PACKET: BoCC Special Meeting - WORKSHOP Departments Budget Planning at Wed, Oct 04, 10:00 AM

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Central Services 2024/2025 Budget Proposal

Topic Summary

The Central Services department presented its proposed two-year budget for 2024 and 2025, covering Fleet, Facilities, Information Services (IS), and Construction & Renovation (C&R). The budget details personnel costs, operating expenses, and substantial capital outlay plans for equipment replacement, infrastructure maintenance, and major construction projects. Funding for these internal service funds relies primarily on cost allocation plans, equipment rental rates, and Real Estate Excise Taxes (REET 1 and REET 2).

Key Points

  • Central Services is divided into four main operational areas: Fleet, Facilities, Information Services, and Construction & Renovation.
  • Total Full-Time Equivalent (FTE) employees across the Central Services divisions are 26.87, broken down as: Fleet (7.26 FTE), Facilities (9.52 FTE), Information Services (9.70 FTE), and Construction & Renovation (0.39 FTE).
  • The Construction & Renovation (C&R) funding source is operating transfers from the Capital Improvement Fund.
  • The Capital Improvement Fund is primarily funded by REET 1 and REET 2 taxes.
  • The Facilities and Information Services Funds generate revenue through Cost Allocation Plans, which are adopted by the Board of County Commissioners on the second Monday of December.
  • The ER&R (Equipment Rental and Revolving) Fund revenues are based primarily on equipment rental rates charged to customer departments.

Financials

Division Category 2024 Budget 2025 Budget
Fleet Salaries & Benefits $799,340 $811,061
Supplies $1,202,000 $1,202,500
Other Services & Charges $516,200 $523,500
Capital Outlay $1,768,000 $1,243,000
Facilities Salaries & Benefits $903,530 $933,909
Supplies $80,000 $85,000
Other Services & Charges $611,105 $627,346
Information Services Salaries & Benefits $1,152,852 $1,189,205
Supplies $71,450 $71,450
Other Services & Charges $851,869 $830,713
Capital Outlay $548,506 $598,885
Construction & Renovation Salaries & Benefits $49,340 $49,814
Other Services & Charges $15,219 $15,219
Capital Outlay $1,978,941 $3,426,467
Capital Improvement Transfer to C&R $968,750 $1,000,000
Transfer to Roads $40,547 None specified (implied 0)
Transfer to HJ Carroll $100,000 None specified (implied 0)
Transfer to Parks Imp None specified (implied 0) $100,000
Capital Outlay None specified (implied 0) $1,100,000

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • October 4, 2023: Special Meeting / Workshop for Budget Planning
  • December (Second Monday): Cost Allocation Plans for Internal Service Funds (Facilities, IS) are developed as part of the biennial budget process and adopted by the Board of County Commissioners.

Next Steps

The agenda item is listed as a "WORKSHOP with Departments for Budget Planning," implying information review and discussion is the immediate next step.

Sources

  • Jeff Chapman - Assessor
  • Lauralee Kiesel - Assessor Technician III
  • Mindy Walker - District Court Judge
  • Brian Gleason - District Court Administrator
  • Joe Nole - Sheriff
  • Andy Pernsteiner - Under Sheriff
  • David Fortino - Jail Superintendent
  • Kari Binns - Office Manager/Confidential Secretary
  • James Kennedy - Prosecuting Attorney
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Lysa Phillis - Lead Legal Assistant
  • Brandon Mack - Superior Court Judge
  • Amanda Hamilton - County Clerk
  • Lori Bailey - Chief Deputy Clerk
  • Brenda Huntingford - Auditor
  • Judy Shephard - Finance Manager
  • Renee Tally - Financial Analyst
  • Matt Court - Facilities Supervisor
  • Sara McIntyre - IT
  • [Open] - Director (Central Services)
  • [Open] - Fleet Manager

Central Services: Fleet Division Capital Outlay (2024-2025)

Topic Summary

The Fleet division of Central Services detailed its Equipment Capital Outlay plans for 2024 and 2025, totaling $1,768,000 in 2024 and $1,243,000 in 2025 across all Fleet budget categories. Substantial funding in 2024 is allocated to vehicle replacements for Public Works/Roads and the Sheriff's Patrol units, alongside three major facilities replacement/renovation projects at the Hadlock Shop.

Key Points

  • All listed equipment and vehicle items in the ER&R (Equipment Rental and Revolving) Capital Outlay tables for both 2024 and 2025 are designated as "Replace."
  • 2024 planned replacements include one Culvert Flusher ($70,000) and one Pickup Broom ($327,000) for Roads.
  • 2024 Patrol Vehicle replacements total $595,000, including two Dodge Chargers, one Ford Explorer (0914), three Dodge Durangos (0957/0958/0959), and another Ford Explorer (0883).
  • 2025 planned Road equipment replacements include five Snow Plows ($116,000 total), one Ingersol Roller ($62,000), one 2 Axle Tilt Trailer ($27,000), one Street Sweeper ($87,000), three Ford F250 trucks ($135,000), and four Auto Flaggers ($68,000).
  • 2025 vehicle replacements also include one Chevy Express 3500 Van for the Jail ($86,000), a Dodge Charger ($86,000), three Dodge Durangos for Patrol ($258,000), and multiple vehicles for Health ($140,000 total for four vehicles) and Juvenile Services (one vehicle for $36,000).
  • Other 2024 capital projects include the Hadlock Shop Roof Replacement ($650,000), Chip Seal Hadlock Shop Parking Lot ($30,000), and Hadlock Shop Office Flooring Replacement ($15,000).

Financials

Year Total Equipment Capital Outlay (ER&R) Total Other Capital Outlay (ER&R) Total Fleet Capital Outlay
2024 $1,073,000 (calculated) $695,000 $1,768,000
2025 $1,243,000 (calculated) $0 (in table) $1,243,000

2024 Equipment Outlay Details: - Roads equipment (Culvert Flusher, Pickup Broom): $397,000 - Patrol vehicles: $595,000 - Public Works Ford Escapes (3 units): $96,000 - Parks Ford Ranger (1 unit): $30,000

2025 Equipment Outlay Details: - Roads related equipment/vehicles (Plows, Roller, Trailer, Sweeper, F250s, Auto Flaggers, Admin vehicles): $576,000 - Jail/Patrol vehicles (Van, Charger, Durangos): $430,000 - Health vehicles (Prius, Fusion): $140,000 - Juvenile Services (Fusion): $36,000 - Parks Mower: $26,000

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

  • None specified.

Sources

  • None identified.

Central Services: Information Services (IS) Capital Outlay (2024-2025)

Topic Summary

The Information Services division proposes capital expenditures of $548,506 in 2024 and $598,885 in 2025, focused primarily on replacing and upgrading core computing infrastructure. The largest expenditures over the two years are allocated to Servers, Desktop/Laptop Computers, and funding an IS Capital Contingency reserve.

Key Points

  • Total IS Capital Outlay requested is $548,506 for 2024 and is projected to increase to $598,885 for 2025.
  • Server expenditures are the largest single line item, projected at $139,045 in 2024 and $211,705 in 2025, totaling $350,750 over the biennium.
  • Budgeted amounts for Laptop Computers drastically increase from $88,929 in 2024 to $156,878 in 2025.
  • Desktop Computers budget is $118,079 in 2024, decreasing to $104,053 in 2025.
  • A $60,000 contingency fund is budgeted annually for IS Capital.
  • $1,000 is allocated in 2024 for a Records Management Scanner, with no corresponding allocation listed for 2025.

Financials

Equipment Category 2024 Total Cost 2025 Total Cost
Desktop Computers $118,079 $104,053
Laptop Computers $88,929 $156,878
Tablets $20,710 $8,260
Servers $139,045 $211,705
Printers $1,952 $5,675
IS Misc $118,791 $52,314
Records Management (Scanner) $1,000 $0
Contingency $60,000 $60,000
Total IS Capital Outlay $548,506 $598,885

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

  • None specified.

Sources

  • None identified.

Central Services: Construction & Renovation (C&R) Capital Projects (2024)

Topic Summary

The Construction & Renovation (C&R) division proposes a $1,978,941 capital budget for 2024, focusing heavily on critical infrastructure and facility upgrades across multiple county properties. Major projects include modernization of the Courthouse elevator, study and initial work on the Jail, and significant HVAC replacements.

Key Points

  • A total of $1,391,500 is allocated for initial capital projects in 2024, including $460,000 for Courthouse Elevator Modernization and $250,000 for the annual reserve for Property Acquisition Admin/Law & Justice.
  • Jail-related projects total $155,000 in 2024, including $20,000 for Sprinkler Head/Standpipe Replacement, $50,000 for a Crisis Addition & Modular Replace Study, and $85,000 for Sewer Hookup & Septic Decommissioning.
  • The Sheriff Admin office is budgeted $40,000 for Sewer Hookup & Septic Decommissioning.
  • Community Center projects include $100,000 for the Quilcene CC Commercial Kitchen/Septic Upgrade and $75,000 for A&E (Architectural/Engineering) for the PT Community Center Gym Roof.
  • HVAC Replacements across Health, DCD, and Public Works are budgeted for $270,000, plus $35,000 for Jail Computer Controls - HVAC.
  • Total capital expenditures listed in the C&R 2024 projects (including continuation totals) amount to $2,043,500, although the overall C&R budget lists $1,978,941 for Capital Outlay.
  • $16,000 is allocated for "Unallocated" funds in 2024, and $60,000 for Contingency/Emergency funds.

Financials

  • Total C&R Capital Outlay (2024 Budget): $1,978,941
  • Total itemized capital projects listed for 2024: $2,043,500 (this includes $1,591,500 carried from the first page listing, plus $452,000 in subsequent items).
Project Item (2024) Cost
Courthouse Elevator Modernization $460,000
Property Acquisition Admin/Law & Justice - Annual Reserve $250,000
HVAC Replacements (Health, DCD, Public Works) $270,000
Quilcene CC Commercial Kitchen/Septic Upgrade $100,000
PT Community Center Gym Roof A&E $75,000
Jail Sewer Hookup & Septic Decommissioning $85,000
Jail Crisis Addition & Modular Replace Study $50,000
Contingency/Emergency $60,000
Sheriff Admin Sewer Hookup & Septic Decommissioning $40,000
Court Auditor’s Office Counter Remodel $21,000

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

  • None specified.

Sources

  • None identified.

Central Services: Construction & Renovation (C&R) Capital Projects (2025)

Topic Summary

The C&R division plans for a significantly higher capital outlay in 2025, totaling $3,426,467, dominated by extensive roof and facility replacements. The largest proposed expenditure is a $2,000,000 item for replacement/repair of the Port Townsend Community Center Roof. Other major projects include a Jail Modular Replacement and multiple facility roof replacements.

Key Points

  • Total C&R Capital Outlay planned for 2025 is $3,426,467.
  • The single largest line item in the 2025 capital plan is $2,000,000 for the PT Community Center Roof Replacement/Repair.
  • $400,000 is allocated for the Jail Modular Replacement.
  • Other major roof replacements include $65,000 for the Public Works Roof and $175,000 for the Health/DCD Roof.
  • An additional $90,000 is allocated for PT Community Center Roof Replacement (separate from the $2 million item).
  • $250,000 is again budgeted for the Property Acquisition Admin/Law & Justice - Annual Reserve.
  • A $100,000 structural study is planned for the Brunnon Community Center (CC).
  • Exterior paint projects are scheduled for Public Works ($20,000), Courthouse Annex ($20,000), Quilcene CC ($35,000), and Sheriff Admin ($40,000).
  • $60,000 is reserved for Contingency/Emergency funds in 2025, and $16,000 for Unallocated funds.

Financials

  • Total C&R Capital Outlay (2025 Budget): $3,426,467
  • Total Itemized Capital Projects listed for 2025: $3,491,500 (this amount is listed as the final sum after combining amounts carried from page 1 and page 2).
Project Item (2025) Cost
PT Community Center Roof Replacement/Repair $2,000,000
Jail Modular Replacement $400,000
Property Acquisition Admin/Law & Justice - Annual Reserve $250,000
Health/DCD Roof Replacement $175,000
Brunnon CC Structural Study $100,000
PT Community Center Roof Replacement (separate item) $90,000
Brunnon CC Floor Replacement $65,000
Contingency/Emergency $60,000
Total Exterior Paint (4 sites) $115,000

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

  • None specified.

Sources

  • None identified.

Central Services: Capital Improvement Program and 10-Year C&R Plan

Topic Summary

The Capital Improvement Program (CIP) outlines funding transfers for 2024 and 2025, primarily relying on REET 1 and REET 2. The CIP includes major transfers to Construction & Renovation (C&R) and other departments. The 10-Year C&R Capital Improvement Plan summarizes project categories for each year, highlighting one-time projects as the largest expenditure category annually.

Key Points

  • In 2024, the Capital Improvement Program plans to transfer $968,750 to C&R, $40,547 to Roads, and $100,000 to HJ Carroll.
  • In 2025, the CIP plans a Capital Outlay of $1,100,000, a transfer of $1,000,000 to C&R, and a transfer of $100,000 to Parks Improvement.
  • Capital Improvement funding is primarily derived from REET 1 and REET 2.
  • The 10-Year C&R Capital Improvement Plan shows "ONE-TIME PROJECTS" budgeted at $1,431,500 in 2024 and $2,871,500 in 2025.
  • HVAC Replacement is budgeted at $305,000 in 2024 and $40,000 in 2025.
  • Roof Replacements are budgeted in 2025 at $330,000 (no similar line item is listed for 2024).

Financials

Program 2024 Allocation 2025 Allocation
CIP Transfers
Transfer to C&R $968,750 $1,000,000
Transfer to Roads $40,547 None specified
Transfer to HJ Carroll $100,000 None specified
Transfer to Parks Imp None specified $100,000
CIP Capital Outlay None specified $1,100,000
C&R 10-Year Plan Categories
ONE-TIME PROJECTS $1,431,500 $2,871,500
EXTERIOR PAINT $50,000 $115,000
FLOOR REPLACEMENT $110,000 $100,000
HVAC REPLACEMENT $305,000 $40,000
PARKING RESURFACING $65,000 None specified
FIRE ALARM PANEL $25,000 None specified
QUALITY OF LIFE $21,000 None specified
ADA & ELECTRICAL UPGRADES $36,000 $35,000
ROOF REPLACEMENTS None specified $330,000

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

  • None specified.

Sources

  • None identified.

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