HomeMy WebLinkAboutAgenda - 09-30-1998 - 1ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 30, 1998
SUBJECT: School Operating /Capital Issues Updates
DEPARTMENT: County Manager
ATTACHMENT(S):
As noted below
Action Agenda
Item No. 1
PUBLIC HEARING: (Y/N)
BUDGET AMENDMENT: (Y/N)
INFORMATION CONTACT:
John Link or Rod Visser, ext 2300
TELEPHONE NUMBERS:
Hillsborough
732 -8181
Chapel Hill
968 -4501
Durham
688 -7331
Mebane 336- 227 -2031
PURPOSE: To discuss with the Orange County Board of Education operational and capital facility issues of
mutual interest to both Boards.
BACKGROUND: Topics tentatively identified for discussion during this work session include:
■ Schools and Land Use Council — an opportunity for Council representatives to update all elected officials on
recent discussions at Council meetings.
■ Process for siting new schools — topic identified by the Orange County Board of Education.
■ Planning/timetable for new elementary and high schools — background materials (previously distributed)
include a July 31, 1998 OCS memo on plans for the new elementary school siting (Attachment 1) and a
September 9, 1997 letter to the Local Government Commission related to finalizing the funding plan for the
new high school's construction (Attachment 2).
■ Use of fund balance — background materials (developed and /or reviewed during the 1998 -99 budget process)
include a June 22, 1998 memo suggesting parameters for the appropriation of school fund balance (Attachment
3), and historical documents related to target levels for unappropriated school fund balance (Attachment 4).
■ Initiatives with potential future budgetary impacts — an opportunity for OCS officials to brief the Board of
Commissioners on new program, staff, and /or capital initiatives that may impact the 1999 -2000 or future
budgets.
RECOMMENDATION(S): The Manager recommends that the Board of Commissioners discuss these issues
with the Board of Education and provide direction to staff as appropriate.
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JOINT MEETING
ORANGE COUNTY BOARD OF
COMMISSIONERS AND ORANGE COUNT
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BOARD OF EDUCATION �
SEPTEMBER 30 1998
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1998-1999 K-12 TRANSITION PLAN: EVENTS AND ACTIVITIES
ORANGE COUNTY SCHOOLS
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Information Booklets Job Shadowing Course Description Booklets Information and Skills
Announcements Aptitude Assessments 4-Year High School Plan To Perform At Next
Posters Interest Assessments Kindergarten Registration Level Of Learning
Newsletters Questionnaires 6-12 Regist�ation
Letters to Parents Student Surveys
Parent Nights School Visitations
Parent-Teacher-Principal
Conferences
ORANGE COUNTY SCHOOLS
K-12 TRANSITION ACTIVITIES
Orange County Schools is committed to increasing student success. We believe that one useful strategy is the implementation
of a comprehensive K-12 Transition Plan that supports students as they progress from one level of schooling to the next. By
creating greater awareness and better preparing parents and students for what they might expect at the next level of learning,
Orange County Schools continues its commitment to exemplary student achievement.
Pre-School Year Activities
K Academy
Summer Bridge Grade 6 and Grade 9
Beginning of School Year Activities Mid-Year Activities
Disseminate K-12 Parent Guides Parent Awareness Meetings
Revisit 6-8 & 9-12 Course Description Booklets Disseminate 6-8 &9-12 Registration
K-12 Open House Parent/Teacher Meetings Information/Materials
Interest Surveys, Job Shadowing School Visitations
Final School Quarter Activities
Student Assessments
Career Development Planning
Parent Nights for K, 6, &9
K, 6-8, & 9-12 Student Registration
09/29/98
Technology Update
Fall 1998
Recently Completed Projects
• K-12 Media Automation Software Selection
• New Hope Computer and Network Upgrade
• Connection of Maintenance and Transportation to the WAN
• Tranquility Implementation 9-12 (Four-Year Planning Software)
Current Projects
• K-12 Media Automation Software Implementation
• Update to GroupWise 5.2 System-Wide (Allows Internet Access to E-mail)
• Vouchers For Technology Training (Individualized Training for Administration
and Support Staffl
• Fall Series of Technology Training (OCS-Sponsored Technology Training)
• Ongoing Additions, Updates, and Improvements to Orange County Schools'
Web Site
• Ongoing Additions, Updates, and Improvements to School Web Sites
• Full Implementation of InfoHandler (Exceptional Children Software)
Upcoming Projects
• Web Servers For Each School (To Facilitate Up-To-Date Web Pages)
• T-1 Line to Hillsborough Elementary and Support Services (Continued
Increase in Band Width for Internet Access)
• Tranquility Implementation Grades 6-8
• Job Ready Web Site and Database (Workforce Development Job Ready
Component)
Orange County Schoolsr
� Technology & Media Accomplishments
July 1996 - March 1998
Infrastructure
1. Completed and activated all school data and video cabling systems
2. Completed and activated all data cabling systems at all administrati�ce sites
3. Implemented a completely new network at New Hope Elementary including fileservers,workstations,and printers
4. Transitioned all workstations at Central Office, Support Services, Maintenance, and Transportation to Windows 95
5. Implemented systemwide computer repair work order system
Connectivity
1. Migrated all school fileservers to Novell 4.11
2. Inserted ali schooi fileservers into the State Novell 4.11 Directory Services Tree,which allows intra-system connectivity
3. Connected all schoois via high speed data link the to Internet
4. Initiated a management system of all school networks from Support Services
5. Connected the AS400 minicomputer that houses financial and human resources data to all school sites
6. Developed the current Orange County Schools'web site and continue expansion of content
7. Implemented new telephone systems with voice mail at eight school sites and the Central Office
8. Implemented systemwide electronic mail for all teachers,administrators,and staff
Instruction
1. Increased the passing rate on the North Carolina Test of Computer Skills from 60.1 on the pilot test to 85.1 in the 1996-1997 school year
2. Implemented online course registration at Orange High Schoot
3. Implemented new Business Education computer labs(5 Labs)with software aligned to the Business Ed Blueprints
4. Designed the North Carolina Computer Skills Curriculum component of Orange County Schools' K-12 Parent Guides
5. Proposed for board adoption the Orange County Schools' Internet Acceptable Use Policy
6. Designed and implemented a 5th Grade Computer Skills checksheet for students'course selection at the middle schools
7. Provided instructional management software which allowed the accessibility of Testlets electronically to all schools
8. Standardized electronic resources for teachers(Electric Library, Britannia Encyclopedia)
9. Created a team approach using the technology consulting teachers to provide technology services to teachers
Staff Development
1. Offered summer program for teacher technology training Tech Direct 97.
2. Provided training for all Technology Consu�ting Teachers on Novell 4.11 administration
3. Provided advanced technology training for Business Education Teachers
4. Provided staff development for the Clerical Team on Windows 95 and Microsoft Office
5. Provided staff development for parents on how to purchase a personal computer at Christmas
6. Implemented the Technology Training Lab at Support Services
7. Provided training for the Network Technician that allowed for CNE certification
• �Finance
1. Ongoing planning,oversight,and tracking of these budgets
1 State Technology $ 278,000.00
2 Local Technology-CIP $ 625,000.00
3 Local Technology-Bond $2,000,000.00
4 Computer Repair $ 20,000.00
Committees
1. NC Department of Public Instruction's SIMS Replacement Committee
2. NC Department of Public Instruction's Computer Skills Curriculum Revision Committee
3. NC Department of Public Instruction's Media ThinkTank Committee
4. Regional Professional Development Schools Technology Committee
5. University of North Carolina School of Education's Work Committee for the Curriculum Resource Center
Instructional Team
1. Support numerous systemwide projects such as K-12 AG Plan, K-12 Cultural Arts Festival, Policy committee,board presentations,textbook committee
Status of Orange County School Technology Plan
1. Draft revisions must be submitted to Orange County Schools Board of Education in May and then to the North Carolina State Board of Education
Technology Team
1. Technology&Media Director
2. Technology/At-Risk Coordinator
3. Network Technician
4. IMSNOCATS Teacher
5. SIMS/Testing Manager
6. Technology Data Manager
7. Technology Consulting Teachers
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• Site Donation
(Orange Countp Jgoarb of (Ebutation
RANDY BRIDGES, SUPERINTENDENT
J�)ill5borougb, RC 2727S
BOARD MEMBERS
LARRY HAVERLAND, CHAIR
DELORES SIMPSON, VICE CHAIR
ROBERT H. BATEMAN
KEITH COOK
SUSAN DOVENBARGER
RICHARD KENNEDY
DAVID KOLSINSKY
July 31, 1998
Mr. John Link
County Manager
P. O. Box 8181
Hillsborough, NC 27278
Dear John:
200 EAST KING STREET
TELEPHONE: 919- 732 -8125
FAX: 919 - 732 -8120
The Orange County Board of Education plans to build an elementary school north of
Highway 70 in the vicinity of the Mars Hill Baptist Church. We have reached a verbal agreement
with a landowner for donation of a site for the school and expect to sign a contract at our August
3 Board Meeting. This site potentially includes land beyond that needed for the school which
could be developed into a recreational park or other facility in connection with our school site.
We are very excited to have reached this agreement for the donation of this site. We believe that
this is an excellent location for an elementary school to serve a portion of the northern end of the
county. Donation of this site saves the taxpayers of Orange County in excess of $250,000.00 for
the purchase of the land for a school site. This location is closer to existing water and sewer than
other potential sites, resulting in additional savings as well.
As a part of our agreement with the landowner, the Orange County Board of Education has
committed to support the landowner in several respects. The landowner anticipates developing its
remaining property into a residential development. As I understand the approval process for
residential development, it is required that certain portions of the developed lands be set aside for
- public use or that the developer make a financial donation in lieu thereof. Since the site donated
to the Orange County Schools will be used entirely for public use, we would request that the
appropriate governing authority permit the developer to count all of the land donated to the
school system against any public use requirement. Certainly any area which could be used as a
park or recreational facility for the public should meet those regulatory requirements; and since a
public school site is public use land, it should also be credited against the public use requirement.
Our contract calls for a parcel of land to be donated which would accommodate the school
with additional property of ten to fifteen acres depending on the survey. This additional land is
an adjacent parcel, which could provide a park or recreational facilities, or both. The Orange
County Schools would anticipate a joint venture with both representatives from both governments
to design these park and recreational facilities.
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Noirm CAROLINA
September 9, 19X7
M.L Jamim Owke, Ditwor
Dtbt Management
Worth Cm an Departmem of State Treamuer
Local Gov etumawcom*iNioli,
323 North, SaLqbury Street
Raleigh Noah CMUna 27-W3-1385
Dear hb, Bu*c
Iwaccordance with t1w request made by thins staffof the Local Government.
Commission, d%is kttersem= as. .a supplemew to Orarip. County's application for
There were concern* expressed by the
LGC regardirS ft,EfiO,3cbo*l Project for Orange County School System,
Specifically, tha the prioposed- bordissuo i4 6fies only half of the, Wn4in3 Por ft project
It is the County and tb4 gdwa Board's io6r i* f4ad ft MozWag Portion at the PMject.
lt' " *4NR ibe o"' With 31* Llayear Capital
POT your Mq, l Ito rioiwlhe the comaissiow
uW-,OVotter necomary has bean
• No bowts. will bielwa for Ois ptajoct
appmvw a;wiq**Ae4bY i6Cmie r co
. *N6,:xm&tn=ioa wntractvvi* be 4pi the above i7 accomplished.
We appreciate- Ow opporttuxiqf to work with the Cowanission the Snancing
of our capkal m*& and look fiwward to a succesafiil November Road Referendurn, If
you be" any quesdons, . or need nwm laftmatimplease contact Ken Chavious. OrAM-0
Comity FlowaDirwor.
APEAC= fife ?22 *14i A' Wa-45C'I
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Page 1 of I
file: C -\WINDOWS\TEMP\OC SLET— l.JPG 9/25/98
MEMORANDUM
TO: Orange County Board of Commissioners
FROM: John Link, County Manager 01P
DATE: June 22, 1998 C'
RE: Suggested Parameters for Appropriation of School Fund Balance
At the request of Commissioner Gordon, we have drafted some language that we hope might be helpful as the
Board considers the question of how much fund balance you would be comfortable with the schools
appropriating for 1998 -99. This tries to address the point that it may be appropriate to use accumulated school
fund balance for 1998 -99 expansion items /new initiatives for more than one year, if available school fund
balance remains well above targeted percentages.
Suggested Parameters
It is the prerogative of each Board of Education to appropriate available local fund balance in a manner
consistent with State law and the goals, objectives, and policies of each Board.
The target of available fund "balance as a percentage of expenditures at the close of any fiscal year is 5.5% for
CHCCS and 2.7% for OCS. The present status based on information from school audits and review by County
Finance Director Ken Chavious is reflected on the accompanying tables (provided to the Board at an earlier
work session).
It is the expectation of the Orange County Board of Commissioners that the two school systems will generally
use fund balance for non - recurring expenditures, particularly those costs associated with the start up of new
schools. However, there may be circumstances when use of fund balance for recurring needs may be
appropriate, particularly if those uses directly benefit students (e.g. nurses, efforts to reduce student- teacher
ratios for special needs children, etc). Such use should occur on an exceptional basis and preferably when there
is agreement between the Board of Education and Board of Commissioners on the relative importance of that
use.
To the extent that actual or projected fund balance exceed the target figures for one or both school systems, the
respective Board of Education may wish to indicate to the Board of Commissioners that it considers certain
programs, functions, or purposes as especially important to achieving the Board of Education's goals for the
upcoming school year. If the Board of Commissioners agrees, the Board of Education may appropriate fund
balance to address those programs, functions, or purposes with the understanding that funding for these would
be considered as part of the subsequent year's base budget for the schools. As an exception to that assumption,
County and school staff will examine the projected available fund balance during each annual budget review
process to determine how much fund balance will likely be available for the next fiscal year. If adequate funds
'` able fund balance should be used to continue those programs, functions, or purposes before they are
are avail fund balance should be used to continue those before
treated as part of the school base budget. In such cases,
the Board of Education considers the use of fund balance for other new a tiaotivriate When
funding for these been "spent down7to an
Commissioners believes that fund balance will h e considered part of the schools' base budget for that year.
certain programs, functions, or purposes
In making the determination of relative importance of programs, functions, and purposes, the Board of
Education should consider the current and anticipated needs competing for the use of those funds and the
accompanying impacts on County tax rates.
ORANGE COUNTY SCHOOLS FUND BALANCE
97
1997 -98 est.
Total Revenues
M10,755,716112,924,119
Total Expenditures
,784
12,416,196
Revenues Less Exp
,932
507,923
Beginning Fund Balance
2,058,176
2,978,047
Equity transfers
200,061
Ending Fund Balance
2,978,047
3,485,970
Fund Balance Reserved
237,575
400,000
Fund Balance Designated for Subsequent Yr.
1,200,000
1,453,219
Undesignated Fund Balance
1,540,472
1,632,751
Fund Balance % of Ex enditures
15.99%
13.15%
Fund Balance amt 2.7% of 98 -99 rec. budget
427,980
amount over 2.7%
1,204,771
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Attachment 4
1, geo
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ORANGE COUNTY
GORDON R. BAKER
DOCTOR
To: County Commissioners
From: Finance Director
Subject: Recommended Policy on Fund Balance of'School Syste-
Date: February ,
During the 198586 budget process, it was decided that a policy should be
developed regarding the appropriate amount of fund balance available but
,unappropriated that each school system should maiataiia. This policy would
be agreed upon by the County Commissioners and the Boards of Education.
This recommended policy regarding the fund balance applies to the local current
expense fund and addresses the maximum amount of fund balance available but
unappropriated that each system should•have at the beginning of each fiscal
year.
The school systems should maintain only the fund balance necessary to -meet their
cash flow-needs and. to make relatively minor adjustments is their appropriations
during the year.
The Local Government Commission monitors the fund balance -of the General Fund of
all tax levying units of government in North Carolina. They have established a
policy that .such. units of. government should maintain each fiscal year a General
Fund fund_-balance available in an amount equal to at least 8Z of the total
expenditures -of the General Fund for the year. The expenditures on which this
8x -is- computed includes the County's expenditures for the school systems' local
current expense as well as for their capital outlay. Thus, in meeting the Local
Government Commission's minimum standard of 8z, the County's fund balance avail-
able for the General Fund includes a substantial amount that is related to expen-
ditures for the school systems. The Local Gcve==enc Commission does not have
such a minimum standard for the school systems themselves. _One can conclude
from this that they rely on the counties to.maincain an adequate fund balance
level..for the school systems.
The superintendent and the finance director for Orange County Schools have
expressed their desire to build the fund balance available but unappropriated
in the local currea; se fund to a level of $L20,000.' This amount would
equal approximatel 2.7x�of the budgeted expenditures in this fund for 1985 -86
as originally adopced�-_ Based on the fact that Orange County Schools receive
the.:major- portion. of their local current expense revenue from the County in
an' equal amount each month, and using the County's 8z minimum standard as a
gauge;= :a,2.7% - =. fund - balance level - should - be adequate.
the supplemental school district tax
'he Chapel Hill- Carrboro Schools rely ou
_a addition cc the monthly County appropriation. The supplemental tax is
:ppraxi_ acelp 1/3 of their local current expease fund revenues and is received
,rimarily during the months of January and February. Because of this reliance
in the district tax and again, using the County's 8z mini=,— standard as a gauge,
5.5z fund balance level should be adequate for the Chapel ill- Carrbara Schools.
:n addition to my a-w-n analyses of the above percentages, I have discussed the
and balance level appropriate far school systems with others in state and
.ocal government who are fa:miliar with school-and county finances. The consensus
as chat. the fund balance level for school systems should be somewhat lower than
:hat of the County's 8z standard and that a system relying on a supplemental tax
•ould need a higher level than otherwise necessary.
ased on my analyses and discussions, I recommend that the following policies
e established:
1. Orange Couaty Schools begin each - fiscal year, to the extent possible,
with fund balance available but unappropriated in the local current
expense fund that is equal to no more than 2.7z of the budgeted
expenditures is that fund for that year, and;
2. Chapel Hill- Carrbora Schools begin each fiscal year, to the extent _
possible, with a fund balance available but' unapprapriac he
local current expense fund that is equal to no more that 5.5z o the
budgeted expenditures in that fund for that year_.
must be noted that, based on the local current expense budgets as originally
lopted for 1985 -86, Orange County, Schools fund balance level was approximately
36,000 short of the level. recommended in this draft, policy. Also, Chapel Hill -
irrbaro Schools fund balance level was approximately $204,000 short of the
acommeaded level. Considering the federal cut -back in assistance to local
3vernment3, the County should not be expected to build -up the school systems
ind balance levels in one fiscal year. I recommend that this be accomplished
-adually over a period of several fiscal years.
ARLAN E. BOYLES
T��cr-arst
��ras�rrterrt Cif � �re�u�r
State and Local Government Finance Diz ision
and the Local Government Commission
June 5, 1997
Mr. Kenneth Touw, Chairman
Chapel HiLVCarrboro Board of Education
750 S. Merritt Mill Rd.
Chapel Hill, N.C. 27516 -2878
Dear Mr. Kenneth Touw: -
ROBERT 3rL HIGH
OEPLiY TREASL,'AER
Received
JUAN - 9 1997
Managers Office
It has recently been brought to my attention that a letter was written to your Board
of Education dated March 20, 1997 from this office, which inappropriately
referenced a minimum level of fund balance available for appropriation that boards
of education should maintain.
The previous letter included wording indicating that fund balance available for
appropriation should not be allowed to drop below 8% of total General Fund
expenditures, which is a Local Government Commission policy that applies only to
tax - levying units of government. The staff of the Local Government Commission
has long recognized that boards of education, as non - taxing units, may need to
maintain a much lower level of fund balance available since they receive funding
from other units of government and therefore have a more constant revenue stream
than ta_x levying units. Given that the funding relationships between counties and
boards of education's are different in each county, the Local Government
Commission recommends a board of education have sufficient fund balance to pay
its obligations in a timely manner. We believe that each board of education and
county should work together to determine the appropriate level of reserves that
should be maintained by the board of education. We have enclosed a copy of an
article entitled "Fund Balance in Local Government Bud -eting and Finance" from
Popular Government Winter 1989), which discusses certain issues and many of the
LGC's policies relating to fund balance. That article clearly indicaces that we do not
prescribe a specific level of fund balance available for appropriation to be
maintained by a board of education.
Mr. Kenneth Touw, Chairman
Chapel Hill Carrboro Board of Education
June 5, 1997
Page 2, 1997
We regret any misunderstandings that our previous letter may have caused. We
did not intend to suggest a policy for maintaining a minimum level of fund balance
available. If our office can be of any assistance relating to this or any other matter,
please call me at (919)715 -3733 or Cheryl Spivey at (919)715 -3731.
Sincerely,
T. Vance Holloman, Director
Fiscal Management Section
cc: Dr. Neil G. Pedersen, Superintendent
Ms. Kim McVey, Finance Officer
Mr. John Link, Jr., County Manager
Cherry, Bekaert & Holland, CPA
MEMORANDUM
TO: Neil Pedersen, Superintendent, Chapel Hill - Carrboro City Schools
Randy Bridges, Superintendent, Orange County Schools
FROM: John Link, County Manager
DATE: July 1, 1998
RE: 1998 -99 School Budget Issues
This memo outlines direction I have received from the Board of Commissioners during the 1998 -99 budget
review process regarding issues related to school funding. I want to solicit your assistance in carrying out
each of these measures:
• The Board and I agree that it is important for you and me to meet on a monthly basis so that we can all
stay abreast of issues of mutual interest. I will be asking my administrative assistant, Ann Rimmer, to
contact your support staff about scheduling the first of these meetings sometime in August. Some of the
issues that would be agenda items for our discussions are included below.
• The Board endorsed my recommendation in the Manager's Budget Message that establishes the
expectation that each school board will communicate to the Board of Commissioners, well before
implementation, anticipated policy or program initiatives that will have budgetary impacts. With advance
notice, the Board of Commissioners will better be able to respond to funding requests associated with
such initiatives or programs than they would be if the funding implications are not articulated until the
next budget request. I believe this " "early warning" approach will be a logical outcome of the regular
meetings I mentioned above.
• The Board endorsed the accompanying "Parameters for Appropriation of School Fund Balance". While
decisions to appropriate school fund balance are the final responsibility of the Boards of Education, the
Board of Commissioners wanted to make clear the circumstances under which they would be willing to
- consider school fund balance appropriations as part of the base of subsequent years' school budgets. I
would be happy to discuss this further with you during our next meeting in August. It is important to
note that as part of their decision - making in adopting the 1998 -99 budget, the Board of Commissioners
indicated they would be comfortable with the Orange County Board of Education's appropriating up to
$410,000 in additional fund balance. If the Board of Education deems it advisable to appropriate
additional fund balance, consideration of that as part of the 1999 -2000 base would be guided by the
provisions of the "Parameters" document.
• As has been past practice, the Board of Commissioners would like to receive written reports from each
school board concerning their adopted budgets for 1998 -99. These reports would compare County
funding requested with actual appropriations (to include fund balance) made by the school board. The
reports would provide explanations of differences between amounts requested and - ultimately
appropriated. The anticipated outcomes from funding for new initiatives or expansion items would also
be highlighted.
I appreciate the cooperative working relationship we have had in the past and look forward to working with
you on these and other points which will ultimately lead to continued high quality education for our students.
cc: Orange County Commissioners
MEMORANDUM
TO: Schools/Land Use Councils
FROM: Gene Bell, Interim Planning Director
SUBJ: Possible Structure for Communication
DATE: September 3, 1998
At the June 3 meeting of the Schools/Land Use Councils, a basic framework for enhanced
communication between local governments and schools systems in Orange County was
discussed. Further discussion and refinement of the proposed framework occurred at meetings
on June 25 and August 17. The focus of communication would be local governments relaying
information on land development activities to the schools that could have an impact on their
facility needs; and school systems relaying information on future facilities needs /plans to local
governments well in advance so as to promote better coordination of activities and resources.
Three relevant areas were identified: roles of municipal /county government related to processing
development proposals, tracking cumulative development, and schools systems roles in keeping
local governments apprised of their activities.
Municipal /County Government Roles Related to Development Proposals
A first step would be for planning staff in each jurisdiction at the point of receiving a formal
development application (concept plan stage for Orange County) that meets a pre - determined
development threshold to forward it to their planning director. The planning director would relay
it to the manager who would elevate it to the attention of the governing board. At the same time,
the proposal would be forwarded to the appropriate school system superintendent and to the
managers of the other jurisdictions who would elevate it to their respective boards. Various
development thresholds and actions specific to each were discussed on June 3. A suggested
method of addressing these thresholds follows:
1. Development proposals of 30 or more units are shared with governing /school boards through
a manager's memo approach, but immediate action is not generally required. These are
reviewed at the next scheduled meeting of the Schools/Land Use Councils.
2. Developments ofd or more units would be included as an addendum in the next agenda
packet to governing/school board, but not be a part of the agenda. It would be transmitted via
a yellow or orange file folder to indicate a moderate level of significance. The board may
wish to add it to the agenda as an item for discussion. It would be mailed to the
Schools/Land Use Councils at the same time, but a special meeting would not be called.
3. Developments of 300 units require more immediate action. They are relayed within a week
to appropriate managers /superintendents for distribution to respective boards. Additional
copies are also taken to each jurisdiction for delivery to their representatives on Schools/Land
Use Councils - a special meeting of the appropriate Schools/Land Use Council may be called
at the council's discretion.
Tracking; Cumulative Development
In regard to the cumulative nature of development, utilizing informal structures that exist among
local government GIS users is suggested as a starting point. This would entail using GIS
technology to map major and minor subdivision activity and planned developments on an
ongoing basis. This information would be provided to local governments, school systems, and
the Schools/Land Use Councils on a quarterly basis. Quarterly reports would include
development activity for the school attendance district for the previous quarter plus "year -to-
date" totals. An annual report would be prepared at the end of the fiscal year in conjunction with
a report by the school systems on enrollment for the past year plus projected enrollment for the
coming year.
Schools Systems Roles in Keeping Local Governments Apprised of Their Activities
When school boards identify the need for a new school, the appropriate local governments are
notified as to the type of facility (elementary, middle, high school), time frame in which need is
anticipated, general geographic area, and other requirements as appropriate. Within one week of
the school board decision, the superintendent notifies appropriate managers and a meeting to
share relevant information is scheduled. The mangers /superintendent develop a mechanism by
which to apprise local governing boards and call meeting of Schools/Land Use Councils.
2
A RESOLUTION OF INTENT CONCERNING THE ROLE OF
THE SCHOOLS AND LAND USE COUNCILS
WHEREAS, the Orange County Board of Commissioners and municipal
governing boards make land use and development decisions that can
increase the numbers of school children; and
WHEREAS, the Orange County Schools Board of Education and Chapel IHill-
Carrboro City Schools Board of Education are responsible for school policy
and school buildings; and
WHEREAS, the Board of County Commissioners with approval of the other
jurisdictions has established Schools and Land Use Councils (one for each
school district) to advise on issues concerning growth and land use issues
relating to schools; and
WHEREAS, the Schools and Land Use Councils are composed of elected
representatives from the Orange County Commissioners, Carrboro Board of
Aldermen, Chapel Hill Town Council, Hillsborough Town Board of
Commissioners, Chapel Hill- Carrboro City Schools Board of Education,
and Orange County Schools Board of Education; and
WHEREAS, the Schools and Land Use Councils are charged with developing a
coordinated plan for approving developments, accounting for the impact of
the developments on school capacity, siting schools, and building schools to
meet demonstrated need in a timely manner; and
WHEREAS, the Schools and Land Use Councils began meeting on a bi- monthly
basis in October 1997 to fulfill their charge;
NOW, THEREFORE BE IT RESOLVED that the Schools and Land Use
Councils have instructed their respective staffs to create initially face -to -face
methods of information sharing through periodic meetings to be followed
ultimately by electronic processes of data transfer and analysis resulting in:
a. A coordinated system of information- sharing whereby each jurisdiction will
be connected into the decision points of other jurisdictions as they relate to
major decisions on individual development issues as well as cumulative
development issues; and
b. A process that elevates these outcomes of information to the board level of
each jurisdiction so that board consideration can be made on issues such as
the following:
• capital improvement-plan and potential for joint capital plans
• plans for infrastructure
• siting schools with other public facilities
• siting schools appropriately in a development or in a geographic area
Approved by the members of the councils:
Schools and Land Use Council for the
Cha el Hill- Carrboro Schools District
4 3 9�
Nick Didow ate
Chapel Hill - Carrboro City Schools
Board of Education
\A� (.kz�-m
Harvey doldstein Date
Chapel Hill - Carrboro City Schools
Board of Education
V�_
Hank Anderson bdte
Carrboro Board of Aldermen
Allen Spalt Date
Carrboro Board of Aldermen
Schools and Land Use Council for
the Orange County Schools District
61 Paz
Orange County Schools
Board of Education
Delores Simpson Date
Orange County Schools
Board of Education
en Chavious Date
Hillsborough Town Board of
Co issio s
Steve Halkiotis Date
Board of County Commissioners
Schools and Land Use Council for the
Chapel Hill - Carrboro Schools District
(con't.)
o 3 j n
- 0j,- �- - 40,�� Alice Gordon ate
Board of County Commissioners
Lee Pavao Jat6
Chapel Hill Town council
J ie �n k-L, c C-Z' ,, Svc k� Date
Chapel Hill Town Council
Schools and Land Use Council for the
Orange County Schools District
Margaret WI. Brown
Board of County Commissioners