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HomeMy WebLinkAboutAgenda - 05-18-1999 - 8cORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 18, 1999 Action Agenda Item No. 'g- ~ SUBJECT: CHCCS Continuing Contracts for Chapel Hill High School Athletic Field Improvements DEPARTMENT: County ManagerBudget PUBLIC HEARING: (Y/1~ No ATTACHMENT(S): Proposed Resolution 4/2/99 CHCCS Finance Director Memo 3/11/99 CHCCS Facilities Management Director Memo INFORMATION CONTACT: Rod Visser, ext 2300 or Donna Dean, ext 2151 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approval of a resolution authorizing the Chapel Hill-Carrboro City Schools (CHCCS) to enter into continuing contracts for improvements to the Chapel Hill High School athletic facilities. BACKGROUND: The Chapel Hill-Carrboro City Schools have funds allocated in their proposed 1999- 2000 CIP for improvements to athletic facilities at Chapel Hill High School, including bleacher replacements, track and court resurfacing, and new bathrooms. CHCCS would like to enter into contracts now to ensure that the most urgent portions of the work can be completed prior to the start of the new school year. Although they would not need the cash for this project until after it becomes available from the County on July 1, by law CHCCS does need to have a written promise that the funds will be made available before they can enter into contracts for the work. The Board of Commissioners discussed this project with CHCCS representatives at the Board's work session on May 11, 1999, NCGS§ 115C-441 provides in part: (cl) Continuing Contracts for Capital Outlay -- An administrative unit may enter into a contract or capital outlay expenditures, some portion or all of which is to be performed and/or paid in ensuing scal years. without the budget resolution includingappropriation for the entire obligation. provided.• a. The budget resolution includes an appropriation authorizing the current fiscal year's portion of the obligation; b. An unencumbered balance remains in the appropriation sufficient to pay in the current fiscal year the sums obligated by the transaction for the current fiscal year; and c. Contracts or capital outla~xpenditures are approved by a resolution adopted by the board o county commissioners. which resolution when adopted shall bind the board of county commissioners to appropriate su cient funds in ensuing fiscal years to meet the amounts to be paid under the contract in those years. Boazd approval of the attached resolution would provide the Chapel Hill-Cazrboro City Schools with the necessary authorization to enter into the contracts for the athletic field improvements. The Board approved similar requests at their May 11 work session for repairs to the Phillips Middle School roof and to purchase mobile classrooms for McDougle Middle School. FINANCIAL IMPACT: Adequate funds would be available to cover the continuing contract if the Board of Commissioners approves the CIP proposed for FY 1999-2009 by the Chapel Hill-Carrboro Boazd of Education. CHCCS has indicated that it expects the total cost of the high school athletic field improvements under this project to be $785,000. 2 RECOMMENDATION(S): The Manager recommends that the Board adopt the resolution authorizing the Chapel Hill-Carrboro City Schools to enter into continuing contracts for improvements to the athletic facilities at Chapel Hill High School, as outlined in their CIP for fiscal yeaz 1999-2000. 3 ORANGE COUNTY BOARD OF COMMISSIONERS A RESOLUTION AUTHORIZING THE CHAPEL HILL-CARRBORO BOARD OF EDUCATION TO ENTER INTO CONTINUING CONTRACTS FOR IMPROVEMENTS TO ATHLETIC FACILITIES AT CHAPEL HILL HIGH SCHOOL WHEREAS, the Chapel Hill-Carrboro Boazd of Education has included in its proposed Capital Investment Plan for 1999-2000, allocations to undertake improvements to the athletic fields at Chapel Hill High School; and WHEREAS, the Chapel Hill-Carrboro Boazd of Education wishes to enter into contracts now so that portions of the work under these contracts may be completed prior to the start of the new school yeazs and WHEREAS, NCGS§ 115C-441 provides that boards of education may enter into continuing contracts for capital outlay if such contracts aze approved by a resolution adopted by the board of county commissioners, which resolution when adopted shall bind the boazd of county commissioners to appropriate sufficient funds in ensuing fiscal yeazs to meet the amounts to be paid under the contract in those yeazs; NOW, THEREFORE, BE IT RESOLVED BY THE ORANGE COUNTY BOARD OF COMMISSIONERS THAT the Chapel Hill-Carrboro Board of Education is authorized to enter into the necessary contracts for the project cited above, and that the Boazd of County Commissioners will make available the required funds for these contracts, as outlined in the Chapel Hill-Carrboro City Schools CIP for 1999-2000. This, the 18`~ day of May, 1999. CHAPEL HILL-CARRBORO CITY SCHOOLS Lincoln Center, Merritt Mill Road Chapel Hill, North Carolina 27516 Telephone: (919) 967-8211 Neil G. Pedersen, Superintendent Chester F. Preysr, Assistant Superintendent of Support Services Grace H. Holton, Director of Finance TO: Donna Dean Budget Director, Orange County FROM: Grace Holton -,~-1~,~ Director of Finance Chapel Hill-Carrboro City Schools RE: Authorization from County Commissioners to Proceed with Summer Capital Investment Projects DATE: Apri12, 1999 4 Last night, the Boazd of Education approved the attached resolution to request that the County Commissioners allow the Board of Education to enter into contracts on three of the 1999- 00 CIP projects before July 1, 1999. We have three projects that need contracts signed in order for the work to be performed during the summer months. These projects aze all part of the 1999-09 CIP for the school district. The projects will not require a cash outflow until after July 1, but do require the encumbrance of funds. Permission of the County Commissioners and the promise of the funds on July 1 is required to go forwazd with these contracts. The summer months aze the best time to perform construction on a school campus. The roofing project at Guy B. Phillips Middle School and the athletic field work at Chapel Hill High School are scheduled to have the major work done between June and August. The band uniforms at Chapel Hill High School need to be made (a five month process) before the mazching season begins in September. I appreciate any help you can give in putting this request before the Commissioners. I will be happy to answer any questions you may have. Cc: Neil Pedersen Chet Preyar 5 CHAPEL HILL - CARRBORO CITY SCHOOLS Lincoln Center, Merritt Mill Road Chapel Hill, North Carolina 27516-2881 Telephone: (919) 967-8211 Fax: (919) 933-4560 Neil G. Pedersen Chester F. Preyar, Assistant Superintendent Superintendent for Support Services Wllllam J. Mullin, Director of Facilities Management MEMORANDUM TO: Grace Holton FROM: Bill Mullin SUBJECT: Financin of Capital Projects DATE: March 11, 1999 The school district's 1999-09 Capital Investment Plan includes funds for the replacement of the roof at Phillips Middle School and athletic facility upgrades and band uniforms for Chapel Hill High School. All project funding is included in year 1999-00. The CIP contains $230,000 in the Roofing Account and an additional $195,000 is allocated in the Recurring Capital Budget for the Phillips roof project. The CiP's Athletic Facilities Account has $785,000 for improvements at Chapel Hill High School and an additional $40,000 is identified in the CIP for uniforms. In order for work to begin this summer and a majority of construction activity complete prior to the opening of school in August, contracts must be awarded prior to the beginning of the 1999-00 fiscal year. Approval is needed to execute contracts and purchase orders. Planning is underway for all projects. The specifications for Phillips' roof are complete, advertising was conducted and construction bids are being analyzed. A recommendation to award a construction contract is anticipated by the end of March. Planning for components of the athletic facility improvements at Chapel Hill High School is progressing. Construction contracts for bleacher replacement, track and court resurfacing are scheduled for April. The contracts for the new bathroom facilities should be ready in June. Purchase orders for uniforms are also being prepared and will be ready by the end of March. The financial commitment required for the projects and contained in the Capital Investment Plan is as follows: Phillips Middle School Roof Replacement $ 425,000 Chapel Hill High School Athletic Facilities $ 785,000 Chapel Hill High School Band Uniforms $ 40,000 TOTAL COMMITMENT $1,250,000 Please let me know if any additional information is required. 6 C: Chet Preyar