Beavercreek council approves supplemental appropriation for phone system upgrade and PO reappropriation

The Beavercreek City Council on July 14 voted to approve Ordinance 25-12, a supplemental appropriation ordinance that adds $70,000 to the general fund for a phone-system upgrade and reappropriates funds linked to a closed purchase order from 2023.

The appropriation aims to replace ageing phone infrastructure and server software that are no longer supported, and to reestablish budget authority for a purchase order the city’s finance system had closed. “The phone issues…so that we are no longer receiving the copper signal coming from the street and to upgrade our server and software,” said Mister Graham during the council presentation. He described the two-part ordinance as addressing both the phone project and a purchase-order accounting issue.

Mister Graham said the phone project is estimated at $70,000 and that the purchase-order matter involves a 2023 order that was closed by the vendor and needs reappropriation. He explained a likely software behavior that can close an order if the system records a quantity of one for a large contract, and noted staff is running reports to identify remaining closed-but-balanced purchase orders. “We have been able to run a report that shows every purchase order that still has a balance that has been closed,” Graham said.

Council members discussed prior work-session review of options. One council member said the ordinance represented “the most cost effective and probably best” option and supported it with reluctance and necessity. After discussion the council moved and seconded approval of Ordinance 25-12 on a single reading and adopted it by roll call vote; all members present voted in favor.

The ordinance authorizes the immediate $70,000 appropriation for telecommunications and the administrative reappropriation of funds tied to the closed purchase order. Council members asked staff whether additional old purchase orders remain; Graham replied staff can run reports and that many of the older open balances relate to multi-year road projects where encumbrances remain.

Staff said they will continue identifying closed but balanced purchase orders and will work with vendors to reconcile those items. The council did not place conditions on the appropriation beyond usual budgeting and reporting processes.

The approved ordinance amends previously adopted ordinances (24-43, 25-4, 25-11) as indicated in the title and becomes part of the city’s 2025 appropriations record. The council moved on to the next agenda item following the vote.