Explanation
1. BACKGROUND
The Department of Public Service, Division of Design and Construction administers capital improvement projects and grants that are funded from many different funding sources. The proper and consistent accounting of these projects and grants is of paramount importance. Accounting adjustments are needed within the Morse Road Phase 1 Improvement Grant and the Group 10 Intersection Improvements grant within the State Issue II Street Projects Fund and the Hard Road Phase C Real Estate Grant and the Spring Sandusky Interchange grant within the Fed-State Highway Engineering Fund. As a result of the grants being completed and the City match and reimbursements from the grants being insufficient or exceeding the required amounts to make the grant whole it is necessary to transfer funds to the Morse Road Phase 1 Improvement Grant and Hard Road Phase C Real Estate Grant to eliminate a deficit in these grants and also to transfer funds out of the Group 10 Intersection Improvements grant and the Spring Sandusky Interchange grant due to a positive balance in the grant.
When these grants are initially legislated the amount of the anticipated city match and grant reimbursement amount is calculated if it is not a set amount. The City match cash and expected reimbursement amount are appropriated and as reimbursements are received they are deposited into the grant. At the completion of the project the balance should ideally be $0. This is not usually the norm since the actual project costs are not known until the end of the project. Actual costs may be higher or lower and the grant may require additional City match funds in order to eliminate a deficit in the grant.
This ordinance authorizes the transfer of additional City match funds to the Morse Road Phase 1 Improvement Grant and Hard Road Phase C Real Estate Grant in order to eliminate deficits in the grants and transfer positive City Match grant balances out of the Group 10 Intersection Improvements grant and the Spring Sandusky Interchange grant so that they may be closed out.
2. FISCAL IMPACT
This ordinance authorizes the transfer of available funds within the Streets and Highway Improvement Fund to the Fed-State Highway Engineering Fund and the State Issue II street project fund to eliminate deficits within the Morse Road Phase I grant and Hard Road Phase C Real Estate Grant within those funds and move positive balances in completed grants, Group 10 Intersection Improvements and the Spring Sandusky Interchange to the Street and Highway Improvement Fund.
3. EMERGENCY DESIGNATION
Emergency action is requested to maintain proper accounting practices and effect these accounting adjustments as soon as possible.
Title
To appropriate funds within the Street and Highway Improvement Fund; to authorize the transfer of funds between the Street and Highway Improvement Fund, the State Issue II Street Projects Fund and Fed-State Highway Engineering Fund to eliminate grant deficits and surpluses within grants in these funds for the Division of Design and Construction; and to declare an emergency. ($251,021.00)
Body
WHEREAS, the Department of Public Service, Division of Design and Construction, administers many capital improvement projects and grants that are funded from many different funding sources; and
WHEREAS, the proper and consistent accounting of these projects and grants is of paramount importance; and
WHEREAS, the Morse Road Phase I Grant and Hard Road Phase C Real Estate grant have been completed and additional City match funds are required to eliminate deficits within these grants in order that they may be closed; and
WHEREAS, The Group 10 Intersection Improvements grant and the Spring Sandusky Interchange grant have been completed and City match surpluses remain in the grants and should be transferred to the Street and Highway Improvement fund to be utilized for other project needs and so that these grants may be closed; and
WHEREAS, this ordinance authorizes the transfer of funds between the Street and Highway Improvement Fund, the Fed-State Highway Engineering Fund and the State Issue II Street Project Fund for these purposes; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Design and Construction, in that it is immediately necessary to effect these accounting adjustments, thereby preserving the public health, peace, property, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That from the unappropriated monies in Fund 766, the Street and Highway Improvement Fund, and from all monies estimated to come into said Fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2010, the sum of $220,377.20 be and hereby is appropriated to Dept.-Div. No. 59-12, Division of Design and Construction as follows:
Fund / Project / Grant Name / O.L. 01-03 Codes / OCA / Amount
766 / 530161-100000 / Roadway Improvements / 06-6600 / 590010 / $220,377.20
Section 2. That the Transfer of cash and appropriation within the Street and Highway Improvement Fund be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 / 530161-100000 / Roadway Improvements / 06-6600 / 590010 / $251,021.00
Transfer to:
Fund / Grant / Grant Name / O.L. 01-03 Codes / OCA / Amount
766 / 530161-100000 / Roadway Improvements / 10-5501 / 590010 / $251,021.00
Section 3. That the City Auditor be and hereby is authorized to transfer $251,021.00 between Fund 766, the Street and Highway Improvement Fund, Fund 764, the State Issue II Street Project Fund and Fund 765, the Fed-State Highway Engineering Fund, for Dept.-Div. 59-12, The Division of Design and Construction, as follows:
TRANSFER FROM:
Fund / Project# / Project / Object Level 01-03 Codes / OCA Code / Amount
766 / 530161-100000 / Roadway Improvements / 10-5501 / 590010 / $251,021.00
TRANSFER TO:
Fund / Grant / Grant Name / O.L. 01-03 Codes / OCA / Amount
764 / 595009-100000 / Morse Road Phase I / 80-0886 / 591278 / $246,590.30
765 / 561101-100000 / Hard Road C-Fed-Real Estate / 80-0886 / 591288 / $4,430.70
Section 4. That the City Auditor be and hereby is authorized to transfer cash and appropriation in the amount of $12,201.19 within Fund 764, the State Issue II Street Project Fund and Fund 765, the Fed-State Highway Engineering Fund, for Dept.-Div. 59-12, The Division of Design and Construction, as follows:
TRANSFER FROM:
Fund / Grant# / Grant Name / Object Level 01-03 Codes / OCA Code / Amount
764 / 560007-100000 / Group 10 Intersection Improvements / 06-6600 / 591276 / $7,333.50
765 / 561034-100000 / Spring-Sandusky Interchange / 06-6600 / 591287 / $4,867.69
TRANSFER TO:
Fund / Grant# / Grant Name / Object Level 01-03 Codes / OCA Code / Amount
764 / 560007-100000 / Group 10 Intersection Improvements / 10-5501 / 591276 / $7,333.50
765 / 561034-100000 / Spring-Sandusky Interchange / 10-5501 / 591287 / $4,867.69
Section 5. That the City Auditor be and hereby is authorized to transfer $12,201.19 between Fund 764, the State Issue II Street Project Fund, Fund 765, the Fed-State Highway Engineering Fund, and Fund 766, the Street and Highway Improvement Fund, for Dept.-Div. 59-12, The Division of Design and Construction, as follows:
TRANSFER FROM:
Fund / Grant# / Grant Name / Object Level 01-03 Codes / OCA Code / Amount
764 / 560007-100000 / Group 10 Intersection Improvements / 10-5501 / 591276 / $7,333.50
765 / 561034-100000 / Spring-Sandusky Interchange / 10-5501 / 591287 / $4,867.69
TRANSFER TO:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 / 766999-100000 / Unallocated Balance / 80-0886 / 642728 / $12,201.19
Section 6. That the City Auditor be and hereby is authorized to make any/all other accounting changes for the transactions discussed within this ordinance that are construed by the City Auditor to be reasonably consistent with the intent of this ordinance.
Section 7. That for the 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 nor vetoes the same.