourishing Natural&Built Environment—responsibly maintained and enhanced county assets. Livable & Supportive Community—access to recreation, education, arts and culture; improved community engagement and participation. 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure • Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) Library Furniture 166.62.92362.83601 $8,000 $10,000 $18,000 Library Meeting Room 166.62.92362.86605 $18,000 $19,117 $37,117 Total New Appropriations $29,117 4) FUNDING NEW REVENUE APPROPRIATIONS: Total New Revenue USE OF FUND BALANCE: $29,117 Total Funding 5) NET CHANGE TO FUND BALANCE Total Fund Balance projected at 12/31/2017 $339,765 Use of Fund Balance -$29,117 Total Fund Balance after Supplemental Request $310,648 6) ALTERNATIVE ANALYSIS Library operations can continue without these additions to the building and lawn. El I BOCC Approval: Date County Manager Signature 21 For Finance Dept Use: TRANSACTION# DATE ENTERED 22 Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Email the completed form to the Budget Director Project/Service Name: Carbondale to Crested Butte Trail Planning Work Session Date: June 27,2017 Grant Department: Open Space &Trails Budget Year: 2017 Request Type: Adjustment to Operations Adjustment Type: One-Time Adjustment Fund: Open Space Trails Staff Responsible: —1 Lindsey Utter _ Prepared By: J Budget Staff Review-Name: Connie Baker Date: 6/14/17 1) PROJECT DESCRIPTION AND FISCAL IMPACT: The Carbondale to Crested Butte Trail Planning is a 2 year-long effort looking at the preferred route to make the trail connection and then taking the segments of that route located on National Forest land through a NEPA(National Environmental Policy Act) process. OST was awarded a $100,000 grant from GOCO (Great Outdoors Colorado) to help fund the planning effort. That grant was accepted by the BOCC through Resolution#097-2016,but the grant was not reflected in the budget at that time. 2) STRATEGIC PLAN GOAL(S)ADVANCED: This grant helps advance the Pitkin County Strategic Plan by: helping plan for ease of mobility and safe transportation systems, supporting a well-planned and livable built environment, planning for access to recreation, education, arts and culture, and improved community enjoyment and participation. 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure Total Adjusted Original Budget 1 Line Item Description Account Coding Increase/ Budget Amount (Decrease) g Total New Appropriations $0 4) FUNDING NEW REVENUE APPROPRIATIONS: Revenue Total Adjusted Original Budget J Line Item Description Account Coding Increase/ Budget Amount (Decrease) Crystal Trail/GOCO Contribution 118.56.02506.69600 $0 $100,000 $100,000 Total New Revenue $100,000 INCREASE TO FUND BALANCE: $100,000 Total Funding 5) NET CHANGE TO FUND BALANCE Total Fund Balance projected at 12/31/2017 $12,411,869 Addition to Fund Balance $100,000 Fund Balance after Supplemental Request $12,511,869 23 6) ALTERNATIVE ANALYSIS BOCC Approval: Date County Manager Signature For Budget Department Use: TRANSACTION# DATE ENTERED 24