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37 <br />Capital Project Monitoring and Administration Procedures <br />I. Capital Proiiect Ordinances <br />Abstracts for the adoption of Capital Project Ordinances will clearly explain the <br />purpose of the Capital Project, anticipated timeframe for the project, the revenue <br />sources funding the project 'and the anticipated timing for receiving those <br />revenue sources. Abstracts for Amendments to existing Capital Project <br />Ordinances shall clearly state the reason for the amendment. <br />Project Ordinances will be balanced as to revenue and expenditures. <br />When funding is being moved from one project to another project the term <br />"Transfer to other Project" and "Transfer from other. Project" will not be used in <br />Capital Project Ordinances to identify the Source of Reveriue in a project or the <br />use of funds. This type of account will not used in MUNIS. The original source <br />of funds (ex. 2001 Bond Funds, Alternatives-Financing, TransfeG General Fund) <br />will be maintained in order to properly identify and track the type`of funds being <br />used. This will also eliminate the use of transfers within the same fund which is <br />not in accordance with Generally Accepted Accounting Principles (GAAP). <br />I1. Contracts related to Capital Proiectss~ , ., <br />Departments should not proceed "with a capital;, project until a Capital Project <br />Ordinance is approved which. provides adequate fur-ding to proceed. <br />` Ji <br />Contracts relatedyto' capital projects which are brought to the Board of County <br />Commissioners ~ fog approval, will be reviewed by the Financial Services Budget <br />Office to determine' if there ,is currently„ a Capital Project Ordinance in place to <br />totally fund, the„ contract ~ If sufficient funds are not currently appropriated a <br />Capital Project Ordinance=. or Amendment will be brought forward to fund the <br />contract at the time the contract is presented to the Board for approval <br />III.Reviewing Capital Project Activity <br />Departments will be responsible for reviewing the information and financial <br />activity on the Munis system related to their capital projects on a regular basis. <br />Any potential problems identified or questionable transactions should be <br />addressed on a proactive basis. This would include such items as anticipated <br />revenue that is not showing on MUNIS as being received, transactions on Munis <br />for which there are questions, or project budget amounts which do not appear to <br />agree with approved Project Ordinances. <br />The Financial Services Department will review the Capital Project Funds <br />quarterly. Project budgets in Munis will be reviewed by the Budget Office to <br />insure that they agree with adopted ordinances and that budgeted project <br />revenue and expenditures are equal. The projects will also be reviewed for <br />indications of problems such as budgeted revenue which has not been received <br />