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Home My WebLink AboutAgenda - 10-16-2012 - 5e 1 ORD-2012-045 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 16, 2012 Action Agenda Item No. 5-e SUBJECT: Application for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City Schools (CHCCS) and Contingent Approval of Budget Amendment# 3-A Related to CHCCS Capital Project Ordinances DEPARTMENT: Financial Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Attachment 1. CHCCS — North Carolina Clarence Grier, (919) 245-2453 Education Lottery Proceeds Application PURPOSE: To approve an application to the North Carolina Department of Public Instruction (NCDPI) to release funds from the NC Education Lottery account related to FY 2012-13 debt service payments for Chapel Hill — Carrboro City Schools, and to approve Budget Amendment #3-A (amended School Capital Project Ordinances), contingent on the State's approval of the application. BACKGROUND: Both Chapel Hill — Carrboro City Schools and Orange County Schools have previously presented approved resolutions from their respective Boards requesting that the County modify its Capital Funding Policy by applying accumulated lottery funds for debt service payments, and permitting current year withdrawals immediately after the State's quarterly lottery fund allocations. This expedites both the application process and the receipt of funds for the school systems. Currently, the accumulated available lottery funds for Chapel Hill — Carrboro City Schools (CHCCS) is $382,922. The attached application requests the State to release lottery funds to cover debt service for the Chapel Hill — Carrboro City School system. Budget Amendment #3-A provides for the receipt of the Lottery Funds, contingent on State approval of the application, and substitutes the amount of Lottery Funds approved for debt service as additional Pay-As-You-Go (PAYG) funds for FY 2012-13 for CHCCS capital needs and projects, and amends the budgets for the following CHCCS capital projects: 2 Chapel Hill - Carrboro City Schools ($382,922): ADA Requirements ($25,000) - Project# 54000 Revenues for this project: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised From General Fund PAYG $175,505 $25,000 $200,505 Total Project Funding $175,505 $25,000 $200,505 A ro riated for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised General Renovations $175,505 $25,000 $200,505 Total Costs $175,505 $25,000 $200,505 Abatement Projects ($57,576) - Project# 54001 Revenues for this project: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised From General Fund PAYG $378,000 $57,576 $435,576 Total Project Funding $378,000 $57,576 $435,576 A ro riated for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised Abatement $378,000 $57,576 $435,576 Total Costs $378,000 $57,576 $435,576 Doors/Hardware/Canopies ($5,346) - Project# 53023 Revenues for this project: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised From General Fund PAYG $77,654 $5,346 $83,000 Total Project Funding $77,654 $5,346 $83,000 A ro riated for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised Construction $77,654 $5,346 $83,000 Total Costs $77,654 $5,346 $83,000 3 Energy Efficiency ($225,000) - Project# 54003 Revenues for this project: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised From General Fund PAYG $0 $225,000 $225,000 Total Project Funding $0 $225,000 $225,000 A ro riated for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised Energy Management $0 $225,000 $225,000 Total Costs $0 $225,000 $225,000 Fire/Safety/Security ($45,000) - Project# 54004 Revenues for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised From General Fund (PAYG) $305,000 $45,000 $350,000 Lotter Proceeds $80,000 $0 $80,000 Total Project Funding $385,000 $45,000 $430,000 A ro riated for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised Emergency/Security $385,000 $45,000 $430,000 Total Costs $385,000 $45,000 $430,000 Indoor Air Quality ($25,000) - Project# 54005 Revenues for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised From General Fund (PAYG) $384,700 $25,000 $409,700 Lotter Proceeds $91,640 $0 $91,640 Total Project Funding $476,340 $25,000 $501,340 A ro riated for this ro�ect: Current FY FY 2012-13 FY 2012-13 2012-13 Amendment Revised Construction $476,340 $25,000 $501,340 Total Costs $476,340 $25,000 $501,340 FINANCIAL IMPACT: The total Lottery Fund amounts requested from the State for Chapel Hill-Carrboro City Schools is $382,922. RECOMMENDATION(S): The Manager recommends the Board approve, and authorize the Chair to sign, the application for NC Education Lottery Proceeds; and approve Budget Amendment #3-A receiving the Lottery Funds and amending CHCCS Capital Project Ordinances, contingent on the State's approval of the application. Attachment 1 4 APPLICATION Approved: PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY �ate: County: Orange County Contact Person: Clarence Grier LEA: Chapel Hill -Carrboro City Schools Title: Assistant County Mgr, CFO Address: P�O. Box 8181, Hiilsborough, NC Phone: (919)245-2453 Project Title: FY 2012-13 Debt Service (Spring 2006 Private Placement) Location: Type of Facility: North Carolina General Statutes, Chapter 18C, provides that a portion of the proceeds of the North Carolina State Lottery Fund be transferred to the Public School Building Capital Fund in accordance with G.S. 115C-546.2: Further, G.S. 115C-546.2(d) has been amended#o include the#ollowing: (3) No county shall have to provide matching funds,.. (4)A county may use monies in this Fund to pay for schoal construction projects in local school administrative units and to retire indebtedness incurred for school construction projects. (5) A county may not use monies in this Fund to pay for school technology needs. As used in this section, "Public Schoal Buildings" shall include only facilities for individual schools that are used for instructional and related;purposes, and does not include central administration, maintenance, or other facilities. Applications mus#be submitted within one year following,the date of fina/payment to the Contractor or Uendor. Short description of Construction Project: Debt Service associated with Spring 2006 Private Placement- issued June 2007 for Chapel Hill -Carrboro City Schools Elementary#10 (Morris Grove Elem) Estimated Costs: Purchase of Land $ Planning and Design Services New Construction Additions/Renovations Repair Debt Payment/Bond Payment 382,922.00 TOTAL $ 382,922.00 Estimated Project Beginning Date: July 2012 Est. Project Completion Date: June 2013 ' We, the undersigned, agree to submit a statement of state monies expended for this project within 60 days following completion of the project. The County Commissioners and the Board of Education do hereby iointly request approval of the above project, and request release of$ 382,922.00 from the Public School Building Capital Fund (Lottery Distribution). We certify that the project herein described is within the parameters of G.S. 115C-546. (Signature—Chair, County Commissioners) (Date) (Signature—Chair, Board of Education) (Date) Form Date: July 01,2011