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Home My WebLink AboutRes 026 - Transfer Appropr - 4-H Ext CSDDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of April 24, 2013 Please see directions for completing this document on the next page. DATE: April 12, 2013 FROM: Marty Wynne Finance (541) 388-6559 TITLE OF AGENDA ITEM: Consideration and signature of Resolution #2013-026, transfer of appropriations in the Deschutes County Extension & 4-H County Service District. PUBLIC HEARING ON THIS DATE? NO BACKGROUND AND POLICY IMPLICATIONS: Consideration of Resolution #2013-026. The Deschutes County Extension & 4-H County Service District will increase appropriations in the Personnel Category by $61,966. Effective April 1, 2013, Extension & 4-H will add a Volunteer Program Coordinator (1.00 FTE) position. This function is currently being perfonned by Oregon State University and the expenditure for this is properly classified in the Materials & Services category. The transition from Oregon State University to Deschutes County was not anticipated at the time of the FY 2013 budget. FISCAL IMPLICATIONS: A transfer of appropriation from the Contingency and Materials & Services categories to the Personnel Category for $61,966 is required. RECOMMENDATION & ACTION REQUESTED: Approval and signature of Resolution #2013-026. ATTENDANCE: Marty Wynne DISTRIBUTION OF DOCUMENTS: Marty Wynne, Finance Department 388-6559 Dana Martin, Extension & 4-H 548-6088 REVIEWED LEGAL COUNSEL For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY EXTENSION & 4-H SERVICE DISTRICT A Resolution Transferring Appropriations * Within the Various Funds of the 2012-13 * RESOLUTION NO. 2013-026 Deschutes County Extension & 4-H Service * District Budget and Directing Entries * WHEREAS, attached is an e-mail from the Extension & 4-H manager requesting a transfer of appropriations, and WHEREAS it is necessary to transfer appropriations within the Deschutes County Extension & 4-H County Service District Budget to accommodate the request; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY EXTENSION & 4-H COUNTY SERVICE DISTRICT as follows: Section 1. That the following transfers of appropriations be made: FROM: 720-7400-501.97-01 Deschutes County Extensionl4-H County Service District, Contingency $ 59,037 FROM: 720-7400-461.34-54 Deschutes County Extensionl4-H County Service District, Coordinator Fee $ 2,929 TO: 720-7400-461.18-19 Deschutes County Extensionl4-H County Service District, Volunteer Program Coordinator (1.00 FTE) $ 38,152 TO: 720-7400-461.21-10 Deschutes County Extensionl4-H County Service District, Life/Long Term Disability $ 250 TO: 720-7400-461.21-50 Deschutes County Extensionl4-H County Service District, HealthlDental Insurance $ 15,086 TO: 720-7 400-461.22-01 Deschutes County Extensionl4-H County Service District, FICAlMedicare $ 2,919 PAGE 1 OF2-REsOLUTION NO. 2013-D26 (04/24/13) TO: 720-7400-461.23-01 Deschutes County Extensionl4-H County Service District, PERS -Employer/Employee $ 4,769 TO: 720-7400-461.25-01 Deschutes County Extensionl4-H County Service District, Unemployment Insurance $ 285 TO: 720-7400-461.26-01 Deschutes County Extensionl4-H County Service District, Workers Compensation Insurance $ 505 Section 2. That the Finance Director make the appropriate entries in the Deschutes County Budget document to show the above appropriations. DATED this ____day of April, 2013. BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY EXTENSION & 4-H COUNTY SERVICE DISTRICT ALAN UNGER, Chair ATTEST: TAMMY BANEY, Vice-Chair Recording Secretary ANTHONY DEBONE, Commissioner PAGE 2 OF 2·REsOLUTION NO. 2013-026 (04/24/13) Lacy Nichols From: Dana Martin Sent: Thursday, March 21, 201311:26 AM To: Marty Wynne Cc: Lacy Nichols; Darlene Belden; Dana Martin Subject: FW: Appropriation Transfer Attachments: Appropriation Transfer Fund no.xis Marty, Please prepare a resolution for this appropriation. Thank you, Dana From: Jeanine Faria [mailto:Jeanine.Faria@deschutes.org] Sent: Monday, March 18, 2013 12:37 PM To: Belden, Darlene; Martin, Dana Cc: Lacy Nichols; Teri Maerki Subject: Appropriation Transfer Darlene and Dana: As part of the County's processes, it is necessary to budget the anticipated full year cost for each FTE, even if the position is added during the fiscal year. Attached is an Excel file with a schedule showing the impact to FY 2013's budget for the addition of the Volunteer Coordinator position in FY 2013. Please review and get back to me with any comments or questions. The next step is to send an email to Marty Wynne, with the Excel file attached (please copy Lacy Nichols), requesting that the Finance Department prepare a resolution for this appropriation. Jeanine From: Teri Maerki Sent: Monday, March 18, 2013 11:08 AM To: Jeanine Faria Subject: FW: Internal Recruitment Ted Maerki Financial/Budget Analyst (541) 388-6536 From: Darlene Belden Sent: Monday, March 18, 2013 8:19 AM To: Teri Maerki Subject: RE: Internal Recruitment OK, please help us. From: Teri Maerki [mailto:Teri.Maerki@deschutes.org] Sent: Monday, March 18,2013 8:18 AM To: Belden, Darlene Subject: RE: Internal Recruitment 1 We must have an appropriation transfer prepared that reflects an entire year of payroll costs for this position. This has been the policy of the County for many years as it aids in comparing budget to budgct between fiscal years. If you need assistance in calculating the amounts and prepru'ing the transfer request let me know. I can work up the figures. fiU out the request form and email to you for Dana' s approval. Teri Maerki Fi na ncia I/B udget Ana Iyst (541) 388-6536 From: Darlene Belden Sent: MondaYI March 18 1 2013 8: 15 AM To: Teri Maerki Subject: RE: Internal Recruitment Teri We should be OK. The difference isn't that much and we had a little extra in payroll. I'll take a look at it in May to make sure we'll be OK. Darlene From: Teri Maerki [mailto:Teri.Maerki@deschutes.org] Sent: Monday, March 18, 2013 7:46 AM To: Belden, Darlene Subject: FW: Internal Recruitment Is there an appropriation transfer request to move appropriation out of Contingency and into Personnel Services in the works for this position? Teri Maerki Financial/Budget Analyst (541) 388-6536 From: Natalie Jones Sent: Friday, March 151 2013 11:52 AM To: _Everyone; 'Melissa.A.Olsen@state.or.us'; 'mapper702@hotmail.com'; Alyssa Reveles; Anne Muir; Dana Martin; Darlene Belden; Reaza Mansur Cc: 'susanlcruise@hotmail.com'; 'gorby@bendnet.com'; 'mkdwolff@msn.com'; 'quetzaI66@gmail.com'; 'judyld@bendbroadband.com'; 'Iamarche@bendbroadband.com'; 'buddhabell@gmail.com' Subject: Internal Recruitment Internal opening for Deschutes County employees only. -4H Program Coordinator #2013-00022 To apply please visit our website at www.deschutes.org/iob, from the "Link" section on the right side of the screen click "Internal Job Openings" and choose the job you wish to apply for. Continue 2 through the steps to complete and submit your application. If you have any questions or need additional assistance, please feel free to contact us. Thank You, Natalie Jones Deschutes County Personnel Assistant 541.617.4722 541.330.4626 Fax 3 Deschutes County Appropriation Transfer Request Item Line Number Item (HTE 14 digit code) 1 720-7400-461.18-19 2 720-7400-461.21-10 3 720-7400-461.21-50 4 720-7400-461.22-01 5 720-7400-461.23-01 6 720-7400-461.25-01 7 720-7400-461.26-01 8 720-7400-461.34-54 9 720-7400-501.97 -01 TOTAL Category (Pers, M&S, Cap Out, Contingency) Personnel Personnel Personnel Personnel Personnel Personnel Personnel Materials & Services Contingency Description (Element-Object, e.g. Time Mgmt, Temp Help, Computer Hardware) Volunteer Prog Coordinator (1.00 FTE) Life/Long Term Disability Health/Dental Insurance FICA/Medicare PERS Unemployment Workers' Compensation Coordinator Fee Contingency Current Budgeted Revised Amount To (From) Budget -38,152 38,152 508 250 758 30,172 15,086 45,258 7,526 2,919 10,445 11,727 4,769 16,496 570 285 855 1,010 505 1,515 112,636 (2,929) 109,707 59,037 (59,037) - 223,186 -223,186 A transfer of appropriation is required for the following reason and will be used for the following purpose: The volunteer coordinator activity is currently done by Oregon State University and the expenditure is properly classified in the Materials & Services category. This activity will now be done by an employee and therefore additional appropriation is required in the Personnel category. It is anticipated that the position will be filled in April 2013 and the above amounts reflect the cost of the position for a full year.