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Home My WebLink AboutAgenda - 11-15-2011 - 8aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 15, 2011 Action Agenda Item No. 6 -a SUBJECT: Authorization to Proceed with Next Steps for Chapel Hill - Carrboro City Schools Elementary School #11 DEPARTMENT: County Manager /CHCCS/ PUBLIC HEARING: (Y /N) No Financial Services ATTACHMENT(S): 1. CHCCS - Construction Schedule 2. CHCCS - Agenda Abstract - Fund Balance Appropriation to Accelerate the Construction of Elementary School #11 3. PowerPoint Presentation - CHCCS Elementary School #11 INFORMATION CONTACT: Frank Clifton, County Manager, 919 -245- 2300 Dr. Tom Forcella, CHCCS Superintendent, 919- 967 -8211 Clarence Grier, Financial Services Director, 919 - 245 -2543 PURPOSE: To review and discuss the proposed Chapel Hill - Carrboro City Schools Elementary School #11, and to authorize staff to proceed with necessary funding actions and next steps for the development of the school. BACKGROUND: Due to projected increases in K -5 enrollment in the Chapel Hill - Carrboro City Schools (CHCCS) district and the potential issue of overcrowding, the school system has proposed the building of Elementary #11. Based on the current Schools Adequate Public Facilities Ordinance ( SAPFO) enrollment guidelines and budgetary funding constraints, the building of the school has been delayed. CHCCS experienced an increase in students based on the first 10 days of the school year, and projects that future enrollment for the system will exceed the SAPFO limit. Therefore, based on these factors, and the favorable financial environment for interest rates, staff is recommending proceeding with the construction of Elementary School #11 Elementary School #11 would be located in the Northside community in the Town of Chapel Hill between Caldwell and McMasters Streets. The school would be a multi -story building on existing County owned property and would be built to Leadership in Energy and Environmental Design (LEED) gold specifications. The CHCCS Board of Education approved the construction and funding of Elementary #11 at its November 3, 2011 Meeting. The Town of Chapel Hill has approved the required Special Use Permit (SUP). Applications are now being reviewed for the Zoning Compliance Permit (ZCP) which is necessary for a building permit to be issued. The ZCP is expected in February 2012. 2 The County Manager proposed and the Board of County Commissioners approved in the FY 2011 -12 General Fund Operating Budget and in the 2011 - 2016 Capital Investment Plan (CIP) a combined amount of $1,163,196 of funding for Elementary School #11. This funding was comprised of $500,000 of funds from the CIP to fund abatement and deconstruction costs of the existing building on the property. An additional $663,196 of the County's General Fund Balance was reserved to fund any excess deconstruction costs of the existing building on the property. The County CIP also includes full funding of Elementary School #11 in FY 2012 -13 when a majority of the construction for the new school will be completed. The current project schedule plans for the school to open in the August 2013. The total estimated cost of the project would be $21.4 million. CHCCS will utilize a maximum of $2.1 million dollars of its fund balance to fund the construction costs incurred prior to the County receiving the financing for the project. The respective Boards of both CHCCS and the County will consider reimbursement provisions to reimburse any construction costs incurred before receiving the funding for the project. The County would cover any interim cost in excess of the CHCCS fund balance reserved for the project if financing for Elementary School #11 is delayed (See Attached Funding and Cash flows). The construction and funding timeline for Elementary School #11 is as follows: • Deconstruction — October 2011 through March 2012 Financing of the project — April and May 2012 • Construction - April 2012 through July 2013 Opening - August 2013 Although the official SAPFO student enrollment numbers will not be received until November 15, 2011, and may not be over the SAPFO limit, the County plans to issue the financing to construct the school no later than April or May of 2012. Interest rates are currently favorable to proceed with the financing and funding of the school. The amount of the financing is expected to be approximately $20,575,000. The debt service will be approximately $1,745,000 per year beginning in FY 2012 -13. The debt service would equate to 1.13 cents on the current tax rate. Additionally, CHCCS anticipates requesting an estimated increase in its special district tax rate of approximately 2 to 3 cents to fund the additional operating cost of Elementary School #11 in the FY 2013 -14 operating budget. FINANCIAL IMPACT: There is currently no financial impact of approving the project. Costs will be incurred as the project moves forward with the construction of the school as discussed in the Background section of the abstract. RECOMMENDATION (S): The Manager recommends that the Board review and discuss information related to the construction and funding of CHCCS Elementary School #11 and authorize staff to proceed with next steps. A capital project ordinance for the project will be provided to the Board as a future budget amendment item. CHAPEL HILL - CARRBORO CITY SCHOOLS ELEMENTARY SCHOOL #11 PROJECT SCHEDULE - OPEN 2013 -14 PRELIMINARY PROJECT BUDGET - $20,563,117 Proiect Funding Approved CIP FY 2011 -12 500,000 500,000 School District Fund Balance - Borrowed 3,100,000 to be reimbursed bythe CountybyJuly3l, 2012 3,100,000 Additinnal Countv Fundina - if needed 650,000 650,000 C+y 5 /O 2011 2012 2013 Sept Oct Nov Dec Jan Feb Mar Apr ay une July ug ept Oct Nov Dec Jan Feb Mar Apr may June July Nov Dec Hazardous Materials Abatement Deconstruction Finalize Construction Documents Bidding School Board: Approval of Bid County Commissioners: Contract Approval Construction Contract Building Permit Construction -15 months Furniture Delivery Move -in and Setup School Opens FY 2011 -12 PROJECT BUDGET CASH FLOW $ 4,249,454 FY 2012 -13 $13,925,257 FY 2013 -14 $2,388,406 TOTALS $20,563,117 Project Budget Construction 2,569,454 10,823,740 1,988,406 15,381,600 Site Development 500,000 576,712 1,076,712 Deconstruction 480,000 480,000 Professional Fees 700,000 385,682 100,000 1,185,682 Furniture/Equipment 569,080 200,000 769,080 Technology 813,450 813,450 Non - Personnel Start-UP Costs 200,000 100,000 300,000 Contingency 556,593 556,593 Proiect Funding Approved CIP FY 2011 -12 500,000 500,000 School District Fund Balance - Borrowed 3,100,000 to be reimbursed bythe CountybyJuly3l, 2012 3,100,000 Additinnal Countv Fundina - if needed 650,000 650,000 C+y 5 /O t�ttn ch men a Board of Education Agenda Abstract Meeting Date: Agenda Type: Agenda Item #: 11/03/11 Subject: Recommendation to approve a fund balance appropriation to accelerate the construction of Elementary School #11 Division: Support Services Division, Department: Facilities Todd LoFrese Management Person William J. Mullin, Executive Director Feedback Responsible: of School Facilities Requested From: Public Hearing Required: No Previous Work Session: No Date Previous Discussion and Action: No Date Attachment(s): Calendar of Actions and needed cash flow to start construction of Elementary School #11 in March 2012. PURPOSE: To update the Board on the Elementary #11 project and seek approval of an acceleration plan to construct the school to open in 2013 -14. BACKGROUND: Elementary School #11 will be built in the Northside community between Caldwell and McMasters Streets. The design is a multi story building to accommodate 585 students. Elementary #11 will be built to LEED gold specifications. Based on current student enrollment, it is projected that Elementary School #11 will be needed in 2012 -13 to meet the requirements of Orange County's Schools Adequate Public Facilities Ordinance (SAPFO) and to help alleviate major overcrowding concerns. 4 5 At the October 6, 2011 Board meeting, the Board's consensus was that the schedule for Elementary School #11 should be accelerated to begin construction as soon as possible to open the school for the 2013 -14 year. The Town of Chapel Hill has approved the required Special Use Permit (SUP). Applications are now being reviewed for the Zoning Compliance Permit (ZCP) which is necessary for a building permit to be issued. The ZCP is expected in February. In the 2011 -16 Orange County Capital Investment Plan (CIP), $500,000 is included in FY 2011- 12 for the abatement and demolition phases of the project. Additionally, the County appropriated an additional $663,000 of fund balance in their FY 2011 -12 General Annual Operating Budget to complete this aspect of work if needed.. Abatement work is underway and expected to finish by Nov. 30. A request has been made to the Town of Chapel Hill to approve demolition work prior to finalizing the ZCP. If approved, demolition can start in January and be completed in March. By completing demolition during this period, valuable schedule time would be gained for construction that starts in March and must be finished for the opening of school in August 2013. While funding and commitments exist to complete the abatement and deconstruction phases of work, a financing plan is needed to start construction in March. Following the last Board meeting, district and county administration met to discuss fund balance options. County management has stated that they will propose to the County Commissioners that they sell the project bonds in April 2011. It was suggested that the district utilize its fund balance initially up to a maximum of $2.1 million dollars. At that time or sooner, the County would borrow the necessary funds to reimburse the district's Fund Balance and pay for the completion of the project. If borrowing was delayed, County Fund balance would then cover the interim period. The attached schedule and funding chart illustrates monthly activities and financial needs through June. Approximately $3.1 million is needed through June if construction starts in March. It is suggested that $2.1 million be used from the district's Fund Balance and $1 million be used from the County's Fund Balance if necessary. It is understood that when the County secures total project funds, Fund Balance accounts would immediately be reimbursed. Both the Board and County resolutions will include this reimbursement provision. PERSONNEL IMPACT: None RECOMMENDATION: I Approval of the Resolution RESOLUTION: Be it, therefore, resolved that the Board of Education authorizes a fund balance appropriation for Elementary # 11 in an amount up to $2.1 million to accelerate the project, contingent upon the Board of Orange County Commissioners commiting to fully funding the project and agreeing to reimburse the district's $2.1 million fund balance appropriation prior to July 1, 2012 through a BOCC resolution at their November 15, 2011 meeting. 0 CHAPEL HILL - CARRBORO CITY SCHOOLS ELEMENTARY SCHOOL #11 CALENDAR OF ACTIONS 10/17/11 Abatement begins involving work in 3 buildings on the site. Abatement scheduled to finish by 11/30/11 11/18/11 Advertise for demolition bids. 12/20/11 Open demolition bids. 1/5/12 School Board approves demolition bid. Demolition scheduled to finish by 3/01/12. (see note below) 12/20/11 Advertise for construction bids. 1/24/12 Open construction bids. 2/13/12 School Board approves construction bid. 2/ ? ?/12 Commissioners approve funding for construction bid. 3/1/12 Construction begins - scheduled for 15 months. 6/15/13 Furniture and equipment deliveries and classroom setup. 8/24)13 School opens. Note regarding demolition: January 2012 demolition start is subject to Town of Chapel Hill approval of early commencement. If early commencement is not approved for January, demolition will be included in the overall construction documents bid in December 2011 and work started in March 2012. CHAPEL HILL - CARRBORO CITY SCHOOLS ELEMENTARY SCHOOL #11 ANTICIPATED CASH FLOW REQUIREMENTS for CALENDAR OF ACTIONS through JUNE 2012 Month Amount Action November 2011 $ 150,000 Abatement December 2011 $ 100,000 Abatement January 2012 $ 250,000 Demolition February 2012 $ 350,000+ Demolition March 2012 $ 300,000 Construction April 2012 $ 800,000 Construction May 2012 $1,000,000 Construction June 2012 $1,000,000 Construction Funding Source Approved $500,000 Approved $500,000 Approved $500,000 Additional County Funds District Fund Balance District Fund Balance District Fund Balance County Fund Balance V] Elementary School #11 Chapel Hill — Carrboro City Schools, Orange County MOSELEYARCHITECTS A PROFESSIONAL CORPORATION NE Eq. S r0 M MOSELEYARCHITECTS • Process & Community Involvement • Sustainable Features Policy 9040 / LEED Certification • Footprint Site layout and building program 3 Story, 585 Students • Appearance WWW. MOSELEYARC'HITECTS. -COM co MOSELEYARCH ITECTS Project Vision Statement "The new Elementary School #11 shall be a child- centered, welcoming, and environmentally sensitive facility that CD MOSELEYARCHITECTS Process a MOSELEYARCHITECTS WWW.MOSELEYARCHITECTS.COM N New Elementary School #11 1 MOSELEYARCH ITECTS WWW.MOSELEYARC HIT ECTS.COM; MOSELEYARCHITECTS Elements of Sustainability •Orientation of building for Daylight *Rainwater cistern •Photovoltaics vY YY YY . IYI V %2 L; L. G t A r% %r fl I. I C V I J . li V IVI -A CPI MOSELEYARCHITECTS Elements of Sustainability •Vegetated Roof Systems •Sola -tube daylighting Q� MOSELEYARCHITECTS Elements of Sustainability i ,. .�4F r, nwobb ma «Ebbwry zb F,EOama ma mw9m.aba«n.mmea.r '�.+� . wa erton .. «.2x abe., Mm bmtlabn, mw.bw..rwaa�b, rw9y ana.a aln pp�vlES riElor Carnp.l.b M. w«.m aw.a. mr w«MbrM I«elm ewbp aenanmlbn,mab9w «nwmlawm.9blwwmTWS aanp mnvuabn MbMIRM.v.lrhbaaona 16n bIM PIee.IMnnamelameeF2a roof, onlMWiool, «.nplW. «tl mgwYW. 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