2013-1128-Resolution No. 2013-104 Recorded 9/3/2013COUNTY OFFICIAL
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REV1.E D NANCYUBLANKENSHIP, COUNTY CLERKOS �J 2Oi3•iiz8
COMMISSIONERS' JOURNAL 09/03/2013 10:28:50 AM
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BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Transferring Appropriations
Within the Various Funds of the 2013-2014 * RESOLUTION NO. 2013-104
Deschutes County Budget and Directing Entries
WHEREAS, attached is an e-mail from the Community Development Director requesting a
transfer of appropriations, and
WHEREAS it is necessary to transfer appropriations within the Deschutes County Budget to
accommodate the request; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
Section 1. That the following transfers of appropriations be made:
FROM: 296-3600-501.97-01 Deschutes County CDD Groundwater Partnership,
Contingency $ 13,587
TO: 296-3600-471.81-01 Deschutes County CDD Groundwater Partnership,
Debt Service $ 13,587
Section 2. That the Finance Director make the appropriate entries in the Deschutes County
Budget document to show the above appropriations.
DATED this ?---V th day of August, 201.3.
ATTEST:
Recording Secretary
PAGE. 1 OF 1 -RESOLD CION NO. 2013-104 (08/26/13)
BOARD OF COUNTY COMMISSIONERS OF
DESCCH�U%TES COUNTY, OREGON
vV `� !" Q
ALAN UNGER, Charm
TAMM ANEY, ice -Chair
ANTHONY DEBONE, Commissioner
Lacy Nichols
From:
Nick Lelack
Sent:
Tuesday, August 13, 2013 12:44 PM
To:
Wayne Lowry; Jeanine Faria
Cc:
Kathleen Stockton; Lacy Nichols
Subject:
RF: Fund 296 and 297
Attachments:
Appropriation Transfer Fund 296.xls
Follow Up Flag:
Follow up
Flag Status:
Flagged
Hi Wayne and Jeanine,
I am writing to ask for:
1. Finance to prepare a resolution for the BOCC to approve an appropriation transfer for Fund 296 to increase the
"Debt Service" category. The purpose is to increase the budgeted amount of $8,914 by $13,587 for a total of
$22,501 to pay off the loan. Please see the attached spreadsheet.
2. Please transfer out $60,000 of the $300,000 from Fund 297 to Fund 296.
3. A meeting in early September to discuss a budget amendment for CDD for this fiscal year for the following
reasons:
a. The beginning fund balance is significantly larger than budgeted and we have some necessary expenses.
Before amending the budget, however, it will be important to have a solid number for the beginning fund
balance (e.g., is/was it $1.5 million?).
b. We are amending 2 ICAs with the City of Redmond to provide additional services for approximately
26,000 in one IGA and $630 in the other for a total of $26,630 in additional revenue, which is necessary to
offset technology expenditures associated with our the new ePermitting program
c. The purposes of the budget amendment would be for the following:
i. Replace aging computers with computers designed to function with the new ePermitting
program, as well as tablets for field inspectors, etc. Ballpark amount: $27,000.
ii. Replace 2 additional high mileage vehicles (estimated at $46,000 total for 2 vehicles) and put
additional funds (e.g., $25,000) into vehicle maintenance/replacement. Ballpark amount: $70,000.
iii. Increase the training budget to for the Interim Building Official to obtain necessary certifications
to serve as Building Official, among a few other minor training budget assumptions with new
staff. Ballpark amount: $5,500.
iv. Re-establish our reserve fund. Depending on the amount of the beginning fund balance, ideally
we would put $250K into the reserve fund.
Thank you.
Nick Lelack, AICP, Director
Deschutes County Community Development Department
PO Box 6005
117 NW Lafayette
Bend, OR 97708-6005
Office: 541.385.1708 / Cell: 541.639.5585 / Fax: 541.385.1764
www.deschutes.org/cdd
From: Kathleen Stockton
Sent: Thursday, August 08, 2013 10:59 AM
To: Jeanine Faria
Cc: Nick Lelack
Subject: RE: Fund 296 and 297
Thanks for the directions. I've prepared a voucher, attached latest contract and will be submitting to Finance today for
the Neighborlmpact grant. I'll work with Nick in getting the balance of the appropriation transers done as you've
outlined below.
I appreciate all you assistance.
Kathleen
From: Jeanine Faria
Sent: Thursday, August 08, 2013 10:41 AM
To: Kathleen Stockton
Cc: Nick Lelack
Subject: RE: Fund 296 and 297
1) Nick needs to send an email to Wayne Lowry, asking the Finance Department to prepare a resolution for the
BOCC to approve an appropriation transfer for Fund 296 to increase the "Debt Service" category. The Excel
spreadsheet I sent earlier should be attached to the email. Also, Lacy Nichols should be copied on the email as
she is the one who will be preparing the resolution. (I've attached it again.) Please fill in a date and modify the
description as necessary (the areas shaded in yellow.)
2) Once the necessary contract has been approved, prepare an A/P voucher for the payment to Neighborhood
Impact. Attach the contract to the voucher as documentation A PDF of the one prepared in FY 2011 will be
sent in a separate email.
3) The FY 2014 budget includes a Transfer Out from Fund 297 to Fund 296 in the amount of $300,000. This is
something that is budgeted every year, in the event that Fund 297 has an inflow of resources. Currently, there is
$430,885 in Fund 297. The only on-going obligation of Fund 297 is the debt service on the money borrowed in
2003 for the sewer expansion done by La Pine Special Service District. This is about $55,000 annually and the
final payment is scheduled for December 1, 2032; the amount to be expended for debt service between now
and 2032 is $1,1.09,231. Someday, the City of La Pine will pay back the loan, which as of June 30, 2013 was
$806,741. The other source of funds for the debt repayment was to be SDCs collected by La Pine Special Sewer
District. I am not in the loop on how all of this will work out. In any case, the way to have resources
transferred between these two funds is to send an email to me requesting that $60,000 of the $300,000
budgeted as Transfer Out from Fund 297 to Fund 296 be transferred.
From: Kathleen Stockton
Sent: Thursday, August 08, 2013 10:09 AM
To: Jeanine Faria
Subject: RE: Fund 296 and 297
Good morning:
Getting back with you regarding the DEQ loan prepayment as well as a couple of other things.
0)
1) Nick wants to proceed in paying off the DEQ loan. (I contacted DEQ for pay-off balance to 9/1/13 and have the
dollar amount).
2) Provide Neighborimpact with another $60,000, for non -conforming loans for septic upgrades in Fund 296.
3) Transfer $60,000. From 297 to 296 to provide more funding for the septic rebate program.
I've not been down this road yet and was hoping to work with you in what is needed to proceed. Whatever is the best
way to proceed, just let me know.
Thanks,
Kathleen
From: Jeanine Faria
Sent: Thursday, August 01, 2013 8:45 AM
To: Kathleen Stockton
Subject: RE: Fund 296 and 297
I'm not sure if the DEQ loan allows for a prepayment. You would need to contact them. Do you have the loan
agreement? If prepayment is allowed, an appropriation transfer would be required, but that is an easy thing to do.
The LPSSD schedule is attached. The balance at June 30, 2013 is $806,741.69. The interest is added to the loan balance
annually.
From: Kathleen Stockton
Sent: Thursday, August 01, 2013 8:28 AM
To: Jeanine Faria
Subject: Fund 296 and 297
Good morning:
I've got a couple of questions regarding Funds 296 and 297.
1) Fund 296 - DEQ Revolving Loan Program: Are we able to pay the balance of this loan off now if able to? In the
FY 14 budget, we've only budgeted for the two payments (Sept. and March).
2) Fund 297 — Can I verify the balance in the LPSSD Fund as of 7/1/13 (principal and interest).
Thank you.
Kathleen
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