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 necessa...
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