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Attachments for Items 12 &13 JUL 16 2013 BOS PKTo` pfa<e n a° o pe �Ini(11 Ww PITTSYLVANIA COUNTY SCHOOLS P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 ATTACHMENT #12 July 10, 2013 William D. Sleeper, County Administrator Pittsylvania County Board of Supervisors P. O. Box 426 Chatham, VA 24531 Mr. Sleeper: Mr. James E. McDaniel Division Superintendent Attached please find the FY 2012 -2013 Categorical Budget breakdown with adjustments. Transfers are required between all categories to cover actual operating expenses for the fiscal year. There is also an amendment for additional revenues received during the fiscal year that requires an appropriation. We ask the Board of Supervisors to amend the FY 2012 -2013 budget and to adjust the categories. Thank you for your attention on this matter. Sincerely, v James E. McDanie Division Superintendent 1 ELEPHONE NUMBERS: (434) 432 -2761 • (434) 793 -1624 (Danville) • (434) 656 -6248 (Gretna) • FAX (434) 432 -9560 Y O m a N (Q C U � �L 0 3 IM a (D E V a m M a N m N r N v O V mnnMO n 0 o o V iq N 0 0 0 0 m o o OO M n R A �O W OD M 00 0) OJ O C NFU CON V LL n O� m N N yy�Oi V Y Oi M tp I� M CV Ci In W ��000 000pO O V pCn'10M007 N_ C n0 W (O �RC00� O�t+1 V N00 t0 Nn MM 10 � O 1 f O npp M 7 WV M O t Q O N O O N N ON O 0 W G W N�OMnO W V p M t0 V V O t0 00 '-tU di � lilm Orr V_ (q n roa� CL ¢ N C O a a N0000000 OD n o 0 0 0 o v W OO Om O00 N N U m�noonoaom inn oornornry o��+iuiadrio0 _Vao inV � ono m n r M rn n Ld n c�omnain icS ai N OMD_ O Ono Lq N 0 0 M p n N N O O ~ N N d d (J b N m U 0.0 c � 0) m p N o So m0g d x O C o m o c m 0 U SQ M 0 Z ILF FY 2012 -13 Additional Appropriation Revenue Source: School Food - Federal 313,167.42 Title I - Federal 36,832.71 Perkins Funds - Federal 6,272.96 Adult Education - Federal (18,909.00) Project Connect - PCCA - Grant Funds (16,722.00) School Breakfast - State 10,678.55 Early Reading - State (54,036.00) Miscelaneous Revenues - Other 30,877.20 Total 308,161.84 ATTACHMENT #1$ PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ENCUMBRANCE CARRYOVERS FY 12 -13 June 30, 2013 100 General Fund $233,020.97 250 Grants Fund $ 7,376.60 310 Capital Improvements Fund $333,300.00 325 Vo -Tech Renovations (Machining Program) $600,743.00 420 Bonds fund $ 4,731.00 520 Solid Waste $559,625.00 604 Central Stores $ 4,917.90 GRAND TOTAL: $1,743.714.47 FY 12 -13 Encumbrance Carryovers LG0502 OPEN PO LIST Page 1 Open...... Po Number Po Date. Year Name .......................... Budget........ ............................... Req Id.. Enc$...... 36310 12/28/12 13 SOUTHERN POLICE EQUIP. CO. 100- 4-033100 - 601000 (backordered tasers) 4047.00 4047.00 37110 04/17/13 13 THE GUN SHOP 100 -4- 031200 - 601000 (backordered ammo) 2298.10 2298.10 37250 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 100-4-031200-810500 (Sheriff's Cars) 32408.05 37250 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 100 - 4-031200- 810500 115575.00 147983.05 37251 05/09113 13 HALEY AUTO MALL OF FARMVILLE 100 -4- 033100 - 810500 (Jail Cars) 46230.00 37251 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 100 -4- 033100-810500 12963.22 59193.22 37310 05/16/13 13 HEATH LANDSCAPING 420-4-094411-821200 (Landscape Work at 4731.00 Human Services Ctr) ---- - - - - -- 4731.00 37365 05/24/13 13 CAPITAL PONTIAC-GMC TRUCK 100 -4- 035500-810500 (Vehicle for Emergency 19459.00 37365 05/24/13 13 CAPITAL PONTIAC -GMC TRUCK 100 -4- 035500-810500 Mgmt. - D. Kendrick) 26.60 37365 05/24/13 13 CAPITAL PONTIAC -GMC TRUCK 100 -4- 035500- 810500 14.00 19499.60 37413 06/04/13 13 REFUSE EQUIPMENT CORPORATION 250-4-082600-580000 (Newspaper Recycling 6533.00 Container - Litter(-------- - 6533.00 37434 06/05/13 13 BASSETT OFFICE SUPPLY 604 -4- 012530. 600100 (General District 2744.90 Chairs) ---------- 2744.90 37435 06/05/13 13 HARRIS OFFICE FURNITURE CO. 604-4-012530-600100 (Herman Miller Chairs 993.30 37435 06/05/13 13 HARRIS OFFICE FURNITURE CO. 604 -4- 012530- 600100 for GDC) 88.70 1082.00 37517 06113/13 13 CARTER MACHINERY CO. INC. 520-4-094401-810200 (Landfill Compactor) 559625.00 559625.00 37519 06/13/13 13 AMERIMARK DIRECT 250- 4-082600-580000 (Pencils - Litter) 362.50 37519 06/13/13 13 AMERIMARK DIRECT 250-4 - 082600-580000 466.10 37519 06/13/13 13 AMERIMARK DIRECT 250 -4- 082600 - 580000 15.00 843.60 37525 06113/13 13 BASSETT OFFICE SUPPLY 604 -4- 012530- 600100 (Forensic Tables) 698.00 LG0502 OPEN PO LIST Page 2 Open...... Po Number Po Date. Year Name .......................... Budget........ ............................... Req Id.. EncS...... 37526 06/13/13 13 PRINT N COPY CENTER 37526 06/13/13 13 PRINT N COPY CENTER 37539 06/14/13 13 COW GOVERNMENT INC. 698.00 604 -4-012530-600100 (Soc Sery Business 49.00 604 -4- 012530- 600100 Cards) 49.00 98.00 604 -4- 012530. 600100 (V -W Pgm Backordered 295.00 Printer) ---- - - - - -- 295.00 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 (Vo -Tech Equipment 13560.00 Machining Program) NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004- 810200 2800.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004. 810200 4736.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004-810200 30360.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004- 810200 157432.00 NS 37546 06/19113 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004-810200 49560.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004-810200 10360.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004 - 810200 15960.00 NS 37546 06/19113 13 JEFFREYS MANUFACTURING SOLUTIO 325-4- 081004 - 810200 7960.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004- 810200 2360.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4- 081004 - 810200 11160.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004- 810200 3960.00 NS 310208.00 37547 06/19/13 13 DOMINION AIR AND MACHINERY CO. 325-4-081004-810200 (Vo -Tech Equipment 224280.00 37547 06/19/13 13 DOMINION AIR AND MACHINERY CO. 325 -4- 081004 - 810200 Machining Program) 62675.00 37547 06/19/13 13 DOMINION AIR AND MACHINERY CO. 325 -4- 081004- 810200 3580.00 290535.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310 -4- 094150- 819175 (New Voting Machines) 200400.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310 -4- 094150 -819175 3150.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310 -4. 094150-819175 3150.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310 -4- 094150- 819175 1575.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310 -4- 094150- 819175 120000.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4- 094150- 819175 1575.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310 -4- 094150 - 819175 3450.00 LG0502 OPEN PO LIST Page 3 Open...... Po Number Po Date. Year Name .......................... Budget........ ............................... Req Id.. Enc$...... 333300.00 1743714.47 44 records listed. 51iERIFF a Oli N �y9 rR, 45 - to michae(W. T'ayror sheriff The Office of the Sheriff Pitts 00 lvania County Phone (434) 432.780r (434) 656.62n Fax(434)432-7823 Smai(- pcso@pittgov.org Tvebsite - wrvw- pittsy(vaniasher!ff.0rg Kim Van Der Hyde, Director of Finance County of Pittsylvania P.O. Box 426 Chatham, VA 24531 Via: email Dear Kim: July 11, 2013 Re: Fiscal Year End Balance 2012 -2013 T.O Box 407 ChathaM 1% 24531 Please accept this as my request to carryover from our 2012 -213 year's end balance to the 2013 -2014 appropriations for the identified line items referenced below: 1) Salaries and Wages Line Item 100-4- 031200 - 12000: $45,244 (our locality's 25% match for the School Resource Officer Grant Program Award) 2) Part time Salary and Wages 100 -4- 031200- 130000: $30,000 3) Uniform Line Item 100-4-031200-601100:$12,210 (School Resource Officer Grant Program Award) 4) Police Supplies Line Item :100 -4 -031200- 601000:$12,408 (School Resource Officer Grant Program Award) 5) Dues and Assessment Line Item: 100-4-0312M 581000:$1,028 (School Resource Officer Grant Program Award Academy Assessment) 6) Training and Education Line Item 100-4-031200-554000:$13,000 (Polygraph School) 7) Subsistence and Lodging Line Item: 100 -4- 031200 - 553000: $50,000 (10 week Polygraph School that requires lodging throughout the week) 8) Repairs and Maintenance Line Item 100 -4- 031200 - 331000: $20,000 (Moses Building re Authentic Verification mandate) 9) Capital Outlay Vehicles Line Item 100-4. 031200 - 810500: $46,000 (to replace two vehicles with 157,000 mileage; both out -of- service for transmission issues; estimated costs to repair: $3,500 each) 10) Communications Equipment Line Item 100-4-031200-600400:$20,496 (Communications equipment for two replaced vehicles) I respectfully appeal to the Board of Supervisors to consider this request. If the Finance committee would like to discuss this request I will gladly schedule a time. With kindest regards I remain, VeAMc'hy truly yours, e l W. Taylor Sheriff Cc: The Honorable James Snead, Chairman of the Finance Committee William D. Sleeper, County Administrator MWT /sc Pittsylvania County 491 Fire & Rescue Association P.O. Box 426 Chatham, Virginia 24531 MEMO TO: William D. Sleeper County Administrator r FROM: Stephen G. Finkner ti/ ,Y� , President — Pittsylvania County Fire & Rescue Association SUBJECT: Fire /Rescue Capital Carryover Funds DATE: June 28, 2013 c� In accordance with the action of the Pittsylvania County Board of Supervisors at the June 3, 1996 meeting, approving carryover of capital funding in line item 100 - 4.032200.5661 of the budget, I am requesting that the balances from FY 2012 -2013, shown for each of the following agencies, be carried over to the 2013 -2014 budget: Blairs Fire & Rescue $3,730.75 (FY 11 -12) (Rescue) $1,285.00 (FY 10 -11) (Rescue) Callands Fire & Rescue $7,500.00 (FY 12 -13) (Rescue) $7,500.00 (FY 11- 12) (Rescue) $7,500.00 (FY 10- 11) (Rescue) $7,500.00 (FY 09- 10) (Rescue) Cool Branch Rescue $7,500.00 (FY 12 -13) $7,500.00 (FY 11 -12) Gretna Rescue $7,500.00 (FY 11 -12) Mt. Hermon Fire & Rescue $7,500.00 (FY 10 -11) (Rescue) 640 Rescue Squad $7,500.00 (FY 12 -13) Total: $72,515.75 Cascade VFD (Apparatus Funding Balance) $ 4,196.85 (100 - 4.032200.5660) GRAND TOTAL CARRYOVER: $76,712.6 0 Fire & Rescue Carryover une 28, 2013 Page 2 If you have any questions please don't hesitate to give me a call. SG F/d bm CC n Vanderhyde, Finance Director Donna B. Meeks, Purchasing Manager Kim Van Der Hyde From: Jim Davis Sent: Wednesday, July 10, 2013 12:26 PM To: Kim Van Der Hyde Cc: Jim Davis Subject: FY2013 Rollover Importance: High 2T, I am requesting that you take before the Board my year end balance and have it appropriated to the FY2013/2014 E -911 Budget. The purpose of this is to keep up from having to go back to the board for any further site improvements that may be needed for the new radio project. When we originally begin this project, it was anticipated that we would have to fund the Smith Mountain Tower Site for structural modifications. With my contingencies funds in the loan balance getting very low, I feel that this request that I have not done in the past, be considered. I am requesting that all of these funds be placed in the 2014 account of 100-4- 035500 - 583999. Any grant funding from the 2013 line items, please just roll them into their respective accounts for 2014. Thank you. Jim Davis Tel. (434) 432 -7920 Coordinator Fax. (434) 432-7950 Emergency Management & Communications Jim.davis .pittaov.ore www.oittLov.om/e9ll/ 53 North Main Street PITTSYLVANIA COUNTY P.O. Box 426 VIRGINIA Chatham, VA 24531 Any e-mail or other correspondence sent to a memberof the Board of supervisors, or any other public official and/oremployes of Pittsylvanis County, Virginia (the "County%, in the transaction of pubic business, is considered a public record, and such recorr/s are subject to the Virginia Freedom of Information Act ( "VA F01A7. This means that Virginia law generally requires the County to provide a copy of any such e-mail, upon request, tor inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless lawtuV exempted from production /disclosure under VA F01A. If you have received this email or any attachments in error, please notify the sender immediately at (434) 432 -7700, and by reply email, and delete this email and any attachments to it fmm your in- box, sent items, and deleted items. Thank you. Pluae T Vu` �4 � 9 ` e �$ PITTSYLVANIA COUNTY SCHOOLS P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 July 10, 2013 William D. Sleeper, County Administrator Pittsylvania County Board of Supervisors P.O. Box 426 Chatham, VA 24531 Mr. Sleeper: Mr. James E. McDaniel Division Superintendent Attached please find the June 30, 2013 Year End Financial Statement for Pittsylvania County Schools. The School Board asks that the Board of Supervisors approve the designated carryovers and amend and appropriate the FY 2013 -2014 budget by this amount. Thank you for your attention on this matter. Sincerely, 9`J� James E. McDaniel Division Superintendent 1 ELEPHONE NUMBERS: (434) 432 -2761 • (434) 793 -1624 (Danville) • (434) 656.6248 (Gretna) • FAX (434) 432 -9560 Pittsylvania County Schools Revenue, Expenditure and Fund Balance Report for Fiscal Year Ending June 30, 2013 Revenue Budget Actual Balance Sales Tax $9,065,767.00 $9,036,762.04 $29,004.96 State Funds $46,226,192.55 $45,821,554.86 $404,637.69 Federal Funds $8,714,308.38 $9,215,228.36 - $500,919.98 Local Funds $14,761,995.00 $14,761,995.00 $0.00 Other Funds $4,720,801.38 $4,622,604.74 $98,196.64 Totals $83,489,064.31 $83,458,145.00 $30,919.31 Expenditures Instruction $59,792,582.10 $59,686,484.10 $106,098.00 Administration/Attendance & Health $3,075,810.94 $3,075,810.94 $0.00 Pupil Transportation $6,966,800.77 $6,966,800.77 $0.00 Operation & Maintenance $7,692,367.76 $7,418,123.03 $274,244.73 Non - Instructional Operations $3,234,896.30 $3,234,896.30 $0.00 Facilities $284,930.00 $284,930.00 $0.00 Technology $2,441,676.44 $2,441,676.44 $0.00 Totals $83,489,064.31 $83,108,721.58 $380,342.73 Total Revenues Less: Total Expenditures Ending Fund (Cash) Balance Less: Designated Carry-Over Funds: Book Buddies Grant Engineering for All Grant School Security Improvements Textbooks Virginia Preschool Program $83,458,145.00 $83,108,721.58 $349,423.42 $33.12 (grnntfunds) $1,590.20 (grnntfunds) $274,244.73 (state funds) $58,482.94 (statefunds) $15,072.43 (statefunds) $349.423.42 Non- Designated Fund (Cash) Balance $0.00