025-04
BOARD OF SUPERVISORS
RESOLUTION
FISCAL YEAR 2004-2005 BUDGET AMENDMENT
WHEREAS, the Frederick County Board of Supervisors, meeting in regular session and
public hearing held on October 27,2004, took the following action:
NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors that the FY 2004-
2005 Budget be Amended to Reflect:
School Construction Fund Supplemental Appropriation in the Amount of$l 7,619,748.93.
This Amount Represents Carry-Forwards in Construction Fund Projects and Includes the
Additional $2.1 Million Increase to the 11th Elementary School.
ADOPTED, this 27th day of October, 2004.
Upon motion made by Barbara E. Van Osten and seconded by Lynda J. Tyler, the above was
approved by the following recorded vote:
Richard C. Shickle Aye Lynda J. Tyler Aye
Barbara E. Van Osten Aye Bill M. Ewing Aye
Gene E. Fisher Aye Gary W. Dove Aye
Gina A. Forrester Aye
A COPY TESTE:
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Jo~Riley, Jr.
CIe , Board of Supervisors
County of Frederick, Virginia
Resolution No.: 025-04
Resolution - FY 2004-2005 Budget Amendment
Board of Supervisors Meeting of October 27, 2004
Page 2
Original:
cc:
Cheryl B. Shiffler, Finance Director
C. William Orndoff, Jr., Treasurer
Lisa Frye, School Finance Director
Dr. William Dean, School Superintendent
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Finance Committee Report and Recommendations
September 15,2004
Page 2
5.
The School Finance Director requests a School Operating Fund supJ'lemental
ap-propriation in the amount of$70.395.12. This amount represents a carry-forward for
SOL Algebra Readiness and SOL Remediation program funds. See attached memo. The
committee recommends approval.
6.
The School Finance Director requests a School Capital Proiect Fund supJ'lemental
appropriation in the amount of$845.l04.85. The amount represents a carry-forward from
the School Operating Fund and is requested to be used for two additional school buses
and repairs to three schools. This item will require a public hearing. See attached memo.
The committee denied this request. Committee member Forrester voted against the
denial.
7.
The School Finance Director requests a School Construction Fund cash transfer in the
amount of $534.395.12. This amount represents a carry-forward from the School
Operating Fund and is requested to be used to fund the Stonewall water and sewer
connection and purchase furniture and equipment for the Admiral Byrd Middle School.
This item will require a public hearing. See attached memo. The committee denied this
request. Committee member Forrester voted against the denial.
The School Finance Director requests a School Construction Fund sup-plemental
appro-priation in the amount of$17.619.748.93. This amount represents carry-forwards in
construction fund projects and includes the additional $2.1 million increase to the 11 tb
elementary school. This item will require a public hearing. See attached memo. The
committee recommends approval.
** FOR INFORMATION ONLY **
Attached are letters of appreciation for Frederick County's FY 2005 contribjltions to the
Northern Virginia 4-H Educational Center, Metropolitan Washington Ear and First Night
Winchester.
Respectfully submitted,
FINANCE COMMITTEE
Richard C. Shickle
Gina A. Forrester
Bill M. Ewing
Gary Lofton
Richie Wilkins
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By ~G 6 (j iu.,
Cheryl B. Shiffler
Finance Director
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Frederick County Public Schools
Director of Finance
Visit us atwww.frederick.k12vaus
e-mail:
fryel@frederick.k12vaus
TO:
John R. Riley, County Administrator
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William C. Dean, Ph.D., SuperintendeDy'll~ v
Lisa K. Frye, Director of Finance ~v O~
FY 2003-04 Remaining Funds - ~:~uest for Carry-forward Appropriation
THROUGH:
FROM:
SUBJECT:
DATE:
September 8, 2004
The FY2004 financial reports are attached for distribution. Of the $1,347,570.66 in excess revenues over
expenditures, $70,395.12 is requested to be appropriated to the school operating fund in FY2005. This
amount is obligated for restricted purposes. The remaining amount is requested to be distributed as shown
herein. Please refer to the action items below for more specificity.
I. Reauest for appropriation of oblil!:ated funds to the School Operatinl!: Fund-$70.395.12: e
Approval of a supplemental budget adjustment is needed in order to appropriate the obligated
funds from the FY2004 into the FY2005. The remaining, obligated funds in the school operating
fund are SOL Algebra Readiness and SOL Remediation program funds not expended or
encumbered but are required to be carried forward. Also included in this amount are funds
generated by the regional adult education program.
2. Reauest for appropriation of$845.104.85 in the School Capital Project Fund:
Approval of a supplementaI budget adjustment is requested for this fund in the amount of
$845,104.85, which represents $102,324.43 in remaining funds from FY2004 and $742,780.42 in
FY2004 remaining funds for the purchase of the following:.
1. two additional school buses ($130,000),
2. roof replacement for Middletown Elementary School due to the membrane, insulation
and deterioration of the existing roof decking ($300,000),
3. repair and upgrade Frederick County Middle School entrance for security and
accessibility - replace steel structural supports, concrete panels and improve ADA
requirements ($400,000), and
4. repair portions of roof and guttering at Gainesboro ($15,000).
3. Reauest for the remaininl! funds to be Dlaced in the School Construction Fund:
Approval of the remaining FY2004 school operating funds ($534,395.12) to be placed in the
school COnstruction fund to provide debt-free cash to fund the Stonewall water and sewer a
connection and contribute to the purchase of furniture and equipment for the Admiral Byrd WI
Middle School.
540-662-3888
1415 Amherst Street Post Office Box 3508, Winchester, VA 22604-2546
FAX 540-722-2788
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4. Reauest for aDDroDriation of $17.619.748.93 in the School Construction Fund:
In the FY2005 budget resolution, the board of supervisors recognized the subsequent action
necessary for the appropriation in the construction fund to equal the residual project balances as
of the previous fiscal yearend. The necessary action is detailed below.
Action already taken in the original FY2005 budget resolution for the construction fund:
Stonewall water and sewer connection $ 250,000.00
Action already scheduled:
Encumbrance carryforwards are scheduled for public hearing on September 8, 2004 and
include $15,531,893.23 in outstanding purchase orders to be appropriated in the
construction fund in the FY2005,
Action requested:
The total remaining project balances equal $17,619,748.93 (includes the additional $2.1
million increase to the nth elementary school project). The active construction projects
for FY2004 were:
. the final construction, furniture, and equipment costs for Millbrook High School,
. the continued renovation of James Wood Middle School,
. the site work and beginning construction costs for Byrd Middle School,
. the purchase ofIand and design of the eleventh elementary school, and
. the purchase and partial installation costs for two modular structures.
Appropriation needed for FY2005 (project balances) as summarized here:
Millbrook High School $ 337,756.52---""(
Byrd Middle School $ 4,644,680.26
11th elementary school $12,383,412.4f
James Wood Middle School $ 133,224.74 J
Modular structures $ 120.675.00
Total $17,619,748.93
A detail of each project's financial activity (project start-to-date) is shown below.
MilIbrook Hil!h Scbool:
Beginning project amouul
Expenclitures throUgh June 30, 2004
Outstanding Encumbnwces @ June 30,2004
Remaining project balance
11'" Elementarv Scbool:
Beginning project amOUllt $12,900,000.00
(seeking project increase from $10,800.000)
Expenditures through June 30, 2004 $ 516,587.59
Outstanding Encumbrances @ June 30,2004 $ 0.00
Remaining project balance $12383 412 41
$39,500,000.'00
$38,&34,499.95
$ 327743.53
$ 337756 52
$39,554,530.92
$3& &34 057.95
$ 720 472 97
Cash received for project
Cash disbursed for project
Cash balance as of June 30, 2004
Cash received for project
Cash disbursed for project
Cash balance as of June 30, 2004
$ 1,869,304.25
$ 511.664.59
S 1 357 639 66
Admiral Richard Eo Bvrd Mitldle School:
Beginning project amOUllt $26,600,000.00
Expenditures through June 30, 2004 $ 7,655,526.60
Outstanding EncumbrllJlces @June30,2004 $14.299.793.14
Remaining project ball1Jlce $ 4 644 680 26
James Wood Middle School:
Beginning project amoullt
Expenditures through June 30, 2004
O\ItStanding Encumbrances @ June 30,2004
Remaining project balllJlce
$11,750,000.00
S10,&65,750.70
$ 747.024.56
S 13322474
Cash received for project (bond proceeds)
Cash received (from FY03 surplus)
Cash disbursed for project
Cash balance as of June 30. 2004
$16,718,867.55
$ 100,000.00
$ 6754030.60
$]0064 836 95
Cash received for project
Cash disbur.led for project
Cash balance as of June 30, 2004
$11,738,lQ3.95
$10.796 97&.39
$ 941 125.56
Modular Structures:
Beginning project amount $
Expenditures through June 30, 2004 $
Outstanding Encumbrances @ June 30,2004 $
Remaining project balance $
Attachments: Year-end financials
c: School Board Members
300,000.00
21,993.00
157.332.00
12067500
Cash received for project
Cash disbursed for project
Cash balance as of Jun. 30, 2004
$ 300,000.00
$ 3.664.00
$ 296 336 00
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Construction Funds
Financial Statement Pa2e 18
The active construction projects for FY2004 were:
. the final construction, furniture, and equipment costs for Millbrook High School,
. the continued renovation of James Wood Middle School,
. the site work and beginning construction costs for Byrd Middle School,
. the purchase of land and design of the eleventh elementary school, and
. the purchase and partial installation costs for two modular structures.
The total fund balance in the construction fund at June 30, 2004 is $12,386,448.83. The cash balance as of
June 30, 2004 is $13,380,411.14. The difference between the two is the accounts payable balance at June 30,
2004. The total rem,,;n;ng project balances equal $17,619,748.93 (assuming the additional $2.1 million
increase to the II th elementaIy school project is approved).
A summary of each project's financial activity is shown below.
Millbrook Hieh School:
Beginning project amount
Expenditures through June 30, 2004
Outstanding Encumbrances @ June 30,2004
Remaining project balance
Cash received for project
Cash disbursed for project
Cash balance as of June 30, 2004
Admiral Richard E. Byrd Middle School:
Beginning project amount
E"-'Penditures through June 30, 2004
Outstanding Encumbrances @ June 30,2004
Remaining project balance
Cash received for project (bond proceeds)
Cash received (from FY03 surplus)
Cash disbursed for project
Cash balance as of June 3D, 2004
11th Elementarv School:
Beginning project amount
Expenditures through June 30, 2004
Outstanding Encumbrances @June 30,2004
Re.m,,;ning project balance
Cash received for project
Cash disbursed for project
Cash balance as of June 30, 2004
$39,500,000.00
$38,834,499.95
$ 327.743.53
$ 337.756.52
$39,554,530.92
$38 834.057.95
$ 720472.97
$26,600,000.00
$ 7,655,526.60
$14.299.793.14
$ 4 644 680 26
$16,718,867.55
$ 100,000.00
$ 6.754.030.60
$10064 836 95
$12,900,000.00
(seeking prcifect increase from S 10,800,000)
$ 516,587.59
$ 0.00
$1238341241
$ 1,869,304.25
$ 511.664.59
$ I 35763966
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Construction Funds (continued)
James Wood Middle School:
Beginning project amount
Expenditures through June 30, 2004
Outstanding Encumbrances @ June 30,2004
Remaining project balance
Cash received for project
Cash disbursed for project
Cash balance as of June 30, 2004
Modular Structures:
Beginning project amount
Expenditures through June 30, 2004
Outstanding Encumbrances @ June 30,2004
Remaining project balance
Cash received for project
Cash disbursed for project
Cash balance as of June 30, 2004
Financial Statement Pa2e 18
$11,750,000.00
$10,865,750.70
$ 747.024.56
$ 133.224 74
$11,738,103.95
$10.796.978.39
$ 94112556
$ 300,000.00
$ 21,993.00
$ 157.332.00
$ 120 675 00
$ 300,000.00
$ 3.664.00
$ 296336.00
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