Explanation
BACKGROUND: The Finance and Management Department, Office of Construction Management, employs personnel that are engaged in overseeing various construction and building renovation capital projects for the City. The staffing costs for the Office of Construction Management are initially expensed to the General Fund; however the portion that is project-specific can be capitalized. Doing so is consistent with earlier efforts by the Office of Construction Management to reimburse the General Fund when the General Fund has incurred expenses more appropriate to capital improvement funding. Most recently, Ordinance Nos. 1624-2012, passed August 1, 2012 and 1628-2012, passed July 25, 2012, collectively authorized $656,200.00 for this purpose. The Office of Construction Management tracks the hours each employee works on individual projects and bills these hours to the proper capital project. This process reimburses the General Fund for the portion of staff time attributable to capital projects. This ordinance also transfers funds to updated project numbers related to the most recent bond sale.
Emergency action is requested so that reimbursement of the General Fund can occur as quickly as possible. Up-to-date financial posting promotes accurate accounting and financial management.
Fiscal Impact: This expenditure is budgeted and available within various Capital Funds. This ordinance authorizes the expenditure of $227,000.00, or so much thereof, as may be necessary for this purpose.
Title
To amend the 2013 Capital Improvement Budget; to authorize the City Auditor to transfer various funds within the Construction Management Capital Improvement Fund; to authorize the Finance and Management Director to expend $227,000.00, or so much thereof as may be necessary, to reimburse the General Fund for construction and building renovation expenses incurred by the Office of Construction Management; to authorize expenditures from various capital projects; and to declare an emergency. ($227,000.00)
Body
WHEREAS, the Office of Construction Management employs personnel engaged in construction and building renovation activities; and
WHEREAS, these costs can be capitalized; and
WHEREAS, it is necessary to authorize this expenditure in order to provide adequate operating resources for the Office of Construction Management; and
WHEREAS, it is necessary to amend the 2013 Capital Improvement Budget and to transfer cash between projects within the Construction Management Capital Improvement Fund 733 to ensure sufficient funds are available for reimbursement and in the updated project numbers; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Office of Construction Management, in that it is immediately necessary to authorize the Finance and Management Director to reimburse the General Fund, thereby preserving the public health, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2013 Capital Improvement Budget be amended as follows:
FUND 733
Project Name| Project No.|Current Authority|Revised Authority|Difference
City Hall Renovations - HVAC | 570043 - 100013|$10,060,000|$0|($10,060,000) (Councilmanic SIT)
City Hall Renovations - HVAC |570031 - 100002|$0|$10,060,000|$10,060,000 (Councilmanic SIT)
Groves Road Building - Remodel/Renovation | 570043 - 100017|$11,000,000|$0|($11,000,000) (Councilmanic SIT)
Groves Road Building - Remodel/Renovation | 570057 - 100001|$0|$11,000,000|$11,000,000 (Councilmanic SIT)
Facility Renovations - Staff Reimbursement |570030 - 100102|$300,000|$73,000|($227,000) (Councilmanic SIT)
109 North Front Street - New Building Construction |570066 - 100000|$0|$110,000|$110,000 (Councilmanic SIT)
City Hall Renovations - HVAC |570031 - 100002|$10,060,000|$10,097,000|$37,000 (Councilmanic SIT)
1111 East Broad - HVAC Retrofit |570030 - 100121|$0|$25,000|$25,000 (Councilmanic SIT)
Municipal Court - Phased Renovations | 570043 - 100025 |$2,182,500|$2,202,500|$20,000 (Councilmanic SIT)
Groves Road Building - Remodel/Renovation | 570057 - 100001 |$11,000,000|$11,015,000|$15,000 (Councilmanic SIT)
City Hall Plumbing | 570031 - 100006 |$0|$10,000|$10,000 (Councilmanic SIT)
City Hall Windows - Replacement | 570030 - 100152 |$0|$10,000|$10,000 (Councilmanic SIT)
SECTION 2. That the City Auditor is hereby authorized to transfer funding within the Construction Management Capital Improvement Fund:
FROM:
Dept. /Div: 45-50| Fund: 733|Project Number 570043-100013|Project Name - City Hall Renovations - HVAC (Councilmanic SIT Supported)|OCA Code: 734313|OL3: 6620|Amount $10,060,000.00
TO:
Dept. /Div: 45-50| Fund: 733|Project Number 570031-100002|Project Name - City Hall Renovations - HVAC (Councilmanic SIT Supported)|OCA Code: 733102|OL3: 6620|Amount $10,060,000.00
FROM:
Dept. /Div: 45-50| Fund: 733|Project Number 570043-100017|Project Name - Groves Road Building - Remodel/Renovation (Councilmanic SIT Supported)|OCA Code: 734317|OL3: 6620|Amount $11,000,000.00
TO:
Dept. /Div: 45-50| Fund: 733|Project Number 570057-100001|Project Name - Groves Road Building - Remodel/Renovation (Councilmanic SIT Supported)|OCA Code: 735701|OL3: 6620|Amount $11,000,000.00
FROM:
Dept. /Div: 45-50| Fund: 733|Project Number 570030-100102|Project Name - Facility Renovations Staff Reimbursement (Councilmanic SIT Supported)|OCA Code: 733302|OL3: 6620|Amount $227,000.00
TO:
Dept. /Div: 45-50| Fund: 733|Project Number 570066-100000|Project Name - 109 North Front Street - New Building Construction (Councilmanic SIT Supported)|OCA Code: 733066|OL3: 6620|Amount $110,000.00
Dept. /Div: 45-50| Fund: 733|Project Number 570031-100002|Project Name - City Hall Renovations - HVAC (Councilmanic SIT Supported)|OCA Code: 733102|OL3: 6620|Amount $37,000.00
Dept. /Div: 45-50| Fund: 733|Project Number 570030-100121|Project Name - 1111 East Broad - HVAC Retrofit (Councilmanic SIT Supported)|OCA Code: 730121|OL3: 6620|Amount $25,000.00
Dept. /Div: 45-50| Fund: 733|Project Number 570043-100025|Project Name - Municipal Court - Phased Renovations (Councilmanic SIT Supported)|OCA Code: 734325|OL3: 6620|Amount $20,000.00
Dept. /Div: 45-50| Fund: 733|Project Number 570057-100001|Project Name - Groves Road Building - Remodel/Renovation (Councilmanic SIT Supported)|OCA Code: 735701|OL3: 6620|Amount $15,000.00
Dept. /Div: 45-50| Fund: 733|Project Number 570031-100006|Project Name - City Hall Plumbing (Councilmanic SIT Supported)|OCA Code: 733106|OL3: 6620|Amount $10,000.00
Dept. /Div: 45-50| Fund: 733|Project Number 570030-100152|Project Name - City Hall Windows - Replacement (Councilmanic SIT Supported)|OCA Code: 730152|OL3: 6620|Amount $10,000.00
SECTION 3. That the Finance and Management Director is hereby authorized to expend $227,000.00, or so much thereof as may be necessary, to reimburse the General Fund for construction and building renovation expenses incurred in connection with the capital improvements program.
SECTION 4. That the expenditure of $227,000.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 3, be and is hereby authorized and approved as follows:
Division: 45-50
Fund: 733
Project/Detail: 570066-100000
OCA: 733066
Object Level 1:06
Object Level 3: 6620
Amount: $110,000.00
Division: 45-50
Fund: 733
Project/Detail: 570031-100002
OCA: 733102
Object Level 1:06
Object Level 3: 6620
Amount: $37,000.00
Division: 45-50
Fund: 733
Project/Detail: 570030-100121
OCA: 730121
Object Level 1:06
Object Level 3: 6620
Amount: $25,000.00
Division: 45-50
Fund: 733
Project/Detail: 570043-100025
OCA: 734325
Object Level 1:06
Object Level 3: 6620
Amount: $20,000.00
Division: 45-50
Fund: 733
Project/Detail: 570057-100001
OCA: 735701
Object Level 1:06
Object Level 3: 6620
Amount: $15,000.00
Division: 45-50
Fund: 733
Project/Detail: 570031-100006
OCA: 733106
Object Level 1:06
Object Level 3: 6620
Amount: $10,000.00
Division: 45-50
Fund: 733
Project/Detail: 570030-100152
OCA: 730152
Object Level 1:06
Object Level 3: 6620
Amount: $10,000.00
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves or vetoes the same