ORDINANCE No. 181483

Amend Code to reflect current structure and operations in the Office of Management and Finance. (Ordinance; replace Code Chapter 3.15 and amend Chapters 5.04 and 5.20)

The City of Portland ordains:

Section 1. The Council finds:

1.  The Office of Management and Finance gained responsibility for the functions and services of the Bureau of General Services in 2000.

2.  The position of the Director of the Bureau of General Services was abolished in the budget process effective in 2006.

3.  Five operating funds were previously managed by the Bureau of General Services and are now managed by the Office of Management and Finance.

4.  Two operating funds were previously managed within the Bureau of Technology Services and have been merged into one Technology Services Fund.

5.  The Portland Water Bureau regained responsibility for the functions of the Utilities Customer Services Division of the Office of Management and Finance Revenue Bureau in 2006.

6.  The capital expenditure limit guidelines are currently reflected in the City Financial Administrative Rules.

7.  The current City Code does not reflect these changes in the Administration and Revenue and Finance titles of the Code.

NOW, THEREFORE, the Council directs:

a.  City Code Chapter 3.15, Management and Finance, is hereby amended by substituting Chapter 3.15 as shown in Exhibit A.

b.  City Code Section 5.04.180 A, CityFleet Operating Fund, is amended as follows:

A.  The CityFleet Operating Fund is hereby created as a working capital fund an internal service fund within the Bureau of General Services, Office of Management and Finance described in Section Chapter 3.15.080 of this Code. The major operating funds for this Fund shall be generated by Interagency Agreements with the City bureaus and others using the services of the Bureau of General Services. Other receipts of the Fund shall include service charges to users, interest earned by the Fund and any other monies which are appropriate revenues. Expenditures from the Fund shall be in accordance with appropriations made by the Council.

c.  City Code Section 5.04.185, Facilities Services Operating Fund, is amended as follows:

A.  The Facilities Services Operating Fund is hereby created (by Ordinance 163156, June 27, 1990) as a working capital fund an internal service fund within the Bureau of General Services, the Office of Management and Finance described in Section Chapter 3.15.080 of this Code. The major operating funds for this Fund shall be generated by Interagency Agreements with the City bureaus and others using the services of the Bureau of General Services. Receipts of the Fund shall include proceeds of these Interagency Agreements, service charges to users, interest earned by the Fund, and any other monies which are appropriate revenues. Fees shall be collected and deposited into this Fund for all property management related services involving leases, and for the purchase and sale of City owned real property. Expenditures from the Fund shall be in accordance with appropriations made by the Council.

B.  The costs of repair, maintenance, taxes or any other expense incurred by the Bureau of General Services in providing any property management services, shall be the responsibility of the bureau or agency using or responsible for the property. All net revenues (defined as revenue, less all appropriate expenses) from rents, leases or sales shall accrue to the bureau or agency using or responsible for the property.

C.  Any property that is not specifically used or the responsibility of any bureau or agency is defined as “unassigned property,” and shall be the responsibility of the General Services Bureau, Administrative Services Division Office of Management and Finance (General Fund). Net revenue for these properties shall be considered total revenue from the rent and sale of all these properties, less total expenses for all these properties. Any net revenue from these properties, shall be transferred to the General Fund at the end of each fiscal year.

D.  Any property acquired by the City from any source shall be inventoried with the Bureau of General Services Office of Management and Finance.

 Remainder of this section is unchanged.

d.  City Code Section 5.04.190, Communications Service Operating Fund, is repealed.

e.  City Code Section 5.04.200 A, Printing and Distribution Services Operating Fund, is amended as follows:

A.  The Printing and Distribution Services Operating Fund is hereby created as a working capital fund an internal service fund within the Bureau of General Services, Office of Management and Finance described in Section Chapter 3.15.080 of this Code. The major operating funds for this Fund shall be generated by Interagency Agreements with the City bureaus, and others, using the services of the Bureau of General Services. Other receipts of the Fund shall include service charges to users, interest earned by the Fund and any other monies which

 are appropriate revenues. Expenditures from the Fund shall be made in accordance with appropriations made by the Council.

f.  City Code Section 5.04.230 A, Insurance and Claims Operating Fund, is amended as follows:

A.  The Insurance and Claims Operating Fund is hereby created as a working capital fund an internal service fund under the Bureau of General Services, Office of Management and Finance, described in Section Chapter 3.15.080 of this Code. Receipts of the Fund shall include service charges to user funds for administrative and legal expenses, insurance premiums and loss reserves, interest earned by the Fund and any other monies which are appropriate revenues. Expenditures from the Fund shall be in accordance with the appropriations made by the Council.

g.  City Code Section 5.04.240, Workers’ Compensation Self Insurance Operating Fund, is amended as follows:

 The Workers’ Compensation Self Insurance Operating Fund is hereby created as a working capital fund an internal service fund under the Bureau of General Services Office of Management and Finance described in Section Chapter 3.15.080 of this Code. Receipts of the Fund shall include service charges to user funds for administrative and legal expenses, insurance premiums, expected and unanticipated loss reserves, interest earned by the Fund and any other monies which are appropriate revenues. Expenditures from the Fund shall be made in accordance with appropriations made by the Council. Expenditures and encumbrances shall be limited to the balance in the Fund at the time and to purposes for which there is an appropriation or other source of reimbursement authorized at the time.

h.  City Code Section 5.04.500, Information Technology Services Fund, is amended as follows:

 Information Technology Services Fund.

 The Information Technology Services Fund is hereby created as a working capital fund an internal service fund (by Ordinance 164360, June 26, 1991) under the Bureau of Technology Services as described in Section 3.15.0670 of this Code. The purpose of this Fund is to receive and record expenditures related to the management, operation and delivery of a variety of information technology services to City bureaus and offices. The Fund also supports facilitation of multi-year funding of major information technology initiatives. The Fund is supported primarily by charges to City bureaus for corporate and bureau-specific services.

j.  City Code Section 5.20.010 B C D, Budget Procedure, is amended as follows:

B.  The preliminary budget estimates of expenditures for the departments and bureaus for the ensuing year shall be prepared and submitted by the department heads to the as directed by the Commissioner of Finance and Administration in the manner prescribed by him.

C.  The Commissioner of Finance and Administration is hereby designated the Chairman of the budget Committee.

D.  The capital expenditure limit is established at $5,000 to be adjusted annually based on the average inflation rate for the Portland Metropolitan Area, as determined from U.S. Department of Labor Statistics as certified by the City Auditor and shall be rounded to the nearest $100.

k.  The City Auditor may substitute any bureau and division title in lieu of the title originally appearing in City Code, in accordance with this ordinance and Exhibit B attached.

BACKING SHEET INFORMATION

AGENDA NO. 1410, 1479, 1507-2007

ACTION TAKEN:

NOV 28 2007 RESCHEDULED TO DEC 12 2007 9:30AM

DEC 12 2007 PASSED TO SECOND READING DEC 19 2007 9:30AM

ORDINANCE/RESOLUTION/COUNCIL DOCUMENT NO. 181483