Explanation
Background: This ordinance authorizes the City Auditor to make payment to the Ohio Municipal Attorneys Association in the amount of $3,875.00 for registration fees associated with the 2026 OMAA Municipal Law Institute held July 22 through July 24, 2026.
Before the conference, the City Attorney’s Office coordinated with OMAA to determine the number of employees attending and presenting and to obtain discounted group pricing. A purchase order was initiated before the conference; however, the final amount could not be determined at that time. The City Attorney’s Office and OMAA needed additional clarification regarding how presenters would be charged, including whether presenters would be charged for conference days on which they attended but did not present. In addition, the anticipated attendance changed when one registered employee did not attend and two additional employees attended a July 22 session who were not included in the original list and estimate.
Following the conference, confirmation of the final attendance and pricing was further delayed because the OMAA representative responsible for providing the information left for vacation immediately following the conference and subsequently experienced a medical emergency requiring hospitalization. OMAA subsequently issued final invoices on August 26, 2026: invoice 127 in the amount of $2,700.00 and invoice 128 in the amount of $1,175.00.
Because the final amount was not established and the purchase order was not approved and posted before the conference services were received, payment requires authorization pursuant to the Then and Now certification provisions of Ohio Revised Code Section 5705.41(D)(1).
To prevent a similar occurrence, the City Attorney’s Office will encumber the best-supported estimated amount before a future conference or event when final attendance or pricing remains pending. After the final attendance and amount are confirmed, the purchase order will be amended, if necessary, or an additional purchase order will be encumbered for the difference and will reference the original purchase order number.
Fiscal Impact: Funding in the amount of $3,875.00 is available and appropriated for the payment of this expenditure within the City Attorney’s Office as follows: $2,700.00 in the General Fund, Fund 1000, and $1,175.00 in the Environmental Fund, Fund 2297, as noted in the attached “Then and Now Certificate” as approved by the City Auditor.
Ohio Municipal Attorneys Association
FID: 31-0894182 | V No.: 004440 | SOS Entity No.: 237043 | Status: Active
Emergency Designation: Emergency action is requested to allow payment to be made to the Ohio Municipal Attorneys Association as soon as practicable for conference services previously provided.
Title
To authorize and direct the City Auditor to make payment to the Ohio Municipal Attorneys Association for registration fees associated with the 2026 OMAA Municipal Law Institute; to authorize the expenditure of $2,700.00 from the General Fund and $1,175.00 from the Environmental Fund; and to declare an emergency. ($3,875.00)
Body
WHEREAS, employees of the Columbus City Attorney’s Office attended and presented at the 2026 Ohio Municipal Attorneys Association Municipal Law Institute held July 22 through July 24, 2026; and
WHEREAS, before the conference, the City Attorney’s Office coordinated with the Ohio Municipal Attorneys Association to determine anticipated attendance, presenter charges, and discounted group pricing; and
WHEREAS, the final amount could not be determined before the conference because additional clarification was needed regarding how presenters would be charged, including whether they would be charged for conference days on which they attended but did not present, and because the anticipated attendance changed; and
WHEREAS, confirmation of the final attendance and pricing was further delayed following the conference because the OMAA representative responsible for providing the information left for vacation immediately following the conference and subsequently experienced a medical emergency requiring hospitalization; and
WHEREAS, the Ohio Municipal Attorneys Association issued invoice 127 in the amount of $2,700.00 and invoice 128 in the amount of $1,175.00 on August 26, 2026, for a total amount due of $3,875.00; and
WHEREAS, after these services were rendered, the City received invoices for which a purchase order, with a prior certification of availability of funds by the City Auditor attached, had not been obtained; and
WHEREAS, Ohio Revised Code Section 5705.41(D)(1) provides that, under certain circumstances a political subdivision may authorize payment of an obligation incurred without prior certification by the City Auditor; and
WHEREAS, the City Council now has before it certificates from the City Auditor certifying that there was, at the time the obligation was incurred and at the time the certificates were executed, a sufficient sum appropriated for the purpose of the obligation and in the treasury or in the process of collection to the credit of the appropriate funds, free from any previous encumbrances (“Then and Now certificates”); and
WHEREAS, the City Council desires to satisfy the City’s obligation to the Ohio Municipal Attorneys Association; and
WHEREAS, an emergency exists in the usual daily operation of the Columbus City Attorney’s Office in that it is immediately necessary to present this ordinance for the City Auditor to issue a warrant in accordance with the Ohio Revised Code Section 5705.41 (D)(1) all for the preservation of the public peace, property, health safety and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That City Council hereby acknowledges receipt of the “Then and Now certificates” from the City Auditor and authorizes and directs the City Auditor to make payment to the Ohio Municipal Attorneys Association, vendor number 004440, in an amount not to exceed $3,875.00 for registration fees associated with the 2026 OMAA Municipal Law Institute, in accordance with invoices approved by the City Attorney or the City Attorney’s authorized designee.
SECTION 2. That the expenditure of $3,875.00, or so much thereof as may be necessary, is hereby authorized from Fund 1000, the General Fund, in the amount of $2,700.00, and Fund 2297, the Environmental Fund, in the amount of $1,175.00, according to the accounting codes contained in the attachment to this ordinance.
SECTION 3. 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.