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HomeMy WebLinkAboutOrdinance 03-24RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 03-24 Passed , 20 AMENDING THE ANNUAL APPROPRIATIONS FOR THE FISCAL YEAR ENDING DECEMBER 31, 2024 WHEREAS, the Ohio Revised Code requires, when necessary, amendments to the annual appropriations ordinance be made in order that appropriations are not over expended; and WHEREAS, it is necessary to amend the annual appropriations ordinance to provide funding in certain budget accounts; and WHEREAS, at the beginning of each year, it is necessary to appropriate unencumbered balances in various funds to authorize those funds for debt payments, project-related expenditures and other miscellaneous expenses; and WHEREAS, if any funding is appropriated herein to provide for transfers or advances for debt service, the debt transfer is also authorized as a part of this ordinance. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, of the elected members concurring, that: Section 1. There shall be appropriated in the unappropriated balance from multiple funds in the total amount of $11,641,000 for carry-over from prior year un-spent appropriations for the projects as follows: Engineering Projects 40180750-735004 = Capital Improvements $ (6,700,000) 10196290-741401 — Transfers $ (6,700,000) 40480320-735004 Capital Improvements $ 7,600,000 10197290-742404 Advances $ 7,600,000 40497290-742000 Advances Expense $ 8,469,700 40180320-735004 Capital Improvements $ 255,000 61280320-735009 Capital Improvements $ 290,000 40180320-735006 Capital Improvements $ 2,156,000 40180320-735004 Capital Improvements $ 1,065,000 41980320-735004 Capital Improvements $ 5,225,000 40197290-742000 Advances $ 2,000,000 40180320-735004 Capital Improvements $ 1,300,000 Facilities Projects 40180350-735002 Capital Improvements $ 450,000 Section 2. =‘ There shall be appropriated in the unappropriated balance of the Capital Construction Fund (debt funds) the total amount of $1,143,000 carry-over from prior year un-spent appropriations for the projects as follows: Parks Projects 40480430-735005 Capital Improvements $ 203,000 Engineering Projects 40480320-735002 Capital Improvements $ 940,000 RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 03-24 Passed Page 2 , 20 Section 3. There shall be appropriated in the unappropriated balance of the Water Construction Fund (debt funds) the total amount of $270,000 carry-over from prior year un-spent appropriations for the projects as follows: Engineering Projects 61280320-735009 Capital Improvements $ 270,000 Section 4. There shall be appropriated in the unappropriated balance of the Sewer Construction Fund (debt funds) the total amount of $875,000 carry-over from prior year un-spent appropriations for the projects as follows: Engineering Projects 62380320-735008 Capital Improvements $ 875,000 Section 5. There shall be appropriated in the unappropriated balance of the Safety Fund the total amount of $40,000 for the service as follows: Police Operations 24150820-713004 Other Professional Services $ 40,000 Section 6. There shall be appropriated in the unappropriated balance of the Safety Fund the total amount of $98,272 for the service as follows: Police Operations 24150820-713004 Other Professional Services $ 98,272 Section 7. There shall be appropriated in the unappropriated balance of the Occupancy Deposit Fund the total amount of $500,000 as follows: Occupancy Deposits 29920730-755005 Refunds $ 500,000 Section 8. This ordinance shall take effect and be in force in accordance with Section 4.04(a) of the Dublin Revised Charter. Passed this DD day of _Yrwuun ln , 2024. LG >— Mayor — Presiding Officer ATTEST: Deputy Clerk of Council To: Members of Dublin City Council From: Megan D. O’Callaghan, P.E., City Manager Date: March 19, 2024 Initiated By: Matthew L. Stiffler, Chief Financial Officer/Director of Finance Jaime Hoffman, Director of Finance Operations Meghan J. Murray, Budget Manager Re: Ordinance No. 03-24 – Amending the Annual Appropriations for Fiscal Year Ending December 31, 2024 (Q1) (Updated) Summary This memo has been updated to provide clarifying information regarding the phase of each project discussed in sections 2 through 4. This Ordinance amends the annual appropriations for the fiscal year ending December 31, 2024 to provide supplemental funding in certain budget accounts. The following sections provide descriptions of the appropriations contained within each section of the Ordinance, and the reason for the request. Many of the appropriations requested below are re-appropriations of unused proceeds for debt financed or capital projects. At year-end, all these proceeds were unencumbered as required by the Ohio Revised Code. These requests reflect the mechanics of re-appropriating the funds again for use in 2024. General Fund Policy Compliance The General Fund Balance Policy adopted by Council through Ordinance 32-16 and reaffirmed by Council on October 14, 2019 includes language regarding General Fund balances in excess of 75%. The policy states that “the Director of Finance will transfer 25% of the amount in excess of 75% to the Capital Improvements Fund.” This transfer is subject to Council’s approval as also pursuant to the policy “the City may deviate from the requirements of this General Fund Policy when City Council concludes it is in the best interest of the City to do so.” Based on the 2023 year-end General Fund Balance of $66.9 million and 2023 General Fund expenditures of $87.1 million, the transfer amount per the policy is $394,538.06. In 2017 and 2018, the Director of Finance fulfilled this requirement by including this transfer in the first quarter supplemental for Council’s consideration. In 2021, because of the uncertain impact of COVID-19 as well as planned transfers from the Capital Improvements Fund to the General Fund, Council determined not to include this transfer in the first quarter supplemental. Because of the anticipated utilization of the General Fund Balance in 2024 for future land acquisition, this transfer is not recommended to occur at this time. Should such land acquisition not occur, the transfer could be reevaluated for inclusion in a later 2024 supplemental appropriation. Therefore, the transfer has not been included in this Ordinance, though at the direction of Council it can be added for the Ordinance’s second hearing. All of the following appropriations are reappropriations for projects previously approved in the 2023-2027 or 2022-2026 Capital Improvements Plan. Section 1 requests $11,641,000 in funding appropriations for projects in the Capital Improvements Tax Fund. Office of the City Manager 5555 Perimeter Drive • Dublin, OH 43017-1090 Phone: 614.410.4400 • Fax: 614.410.4490 Memo Ordinance 03-24 – Amending the Annual Appropriations for Fiscal Year Ending December 31, 2024 (Updated) March 19, 2024 Page | 2 • $900,000 is requested for the Bright Road Corridor and Bright Road-Sawmill Road Intersection Improvements (ST23C02) project. The 2023-2027 Capital Improvements Program included funding in 2023 of $6,250,000 for construction of the improvements, land acquisition, and utilities. This request is to reappropriate $700,000 for land acquisition and $200,000 for utilities. This project will improve the congested conditions along the Bright Road corridor and at the Bright Road/Sawmill Road intersection. The project is based on the 2019 Sawmill Road Corridor Study recommendations and the more recent Mount Carmel Traffic Impact Study. The projects include right-of-way acquisition, construction, and utilities. In addition to these reappropriations, this Ordinance moves the appropriations for this project and the North Historic Dublin Area Improvements from the Capital Improvements Fund (Fund 401) to the Capital Construction Fund (Fund 404). This movement will allow for the Northern Historic Dublin Area Improvements and the Bright Road Corridor and Bright Road-Sawmill Road Intersection Improvements projects to be debt or cash funded. The final determination regarding the funding for these projects will be made later in 2024. • $255,000 is requested for the Emerald Parkway and Mount Carmel Main Entrance Roundabout (ST23C04) project. The 2023-2027 Capital Improvements Program included funding in 2023 of $2,430,000 for construction of the improvements, design, land acquisition, and utilities. This request is to reappropriate $80,000 for land acquisition and $175,000 for utilities. This project is to design and construct a roundabout at the proposed intersection along Emerald Parkway for the Mount Carmel Health System main entrance and is consistent with the Mount Carmel Traffic Impact Study and the Mount Carmel Hospital Main Entrance Evaluation recommendations. • $290,000 is requested for the Water Line Replacements - Phase 7 (WT23C04) - Phase VII project will replace older 2-inch water lines that are prone to breaks with 6-inch water lines. Replacing the aging water lines will provide a better level of service to the impacted areas with increased pressures and reductions in water outages. The Waterline Replacement – Phase VII project consists of the following six streets within Muirfield Village: Avemore Court, Culross Court, Haddington Court, Liberton Court, Preswick Court, and Zetland Court. • $2,156,000 for the River Forest Storm and Roadway Improvements (ST23C08) project. The project includes the rehabilitation of roadways in the River Forest subdivision, drainage improvements to alleviate roadway and roadside flooding, and restoring the proper flow of roadside ditches within the right-of-way. The 2023-2027 Capital Improvements Program included funding in 2023 of $1,600,000 for construction of the improvements. Council approved Resolution 01-24 accepting the lowest and best bid of $2,155,198.60 for construction of the project. This request appropriates the necessary funding for the project. • $1,065,000 is requested for the Franklin Street Improvements - Waterford Drive to Sells Alley (ST23C05) project. The 2023-2027 Capital Improvements Program included funding in 2023 of $960,000 for construction of the improvements based on a programming level estimate. Resident input from public information meetings and feedback from City Council during presentations on the project scope established the final project scope. The engineer’s estimate was $1,300,000. Council approved Resolution 05-24 accepting the lowest and best bid for of $1,064,626.20 for construction, which was $104,626.30 more than the $960,000 budgeted in 2023. This request appropriates the necessary funding for the Project. • $5,225,000 is requested for the Avery Road and Rings Road/Cara Road Interim Intersection Improvement (ET202) project. The 2023-2027 Capital Improvements Program included funding in Ordinance 03-24 – Amending the Annual Appropriations for Fiscal Year Ending December 31, 2024 (Updated) March 19, 2024 Page | 3 2023 of $3,000,000 for construction of the improvements based on an inflationary adjustment from a 2021 project cost estimate of $2,908,000. Several changes were made to the project in late 2022 and 2023. Staff added sidewalk and a pedestrian bridge along the east side of Avery Road to Rings Road/Cramer’s Crossing Drive due to recent pedestrian related safety concerns along the roadway. The reconstruction of Cara Road and Cara Court was added to the project as both roadways having a thin pavement buildup and to restore the roadway after waterline installation occurs. Design Project impacts during COVID resulted in additional design related fees. This request also provides additional project funding for the Columbia Gas relocation agreement received in 2023, and adjustments for the actual appraised Right-of-Way acquisition costs. The current engineer’s estimate is $4,700,000, which is $1,792,000 more than the 2021 cost estimate of $2,908,000 and $2,000,000 more than the $3,000,000 budgeted in 2023. This request provides additional funding for the project and a bid contingency recognizing the current volatile market conditions for bidding construction projects. This project will be funded with $5,000,000 from the Thomas Kohler TIF Fund, of this amount $2,000,000 will be advanced from the Capital Improvements fund in 2024. This advance will be repaid by the Thomas Kohler TIF Fund as service payment revenue becomes available. • $1,300,000 is requested for the Hyland-Croy Road Corridor Improvements - Post Road to Park Mill Drive (ST23C06) project. Construction costs of the improvements are $3,511,541.25. Following the project funding agreement between the City and Union County, the City’s contribution of the construction costs was determined to be $1,116,892. The City is also responsible for any additional costs related to shared use paths, utility burial, and guardrails. This request provides additional funding for AEP’s burial costs and the addition of a pedestrian bridge over the Gordon Tri-County Ditch that estimates in 2022 did not anticipate. • $450,000 is requested for the Exterior Restoration of Louis Rings Farmhouse (FC23M02) project. The 2023-2027 Capital Improvements Program included funding in 2023 for the renovation of the building exterior including brick, tuckpointing, and window replacement. Initiating Department: Engineering & Facilities Section 2 requests appropriation of $1,143,000 for debt fund projects in the Capital Construction Fund for projects where funding was appropriated for 2023 was not spent or encumbered. These re- appropriations will allow these projects previously approved to proceed in 2024. These projects include Riverside Crossing Park (construction) and the CML Parking Garage (construction). Section 3 requests appropriation of $270,000 for debt fund projects in the Water Construction Fund for projects where funding was appropriated for 2023 was not spent or encumbered. These re-appropriations will allow these projects previously approved to proceed in 2024. These projects include Water Line Replacement, Waterline Extension – Area 3C (design) and Water Booster Stations – Minor Upgrades (construction). Section 4 requests appropriation of $875,000 for debt fund projects in the Capital Construction Fund for projects where funding was appropriated for 2023 was not spent or encumbered. These re-appropriations will allow these projects previously approved to proceed in 2024. These projects include Deer Run Sanitary Sewer Improvements - Glick Road Relief Sewer (design/acquisition) and Sewer Extensions 3A/3C (Revised Area) (design) and Sewer Extension 1B and 1C (construction) for which construction was first encumbered in 2022 and 2021 respectively. Ordinance 03-24 – Amending the Annual Appropriations for Fiscal Year Ending December 31, 2024 (Updated) March 19, 2024 Page | 4 Initiating Department: Finance Sections 5 and 6 represent new 2024 appropriations for the Police Department. The timing of the adoption of the 2024 Operating Budget took place prior to the finalization of these contracts necessitating the supplemental appropriation in 2024. Section 5 requests $40,000 in funding appropriations in the Safety Fund. The Police Department has partnered with HHS Counseling and their licensed professional counselor, Hope Schrim, to deliver Wellness and Resiliency consultations for all first responders (police officers and communications technicians) totaling $40,000. This newly created initiative will provide first responders with additional resources and strategies to address the unique challenges of public safety professionals by providing critical mental health education and resources on an individualized basis and tailored to the needs of each member. Ultimately, this program seeks to reduce the stigma associated with mental health and provide resources that will promote optimal job performance, resiliency, and overall wellness. This contract will be funded with a grant from the State of Ohio through the Ohio First Responder Recruitment, Retention, and Resilience Program - ARPA Grant, which will allow for full reimbursement of these funds during 2024. Initiating Department: Police Section 6 requests $98,272 in funding appropriations in the Safety Fund for support services in partnership with Syntero for a Public Safety Services Liaison as generally outlined in Ordinance 22-22. Ordinance 22-22 identified how Dublin intended to spend their Coronavirus Aid, Relief, and Economic Security Act (CARES) Act funding and funding for this appropriation has been reserved and allocated in the General Fund for this purpose. The original contract for these services covered October through December 2023. This appropriation will fund this contract for all of 2024. An appropriation for 2025 for this contract will be included in the 2025 Operating Budget. Ordinance 22-22 additionally outlined that his program should last for two years and then be evaluated for future years. The Public Safety Services Liaison is intended to augment the agency’s sworn staff with support by bridging available providers of social services with those members of the public who are in need. Examples of work for this position will include: • Developing and delivering department training regarding specialized populations. • Developing and maintaining positive working relationships with community behavioral health • providers and other community based social services. • Developing a provider system for individuals not connected to resources and families in crisis to local service providers. • Providing ongoing linkage services to referred individuals until they are actively engaged in services or their immediate needs are met. • Documenting referral activities and providing regular updates to facilitate the progress of cases. The Public Safety Services Liaison will assist in evaluating an individual’s need for mental health, physical or daily living services and assist them in connecting with the appropriate community resources and organizations who can further assist them in meeting their basic needs. Since 2018, the Dublin Police Department has responded to over 1,000 calls for services involving individuals in crisis. This liaison would provide short to intermediate term case management services and resource connectivity to reduce repeat calls for police service. Thus, allowing sworn personnel to focus on public safety through crime prevention, reduction, and deterrence efforts. Initiating Department: Police Ordinance 03-24 – Amending the Annual Appropriations for Fiscal Year Ending December 31, 2024 (Updated) March 19, 2024 Page | 5 Section 7 Prior to GASB 84 the conditional occupancy deposits were included in the Agency funds. Beginning in 2023 these funds are required to be included in Special Revenue funds. This request of $500,000 appropriates these funds to the Occupancy Deposit Fund to maintain compliance with these new standards. This special revenue fund contains deposits of conditional occupancy permits and this appropriation will be used to refund those deposits when a conditional occupancy permit has been granted. These expenditures are fully covered by the revenues associated with this purpose. Recommendation Staff recommends City Council approval of Ordinance 03-24, amending the Annual Appropriations for the Fiscal Year Ending December 31, 2024, at the second reading and public hearing of the Ordinance on March 25, 2024.