Explanation
1. BACKGROUND
This ordinance authorizes the City Auditor to move surplus city-match cash within the General Government Grants Fund No. 220 to the Street Construction Maintenance Repair Fund No. 265, for the Department of Public Service, who administer grant programs for the Division of Transportation and Division of Refuse Collection and to authorize the Director of Public Service to expend within the General Government Grant Fund. There is a need to reimburse the Public Utilities Commission of Ohio (PUCO) for funds received in excess of charges for work performed on the New World Drive project and the Ohio Department of Natural Resources (ODNR) for funds not expended during the grant year.
An ODOT sponsored roadway grant, Third St. Resurfacing, has been completed and closed. This grant was through the Ohio General Assembly as part of the State's capital improvement program. This grant was a reimbursement grant (funds not received until project completed) and now has residual city match funds that need to be returned to the Federal Highway Improvement Fund No. 766, within the Division of Transportation for use on other roadway projects.
Program grants within the Division of Transportation, Freeway Management and Paving the Way, are reimbursement grants which include city match funds. The city does not receive these reimbursements until after the work or expense has been completed. Within the Paving the Way and Freeway Management grant programs, there are residual city match dollars as a result of extended absences of grant dedicated employees that should be returned to the Street Construction Maintenance and Repair Fund (Fund 265) as these funds are no longer needed for the 2005 and 2006 grant years. It is also necessary to appropriate match funds to the Paving the Way program for the fiscal year 2007 that began July 1, 2006, from the Street Construction Maintenance Repair Fund.
The Public Utilities Commission of Ohio (PUCO) advanced funds to the Division of Transportation for railroad crossing lights at New World Drive ($5,000). The cost of the work was $3,498.95. Therefore, it is necessary to reimburse $1,501.05 back to the PUCO as this project is complete.
The Ohio Department of Natural Resources (ODNR) advanced funds to the Keep Columbus Beautiful program, which resides within the Division of Refuse Collection, for litter clean-up in the amount of $2,500. During the course of the grant year, $2,238.51 of the $2,500.00 was expended. Therefore, $261.29 needs to be reimbursed to ODNR in accordance with the grant agreement.
2. EMERGENCY DESIGNATION
Emergency action is requested to allow the financial transactions to be posted in the city's accounting system as soon as possible. Up to date financial posting promotes accurate accounting and financial management.
Title
To authorize the City Auditor to make any and all appropriate accounting adjustments to properly account for general government grant fund transfers, appropriations and expenditures for several grant programs within the Department of Public Service, Divisions of Transportation and Refuse Collection as detailed within the body of this ordinance, to authorize the Director of Public Service to expend within the General Government Grant Fund, and to declare an emergency. ($242,330.52)
Body
WHEREAS, the Freeway Management and Paving the Way reimbursement grants need to transfer unused city match dollars from prior years back to the Street Construction Maintenance and Repair Fund and to remove any residual appropriation, and
WHEREAS, the Third Street Resurfacing reimbursement grant needs to transfer unused city match dollars back to the Federal Highway Improvement Fund and to remove any residual appropriation, and
WHEREAS, there is a need to transfer funds from the Street Construction Maintenance and Repair Fund to the Paving the Way grant to cover for the city match portion as stipulated in the grant agreement, and
WHEREAS, Division of Transportation needs to refund PUCO $ 1,501.05 for an overpayment on work performed on the New World Drive project, and
WHEREAS, Division of Refuse Collection needs to refund ODNR $261.49 for funds remaining from an expired grant, and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Service, Divisions of Refuse Collection and Transportation to allow the financial transactions to be posted in the city's accounting system as soon as possible for the immediate preservation of the public health, peace, property, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the City Auditor be and hereby is authorized to move appropriation between characters (Object levels 1) within grants, decrease unnecessary grant appropriation, and appropriate available grant cash balances as follows:
Fund/Grant #/Grant/OL-01/OL-03 Codes/OCA Code/Amount
220|595077| Paving the Way|01|1000|595077| -$11,155.94 (decrease)
220|595077| Paving the Way|02|2000|595077| -$4,620.46 (decrease)
220|595077| Paving the Way|03|3000|595077| -$40.05 (decrease)
220|595077| Paving the Way5501|595077| +$65,983.55 (increase)
220|595004| Freeway Management Systems|01|1000|595004| -$89,353.55 (decrease)
220|595004| Freeway Management Systems5501|595004| +$80,664.96 (increase)
220|595008|Resurfacing Third Street|06|6600| 595008| -$122,096.61 (decrease)
220|595008|Resurfacing Third Street5501| 595008| +$93,919.47 (increase)
220|598078| Litter Clean-up - ODNR|02|2290|598078| -$261.49 (decrease)
220|598078| Litter Clean-up - ODNR|05|5515|598078| +$261.49 (increase)
220|595012| New World Drive RR Crossing|06|6600|595012| -$1,501.05(decrease)
220|595012| New World Drive RR Crossing|05|5515|595012| +$1,501.05 (increase)
220|596077| Paving the Way|01|1000|596077| -$44,251.83 (decrease)
220|596077| Paving the Way|02|2000|596077| -$27,755.15 (decrease)
220|596077| Paving the Way|03|3000|596077| -$70,408.22 (decrease)
Section 2. That the City Auditor be and hereby is authorized to transfer $240,567.98 between grants within the General Government Grant Fund No. 220, the Street Construction Maintenance and Repair Fund No. 265 and the Federal Highway Improvement Fund No. 766, as follows:
TRANSFER FROM:
Fund/Grant #/Grant/OL-01/OL-03 Codes/OCA Code/Amount
220|595004|Freeway Management System5501|595004|$80,664.96
220|595077| Paving the Way5501|595077| $65,983.55
220|595008|Resurfacing Third Street5501| 595008| $93,919.47
Total Transfer from: $240,567.98
TRANSFER TO:
Fund/Fund Name/OL-01/OL-03 Codes/OCA Code/Project #/Amount
265|Street Construction Maintenance and Repair Fund| 80| 0886|059958 | $146,648.51
766| Federal Highway Improvement Fund |80 | 0886| 642728 |530161| $93,919.47
Total Transfer to: $ 240,567.98
Section 3. That the sum of $147,648.51 be and hereby is appropriated from the unallocated monies in the Street Construction Maintenance and Repair Fund No. 265, and from any and all sources unallocated for any other purpose during the fiscal year ending December 31, 2008, to the Department of Public Service, Division of Transportation 59-09 as follows:
Fund/OL-01/OL-03 Codes/OCA Code/Amount
265|Street Construction Maintenance and Repair Fund| 01| 1101|599001 | $120,078.83
265|Street Construction Maintenance and Repair Fund| 10| 5501|599001 | $27,569.68
Section 4. That the City Auditor be and hereby is authorized to transfer funds of $27,569.68 between the Street Construction Maintenance and Repair Fund No. 265 and the General Government Grant Fund No. 220, for the additional city match required as a result of an increase in personnel costs for 2007 grant activities for Paving the Way, as follows:
TRANSFER FROM:
Fund/OL-01/OL-03 Codes/OCA Code/Amount
265|Street Construction Maintenance and Repair Fund| 10| 5501|599001 | $27,569.68
TRANSFER TO:
Fund/Grant #/Grant/OL-01/OL-03 Codes/OCA Code/Amount
220|596077| Paving the Way|80|0886|596077| $27,569.68
Section 5. That the Director of Public Service authorizes expenditure from the General Government Grant Fund No. 220 to the PUCO and ODNR for reimbursement as follows:
Fund/Grant #/Grant/OL-01/OL-03 Codes/OCA Code/Amount
220|598078| Litter Clean-up - ODNR|05|5515|598078| $261.49
220|595012| New World Drive RR Crossing|05|5515|595012| $1,501.05
Total Amount $ 1,762.54
Section 6. That the monies appropriated with the foregoing Section 5 shall be paid upon order of the Director of Public Service and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
Section 7. That for reasons state 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 nor vetoes the same.