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Home My WebLink AboutORD-2009-035 - Roofing Projects Chapel Hill Carrboro City Schools Capital Project Ordinance ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 19, 2009 Action Agenda Item No. ~{- -' (' SUBJECT: Approval of School Capital Project Ordinances DEPARTMENT: Budget ATTACHMENT(S): PUBLIC HEARING: (Y/N) No Capita! Project Ordinances for FY 2009-10 INFORMATION CONTACT: a) Chapel Hill Carrboro City Schools Donna Coffey, (919) 245-2151 Projects b) Orange County Schools Proiects PURPOSE: To consider approval of School capital project ordinances for FY 2009-10. -BACKGROUND: On April 28, 2009, Orange County and Chapel Hill Carrboro City Boards of Education shared with Commissioners their prioritized capital investment budget for FY 2009- 10. Both school districts have particular capita( projects where work needs to occur during the early summer months when students are not in class. In order for work to begin immediately as school adjourns for summer break, school districts must have Commissioner approved capital project ordinances in place to award bids for the planned projects. Tonight staff requests the Board approve the attached capital project ordinances for FY 2009-10. There are four projects ,falling. into this category and need approval by the Board tonight. Staff will bring the remaining schoo( and county capital project ordinances to the Board for approval at the June 2, 2009 meeting. FINANCIAL IMPACT: Total pay-as-you-go funding of $1,375,000 provides the revenue for the following projects: CHCCS Window Replacements (Lincoln Center $206,210 CHCCS Roofing Projects (Lincoln Center, Carrboro Elementary, Seawall Elementary) $943,790 OCS -Central Elementary Cooling Tower $100,000 OCS - Efland Cheeks Elementary Cooling Tower $125,000 Total $1,375,000 plt~ ~0 -- 016 d~1 - 03.E RECOMMENDATION(S): The Manager recommends the Board of County Commissioners approve the School capital project ordinances for FY 2009-10. a Window Replacements Chapel Hill-Carrboro City Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds for the replacement of old and inoperable windows at various elementary, middle, and high schools. Funding for the project comes from savings from Public School Building Funds, savings from other projects within the District and alternative financing. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: Through FY 2008-09 FY 2009-10 Through FY 2009-10 Sales Tax $870,000 $206,210 $1,076,210 Im act Fees $0 $0 $0 1992 Bond Funds $0 $0 $0 1997 Bond Funds $0 $0 $0 Pro'ects $0 $0 $0 Alternative Financin $655,000 $0 $655,000 Total Fundin $1,525,000 $206 210 $1 731 210 Section 4. The following amount is appropriated for this project: Through FY 2008-09 FY 2009-10 Through FY 2009-10 Plannin /Arch/En in $25,000 $0 $25,000 Land/Assoc Fees $0 $0 $0 Construction $1,500,000 $206,210 $1,706,210 E ui ment/Furnishin s $0 $0 $0 Other $0 $0 $0 Contin enc $0 $0 $0 Total Costs .$1,525,000 $206,210 $1,731,210 Section 5. This ordinance remains in effect from July 1, 2002 until June 30, 2010. Adopted this 19m day of May 2009. 3 Roofing Projects Chapel Hill-Carrboro City Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds to repair and replace roofs at many of the schools in the district. Proceeds from the Schools' portion of the one-half cent sales taxes, alternative financing, and transfers from completed projects within the District finance this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. . Section 3. The following revenue is anticipated to complete this project: Through FY 2008-09 FY 2009-10 Through FY 2009-1 D Sales Tax $883,626 $943,790 $1,827,416 Im act Fees $0 $0 $0 Alternative Financin $3,015,000 $0 $3,015,000 1992 Bond Funds $0 $0 $0 1997 Bond Funds $0 $0 $0 Transfers from Completed Pro'ects $488,500 - $0 $488,500 Total Pro'ect Fundin $4,387,126 $943,790 $5,330,916 Section 4. The following amount is appropriated for this project: Through FY 2008-09 FY 2009-10 Through FY 2009-10 Plannin !Arch/En iri $205,000 $0 $205,000 Land/Assoc Fees $0 $0 $0 Construction $4,182,126 $943,790 $5,125,916 E ui ment/Furnishin s $0 $0 $0 Other $0 $0 $0 Contin enc $0 $0 $0 Total $4,387,126 $943,790 $5,330 918 Section 5. This ordinance supersedes all previous Renovations -Roofing Capital Projects for the Chapel Hill-Carrboro City Schools. Section 6: This ordinance, originally adopted July 1, 1998, shall remain in effect until June 30, 2010. Adopted this 19th day of May 2009. Central Elementary Renovations Orange County Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1.The project authorized provides funds to renovate present space adjacent to the media center for a computer laboratory and a video station as well as the production and work areas of the media center. Proceeds from the Schools' share of pay-as- you-go capital funds finance this project. Section 2.The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3.The following revenue is anticipated to complete this project: Through FY 2007-08 FY 2009-10 Through FY 2009-10 Sales Tax $199,000 $100,000 $439,000 Impact Fees $0 ~ $0 $0 PSBF $0 $0 $0 1997 Bond Funds $0 $0 $0 Other $Q $0 $0 Total Project Funding $199,000 $100,000 $439,000 Section 4.The following amount is appropriated for this project: Through FY 2007-08 FY 2009-10 Through FY 2009-10 Plannin /Arch/En in 0 0 0 Land/Assoc Fees 0 0 0 Construction $159,000 100,000 $399,000 E ui ment/Furnishin 40,000 0 $40,000 Other 0 $0 0 Contin enc $0 0 0 Total A ro nation 199,000 100,000 9 000 Section 5. The following amounts have been transferred to another Orange County Schools Capital Project: Through FY Through FY 20Q7-08 FY 2008-09 2008-09 Transfer to Orange High Track and Footb~l Feld Project (FY2tX~09) $0 $54,732 $54,732 Total Costs $0 $54,732 $54,732 s Section 6:This ordinance supersedes previous Central Elementary Renovations Capital Project ordinances for the Orange County Schools. Section 8. This ordinance remains in effect from July 1, 1998 until June 30, 2010. Adopted this 19th day of May 2009. S Efland-Cheeks Elementary Renovations Orange County Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds to add storage for indoor and outdoor physical education equipment and an office for the Physical Education teacher. Also included are installation of energy efficient windows and air conditioning and electrical upgrades. Proceeds from the Schools' portion of the one-half cent sales taxes and the 1997 bond referendum finance this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3: The following revenue is anticipated to complete this project: Through FY 2008-09 FY 2009-10 Through F'Y 2009.-10 Sales Tax $477,000 $125,000 $602,000 Impact Fees $0 $0 $0 PSBF $0 $0 $0 1997 Bond Funds $85,000 $0 $85,000 Other $0 $0 $0 .Total Project Funding $562,000 $125,000 $687,000 Section 4. The following amount is appropriated for this project: Through FY 2008 09 FY 2009-10 Through FY 2009 10 Plannin Arch/Bn in $20 000 $0 $20,000 Land/Assoc Fees $0 $0 $0 Construction $532,000 $125,000 $657,000 E i ment/Funushin $10,000 $0 $10,000 Other $0 $0 $0 Contin enc $0 $0 $0 Total A ro riatiou $562,000 $125,000 $687 000 Section 5. This ordinance supersedes previous Efland-Cheeks Elementary School Renovations capital project ordinances. Section 6. This ordinance remains in effect from July 1, 1998 until June 30, 2010. Adopted this 19~' day of May 2009. .S /r-~a~ ~r The Board will consider accepting conditions set forth in a Congestion Mitigation and Air Quality Agreement Resolution with the North Carolina Department of Transportation and authorize the Manager to sign. r. Approval of School Capital Project Ordinances The Board approved the School capital project ordinances for FY 2009-10 as follows: - CHCCS Window Replacements (Lincoln Center) - $206,210 - CHCCS Roofing Projects (Lincoln Center, Carrboro Elementary, Seawell Elementary) - $943,790 - OCS -Central Elementary Cooling Tower - $100,000 - OCS - Efland Cheeks Elementary Cooling Tower - $125,000 TOTAL - $1,375,000 VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: d. Ratification of Submission of a Grant Proposal for the Farm Enterprise Incubator at the WC Breeze Family Farm Extension ~ Research Center The Board considered ratifying the May 13, 2009 submission of a grant proposal for the Farm Enterprise Incubator at the WC Breeze Family Farm Extension & Research Center to NC A & T State University for inclusion in a grant proposal to the US Department of Agriculture Beginning Farmer and Rancher Development Program. Commissioner Gordon said that she had no objection to this, but she noted that in the financial impact it talks about indirect costs related to grants. She wants staff to come back with a report about the indirect costs policy for grants. Commissioner Hemminger asked how much time this would take for staff. Laura Blackmon said that the staff did an indirect cost analysis for purchasing paybacks but all of this depends on the grant. There is no way for the County to be reimbursed for these expenses. Commissioner Gordon said that she is more concerned about having a principled way to get these indirect costs reimbursed. She wants a report done of what is being done now in cases when the county would be eligible to recover indirect costs. Laura Blackmon said that the County does not charge other governments for doing grants and only staff time is used. Donna Coffey said that in setting the fees in the past, they have included indirect costs in the fees. The County also charges indirect costs for the Department of Social Services. This money is recouped from the State. In cases of grants, the money is recouped when it can be. There is no formal policy, but this has been the past practice. Commissioner Gordon said that when it is possible to recoup the costs, it should be done. She would like a brief report on how indirect costs are computed. Donna Coffey said that the County does contract for an indirect cost plan, and this is provided by an outside vendor. The contract is approved by the Board. This is used as a benchmark. It is a large document. Commissioner Gordon asked Donna Coffey to write up a brief summary on the indirect costs policy and how much the County can recoup. Laura Blackmon said that it might be easier to go through this process when there are examples. This would be difficult to bring back to the Board during the budget season. Commissioner Gordon said to bring it back in the fall. Commissioner Yuhasz said to please highlight this in the fall to have more discussion. A motion was made by Commissioner Gordon, seconded by Commissioner Yuhasz to ratify the May 13, 2009 submission of a grant proposal for the Farm Enterprise Incubator at the