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Ordinance 037-18Dayton Legal Blank, Inc. Ordinance No. 37-18 RECORD OF ORDINANCES Passed Form No. 30043 20 AN ORDINANCE AMENDING THE ANNUAL APPROPRIATIONS FOR THE FISCAL YEAR ENDING DECEMBER 31, 2018 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, WHEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, ' of the elected members concurring, that: Section 1. There be appropriated from the unappropriated balance in the General Fund the amount of $650,000 as follows: Buildina Standards 10120730-713005 Miscellaneous Contract Services $ 25,000 Transfer 10196290-741241 Transfers —Police $ 600,000 10196290-741261 Transfers -Cemetery $ 25,000 Section 2. There be appropriated from the unappropriated balance in the Permissive Tax Fund the total amount of $450,000. Of that total, $250,000 is to be appropriated to account 23180320-735006 for Rings Road roadway maintenance, and $200,000 is to be allocated to account 23197230-742000 for repayment of advances to the Capital Improvement Tax Fund. Section 3. There be appropriated from the unappropriated balance in the Hotel/Motel Tax Fund the total amount of $66,500. Of that total, $14,500 will be appropriated to account 23240220754005 for the payment to the Bridge Park New Community Authority (NCA) per the 2015 development agreement with Crawford Hoying Development Partners, LLC, and $52,000 to be allocated to account 23280350-735002 for the Dublin Arts Council (DAC) kitchen renovation project. Section 4. There be un-appropriate;i from the appropriated balance in the Capital Improvements Construction Fund the amount of $17,825,000 to account 40480320- 735004 to be added back to the fund balance. Section 5. There be appropriated from the unappropriated balance in the Perimeter West TIF Fund the amount of $202,000 to be appropriated to account 43180320735004 for the Hyland -Croy / Post Road signal improvement project (ET132). Section 6. There be appropriated from the unappropriated balance in the Upper Metro Place TIF Fund is the total amount of $1,382,000. Of that total, $5,000 is to be appropriated to account 43280320-735004 for the Smiley Park shared -use path project (AT164), and $1,377,000 is to also be appropriated to account 43280320-735004 for the expenditures related to the construction of the I-270/US33 interchange project (ET141). Section 7. There be appropriated from the unappropriated balance in the Rings/Frantz TIF Fund the total amount of $56,170. Of that total, $41,17® is to be allocated to account 43380320713004 for the Tuttle Crossing Boulevard Extension and Avery Road Improvements project (ET013), and $15,000 is to be allocated to account 43380320- 735004 for the Rings Road shared -use path project (ET16G). Dayton Legal Blank, Inc. Ordinance No. 37-18_ RECORD OF ORDINANCES Form No. 30043 Passed _ Page 2 of 2 _,20 Improvements project (ET013), and $15,000 is to be allocated to account 43380320- 735004 for the Rings Road shared -use path project (ET16G). Section 8. There be appropriated from the unappropriated balance in the Sevver Construction Fund the amount of $750 to be allocated to account 62310210-713005 for bank fees incurred on sewer construction debt. Section 9. There be appropriated from the unappropriated balance in the Agency Fund — Unclaimed Money account the total amount of $11,500. Of that total, $10,000 is to be allocated to account 80310210-755002 for unclaimed checks, and $1,500 is to be allocated to account 803102107!55003 for unclaimed payroll. Section 10. There be appropriated from the unappropriated balance in the Agency Fund — Bridge Park NCA Charges account the amount of $55,000 to be allocated to account 80510210-755026 for remittance to the Bridge Park New Community Authority (NCA) the 1% additional bed tax collected on lodging at the Dublin AC Hotel by Marriott. Section 11. There be appropriated from the unappropriated balance in the Agency Fund — Economic Development PACE account the total amount of $53,000 to be allocated to account 81720740-713005 for the remittance of the special assessment for the Property Assessed Clean Energy (PACE) program. Section 12. There be appropriated from the unappropriated balance in the following Funds the amount totaling $43,900 for County Auditor Deductions on real estate tax settlements and service payments to the following accounts: SDecial Assessment Debt Service Fund 32290290711001 County Auditor Deductions $ 300 CaDital Improvements Tax Fund 40110290-711001 County Auditor Deductions $ 15,000 Thomas/Kohler TIF Fund 41910290-711001 County Auditor Deductions $ 3,000 Upper Metro Place TIF Fund 43210290-711001 County Auditor Deductions $ 2,500 Irelan Place TIF Fund 44910290-711001 County Auditor Deductions $ 100 Dublin Methodist Hospital TIF Fund 45310290711001 County Auditor Deduction's), $ 17,000 West Innovation TIF Fund 45910290-711001 County Auditor Deductions $ 6,000 Section 13. This ordinance shall tale effect and be in force in accordance with Section 4.04(a) of the Dublin Revised Charter. Pa sed this d !y of 2018.,I f Mayor — Pr s�yc9' i n g Ofificer ATTEST: C_ 0- oe Clerk of Council 4 C Uity of Djubl in it 4 4'TTIce of the City Manager 5200 Emerald Parkway * Dublin, OH 43017-109 Phone: 614-410-4400 * Fax: 614-410-4490 1 To,: Members of Dublin City Council From: Dana L McDaniel, City Mana Date,z April 5,, 2018 Initiated Angel L. Mumma, Director of Finance By: David Gaines, Deputy Director of Finance Melody Kennedy, Budget Manager 4 4, Rev. Ordinance No. 37-18 — Amending the Annual Appropriations for Fiscal Year Ending December 31,, 2018 Ordinance No. 37-18 amends the annual appropriations for the fiscal year ending December 31, 2018 in the General Fund and in various other funds to provide sufficient funding 'in certain budget accounts. A description of the appropriations contained within each section of the Ordinance are as follows: Also in the General Fund are requests for two transfers; one for the Safety Fund in the amount of $600,000,, and one for the Cemetery Fund in the amount of $25,000. During our financial analysis of Q1, it was determined that resources in the Safety Fund and the Cemetery Fund were not sufficient to cover the costs appropriated for transfers in the 2018 operating budget, and additional budgeted transfers were needed: The transfer request in the Cemetery Fund is attributable to the $25,000 additional miscellaneous contract services and general maintenance expenses budgeted in the approved 2018 Operating Budget. Contract services includes bank fees paid on credit Ordinance 37-18 - Amending the Annual Appropriations for Fiscal Year Ending December 31, 2018 April 5, 2018 Page 2of5 card payments received in the City's Cemetery Office which are increasing annually, and increases in charges for general maintenance including fence and stone wall work, headstone refurbishing, tree/annuals/perennials replacements and mulch. In the Cemetery Fund as well as the Safety Fund, if the transfer is not actually needed during the course of the year, the transfers will not be made. Initiating Department: Department of Development — Building Standards, and Department of Finance (Section 1) Section 2 requests a total of $450,000 in funding requests for the Permissive Tax Fund. Of that amount, $250,000 is requested for maintenance and repair work on a section of Rings Road west of Cosgray Road to Houchard Road. Additionally, $200,000 in funding is being requested for an advance expense to repay the Capital Improvements Tax Fund for advances made for the Relocated Rings Road (Churchman Road) project (ET119). Originally, $2,200,000 was advanced from the Capital Improvements Tax Fund to the Permissive Tax Fund to cover the 2016 construction cost of the Churchman Road project between Marmion and Rings Road, with a roundabout at the Rings Road intersection. An annual repayment of the original advance will be made until the Capital Improvements Tax Fund is made whole. Initiating Department: Department of Public Works — Engineering, and Department of Finance (Section 2) Section 3 requests a total of $66,500 in funding requests from the Hotel/Motel Tax Fund. Of that amount, $14,500 is requested for the payment to the Bridge Park New Community Authority (NCA) for 25% of the lodging tax generated by the operation of the Bridge Park AC Marriott, and Dublin Home 2 Suites hotels per the development agreement with Crawford Hoying Development Partners, LLC (Ordinance 44-15). This annual grant will be used by the Bridge Park NCA to pay a portion of the operating, maintenance and capital expense costs of the community facilities. The first "annual" payment made in 2018 covered the period October — December 2017. The annual payment for 2019 will be included in the 2019 Operating Budget. Additionally, $52,000 is being requested for the Dublin Arts Council (DAC) kitchen renovation project located at 7125 Riverside Drive (City -owned property). General Maintenance and Engineering Co. will be doing the construction project. The project will be funded through the Hotel/Motel Tax Fund and includes demolition of the existing kitchen and renovation of the kitchen area with new sinks, refrigerator, freezer, grease trap, counter tops, cabinets and flooring to enhance the Arts Council's ability to host quality catered events. The appropriation being requested will cover all expenses except for the refrigerator and freezer, which will be paid for by the DAC. Initiating Department: Department of Public Works — Facilities, and Department of Finance (Section 3) Ordinance 37-18 - Amending the Annual Appropriations for Fiscal Year Ending December 31, 2018 April 5, 2018 Page 3 of 5 Section 4 requests an un -appropriation of funding in the total amount of $17,825,000 in the Capital Construction Fund. Additional appropriations had been made in the Capital Improvements Construction Fund in the 2018 Operating Budget to cover possible funding needed for the Historic Dublin High Street project, the Historic Dublin CML Library Street Network project, and the Historic Dublin CML Library Parking Garage project. Ordinance 02-18 approved earlier this year appropriated the exact amount of the contract with Turner Construction. As the projects have shored -up and actual contract amounts were established based on approved construction bids, the additional funding will not be needed and can be returned to the fund balance of the Capital Improvements Construction Fund. Staff will continue to monitor expenditures in the Fund. Should additional funding be necessary as the projects progress, requests will be brought forward for City Council's approval on a case-by- case basis. Initiating Department: Department of Finance (Section 4) Section 5 requests $202,000 for the Hyland -Croy / Post Road traffic signal improvement project approved by Resolution No. 12-18 (Complete General Construction Company). The project consists of work at the intersection of Hyland -Croy and Post Roads, including the installation of a southbound right turn lane and a new traffic signal, including a one mast arm/support pole, traffic signal wiring, video vehicle detection system, and traffic signal controller cabinet with all components. This is an interim installation to provide service until the US33/SR161 and Post Road interchange improvement are constructed. This project was originally programmed for $300,000 in the 2017 CIP. Funding was not carried forward into 2018 since the actual contract bid amount was unknown at year-end. The City will expend the full amount of the project, however, per Resolution No. 11-18, Union County will reimburse the City for one-half of the cost of the project which is approximately $101,000. Initiating Department: Department of Pub/ic Works — Engineering (Section 5) Section 6 requests funding authorization of $1,382,000 in the Upper Metro Place TIF Fund Of that total, $5,000 is requested to fund a change order for Fishel Company for the Smiley Park shared -use path project. The change order was necessitated by the need to relocate multiple underground utilities (fiber) to make way for the pathway project. Also requested in the Upper Metro Place TIF Fund is $1,377,000 for the expenditures associated with the 270/33 Interchange Project. The City issued a State Infrastructure Bank (SIB) Loan through ODOT in 2015. The total loan was issued by the City. However, there is a portion of the loan for which the City is responsible for repaying the principal and interest and a portion for which Mid -Ohio Regional Planning Commission (MORPC) is responsible for repaying the principal. The City will pay MORPC's portion of the interest. ODOT is distributing the loan proceeds for both portions directly to the contractor to pay for the project. Even though the City is not receiving or distributing cash, it is required to record the on -behalf payments submitted by ODOT on its books. The amounts paid to the contractor represent proceeds of the SIB loan and capital outlay expenditures. The net effect on fund balance will be zero but the on -behalf payments must be recorded in revenues and expenditures. Also, the proceeds of the loan should be reflected in the amended certificate as estimated revenue. The Ordinance 37-18 - Amending the Annual Appropriations for Fiscal Year Ending December 31, 2018 April 5, 2018 Page 4of5 expenditures should be appropriated and reflected in the budget of the fund. This treatment follows accounting guidance issued by the Auditor of State. As more information is forwarded to the City from ODOT, additional supplemental appropriations will be needed during calendar year 2018. Initiating Department: Department of Pub/ic Works — Engineering, and Department of Finance (Section 6) Section 7 requests funding authorization in the Rings/Frantz TIF Fund in the total amount of $56,170. Of that amount, $41,170 is for a change order (American Structurepoint Inc.) for the Tuttle Crossing Blvd. Extension and Avery Road Improvements project. The scope of service for additional work on the Tuttle Crossing Blvd. Extension (Phase 1) and Avery Road improvements (widening) project includes revision to right-of-way, drainage design, and construction plan updates due to the planned Gage Crossing development. Also requested is $15,000 in funding for a change order relating to the Rings Road shared -use path project. This change order (Park Enterprise construction Co, Inc.) included extra tree removal, additional excavation, additional stone and topsoil to bring the Rings Road ditch to grade, path elevation changes between driveways to avoid creation of areas for water to pond, and raising the path at the east end to reduce slope severity. Section 8 requests funding authorization in the Sewer Construction Fund in the amount of $750 to cover bank and investment advisor fees on general obligation bonds for the City's projects funded through debt proceeds. These projects include manhole rehabilitation, sewer lining and repair, and sanitary sewer extensions. The amount of bank fees varies, and they were not appropriated with the 2018 Operating Budget. These costs are offset against interest earned on the bond proceeds. Sections 9, 10 and 11 requests funding authorization for the Agency Funds. These are Funds where assets are held for distribution by the City as an agent for another entity for which the City has custodial responsibility. For this reason, the Agency Funds are considered clearing accounts and do not provide measurement of operations, and they are not required to be budgeted. However, the City prefers to monitor the accounts, and to the extent possible, eliminate deficit balances. Therefore, supplemental amounts are requested as shown in the accompanying Ordinance. All payments made from the accounts within the Agency Fund have revenue to offset the expenses with no net impact to the City's financial balance. • Section 9 requests an $11,500 appropriation for the Unclaimed Monies account. This account collects monies from unclaimed funds such as uncashed vendor checks, uncashed payroll checks, or uncashed income tax refund checks. The City's policy states that after a City -issued check is uncashed for six months, a check is moved to the Unclaimed Monies Fund. After five years of non -activity, it is moved to the City's General Fund. The appropriation being sought will allow these unclaimed funds to be moved back to the City's General Fund. 0 Section 10 requests a $55,000 appropriation for the Bridge Park New Community Ordinance 37-18 - Amending the Annual Appropriations for Fiscal Year Ending December 31, 2018 April 5, 2018 Page 5of5 Authority (NCA) Charges account. This is a new account that collects a 1% additional bed tax for lodging at the Dublin AC Hotel by Marriott. Monthly, the collections are remitted to the Bridge Park NCA (per Development Agreement). A 3% administrative charge is withheld from the remittance to cover the City's administrative costs. The appropriation being sought will allow the monthly remittances to be made to the Bridge Park NCA for the year. • Section 11 requests a $53,000 appropriation for remittance of the PACE special assessments collected through Franklin County on behalf of the City. As you'll recall, Resolutions No. 60 and 61-17, and Ordinance No.62-17 enabled the property at 5500 Frantz Road, the Scioto corporate Center to secure financing through the PACE Program. PACE allows qualifying energy improvements to be financed through assessments on a property owner's real estate tax bill to pay for energy efficiency and renewable energy improvement projects. PACE special assessment are used to secure local government bonds issued to fund the improvements without requiring the borrower or the sponsoring local government (in this case the City of Dublin) to pledge its credit. By allowing participating property owners to pay for energy improvements to their properties via bond issue tied to a special assessment on their property tax bill, PACE financing enables property owners to reduce energy costs with no upfront investment. The scope of the work to be completed at 5500 Frantz Road includes interior and exterior LED lighting upgrades, boiler replacement, and other temperature control upgrades. The appropriation being sought will allow the remittance to be made to Huntington National Bank to cover the loan payments for one year. The "payback" period for the special assessment is 15 years. Sections 12 requests funding authorization in accounts as listed in the accompanying ordinance to cover the County Auditor Deductions associated with real estate tax settlements. These County auditor fees are charged to the City to cover the County's administrative costs of preparing the City's tax apportionment sheet. Fee amounts vary with the amount of real estate taxes, service payments, and delinquent taxes collected, and are difficult to estimate for budgeting purposes. Initiating Department: Department of Finance (Sections 8, 9, 10, 11, and 12) Recommendation Staff recommends City Council approval of Ordinance 37-18, amending the Annual Appropriations for the Fiscal Year Ending December 31, 2018, at the second reading and public hearing of the Ordinance on April 23, 2018.