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HomeMy WebLinkAboutNA Policy on Planning and Funding School Capital Projects y 3 Attachment 1 Revised for BOCC approval on 10/17/00 ORANGE COUNTY Policy on Planning and Funding School Capital Projects (This document is intended to clarify the expectations of the Orange County Board of Commissioners in collaborating with the Boards of Education in planning for and implementing school capital projects. This version of the policy was revised following the September 25, 2000 Joint Meeting between both School Boards and the Orange County Board of Commissioners. Items in bold italic type indicate changes from the April 2000 draft of this policy.) 1. Background The County's ten year capital investment plan is a planning document that is updated annually. Before the beginning of each fiscal year, the Board of County Commissioners approves the funding plan in concept. However, funding of individual projects is contingent upon the scope of work required to complete the project. • Level 1 Projects: Level one projects are those projects that have a relatively small scope of work and can be accomplished using a single prime contractor, in-house staff or entail purchasing equipment and vehicles. Specific examples of Level I projects include roofing projects, parking lot paving and re-wiring of existing buildings. The Board approves the entire project ordinance at one time. Level 2 Projects: Level two projects are major projects that require several phases to complete. For these projects, the Board of County Commissioners approves a four-phase appropriation process to include: Concept/Pre-Planning Phase (includes preliminary design work that is needed before siting a new facility). Planning Phase(including siting& infrastructure) Design and Construction Approval Phase (including final design, equipment, furnishings, non-recurring start up, technology, contingency) ■ Schools have the latitude to shift funds between major components without prior BOCC approval, providing the actual cost of the project does not exceed budget. ■ Superintendents will provide the County Manager with project updates at their regular monthly meetings. Final Accounting Phase ■ Upon completion of the project, School and County staff will reconcile actual project expenditures with approved budget and provide the BOCC with a "final accounting"of project. Page 1 of 6 Policy on Planning and Funding School Capital Projects Attachment 1 4 Revised for BOCC approval on 10/17/00 2. Site Standards In accordance with North Carolina State Statutes, a local board of education cannot execute a contract nor expend funds to purchase a facility site without the consent of the local board of county commissioners. As each school system in Orange County plans for future school-related facilities, it is important that they adhere to the following guidelines related to the potential acquisition, either by purchase or donation, of a site, in addition to any siting criteria they may have established internally: Potential Sites - The Board of Education is to notify the Orange County Board of Commissioners, in writing, whenever they have tentatively identified a potential school site for purchase, or if a potential donor indicates interest in donating a site to the system. The written correspondence should provide the following information for Commissioner consideration: • Location, including tax map numbers, of the potential site; • Opportunities for additional facilities to be co-located as a park site; as outlined in the "Memorandum of Agreement for Providing Coordinated Site and Facility Planning"; • The availability of public utilities at or in close proximity to the site; • If a donated site: • Any knowledge of a donor's plans for adjacent development; • Special considerations or expectations the donor may have referenced in initial discussions pertaining to the donation; Upon receipt of the Board of Education's notification, the Commissioners will appoint, by a majority vote of the Board, a representative to work directly with the Board of Education. As a partner with the school system, the Commissioner representative will receive information and provide input regarding talks and negotiations related to the potential site. The Commissioner representative will share information regarding the progress of talks and negotiations of the potential site with other members of the Board of Commissioners during regularly scheduled Board of Commissioner meetings. Environmental Factors—A school system is to pay particular attention to the physical environment surrounding the site and new facility. • In order to avoid future flood hazards, a facility should not be located in close proximity to wetlands, stream buffers, or in a flood plain. Facility siting should also avoid other physical factors that create either additional construction or longer-term maintenance problems, or other unfavorable environmental impacts. Page 2 of 6 Policy on Planning and Funding School Capital Projects Attachment 1 5 Revised for BOCC approval on 10/17/00 • Once a system acquires a site and before grading begins, each school system receives State approval of its erosion control plan and additional County review to ensure that unnecessary cutting of trees or clearing of land does not occur. Adequate natural buffers are to be left intact with existing trees, or replanted if the areas are disturbed during construction. Special attention should be paid to "specimen"trees as outlined in the County land development code. Road and Utility Requirements — Major elements for a system to consider in siting a new facility relate to infrastructure requirements by a Town or other public utility. In some recent instances, the systems have been required to provide costly infrastructure such as sidewalks and road improvements. These elements greatly inflate construction costs of new facilities. As a system begins initial planning, there should be a joint meeting between elected Town, County and Education officials to discuss particular requirements that all parties expect of other project partners. 3. Building Design Standards As a school system selects a particular facility design, it is important that the most cost-effective design alternative be pursued. Historically in Orange County, new school buildings have been designed uniquely for each particular project. The Board of Commissioners encourages systems to pursue non-traditional, or prototype, designs that can be replicated for use on more than one project. Should a system choose a unique design, it is to provide a detailed cost comparison analysis and justification in writing of why that particular approach was chosen over a prototype design. 4. Construction Standards Over the past few years, the County has given special attention to defining construction standards for each school level— elementary, middle and high schools. The standards provide a minimum and maximum square footage and student capacity for each level. As a system undertakes construction of a new facility, it is critical that the system adheres to the most recent school construction standards (estimated project cost should include a reasonable allowance for inflation). The Commissioners agree to provide funding for new school facilities that are designed within the adopted standards. They do not agree to fund projects that go beyond the adopted standards unless there is sufficient justification provided in writing by the Board of Education. One justification for going beyond the standards centers on community use of the new facility. For example, a system may design a facility with a "larger than standards gymnasium" that allows for citizen/community use. In this case, the system must provide detailed explanations outlining the benefits to be offered to the community and citizens, in the context of the intergovernmental "Memorandum of Agreement for Providing Coordinated Site and Facility Planning". Page 3 of 6 Policy on Planning and Funding School Capital Projects 6 Attachment 1 Revised for BOCC approval on 10/17/00 5. Project Approval A project's inclusion in the ten-year plan does not give the Schools or the County legal authority to expend funds. The legal authority to expend funds lies in County Commissioner approved capital project ordinances. Therefore, the schools should not incur any expenses for any capital project until the Board of County Commissioners approves the capital project ordinance. In order to provide timely flow of the approval process and ensure that all elements are addressed, the following steps should be followed: • Details included in each system's ten-year Capital Investment Plans regarding the scope and timing of various phases of individual capital projects is limited. To that end, as individual Boards of Education begin discussions related to new capital projects (new construction, site acquisitions, major renovations, etc), they will be expected, in writing, to notify the Board of County Commissioners of the substance of those discussions. The memorandum from the School Board will: • Provide the Commissioners with an overview of the project concept along with other project specifics that the Board of Education has defined to that point; • Justify the need based on current school capacities and projected student enrollments consistent with the School Adequate Public Facility Ordinance (if the Ordinance is in effect at this time); • Provide a preliminary cost projection of the project based upon the adopted school construction standards and provisions of the Cost Effective Facilities Initiative (CEFI), which has derived from earlier discussions about "value engineering" (if this policy is in effect at this time); • Request that the Board of Commissioners approve a capital project ordinance to provide funding for the initial planning phase of the project; • Instruct the Superintendent to update the County Manager, in writing, of the project's progress at his/her monthly meetings with the County Manager. • Upon receipt of the memorandum from the Board of Education, the Board of Commissioners will: • Act upon the project concept by either approving it or asking the Board of Education to amend the concept plan; • Instruct County staff to confirm the project's cost estimate and student capacity in accordance with the County's adopted School Construction Standards Reports along with student enrollment projections; • If the Board of Commissioners approves the project concept, the County Budget Director will prepare an agenda abstract and related capital project ordinance that provides funding for the concept and pre-planning phase of the project; Page 4 of 6 Policy on Planning and Funding School Capital Projects Attachment 1 7 Revised for BOCC approval on 10/17/00 • Appoint, by majority vote of the Board, either a Commissioner representative (preferably the same representative that participated in the siting phase of the project) and one staff representative, or two staff representatives, to partner with the school system as the plans develop; • Instruct the County Manager to update the Commissioners on a regular basis regarding the written information shared by the School Superintendent. 6. Expenditure of Project Funds Funding for Project Planning - School systems will not expend or encumber for planning of any project until the Board of County Commissioners has approved the plan concept. Background- For several years, the Board of Commissioners has approved a capital project ordinance entitled Planning for Future Projects for each school system. The creation of these ordinances enabled a system to expend a portion of their pay-as-you-go funds for planning during a project's conceptual stages. Once a project grew beyond the concept stages, systems requested the Commissioners to approve a "project specific" capital project ordinance allocating all funds anticipated to carry out the planned project. In turn, each district expended their monies up-front for planning, design, architect, construction, furniture and equipment. In return, the County reimbursed each District with all of the project-related expenditures up to the total project budget. With the changes implemented by the County Commissioners in June 1999, this process has changed. It is important to note that unless a County approved capital project ordinance is in place (i.e. adopted by the County Commissioners), that the County is not legally or otherwise obligated to reimburse the school system for their expenditures. If the Board of County Commissioners approve the project concept and capital project ordinance as outlined in Item 5 above, the following steps occur: • Following Board of Commissioner approval of final plans for the project, the school system advertises for construction bids; • Once the system receives the bids, the School Superintendent notifies the County Manager, in writing, of the result of all bids received. • The County Manager informs the Board of Commissioners, in writing, of the construction bid results. 7. Submission Timelines • While the Board of Education may receive the bids, it should not execute any contract until the Board of County Commissioners receives bid information and approves a capital project ordinance for the construction phase of the project; Page 5 of 6 Policy on Planning and Funding School Capital Projects 8 , Attachment 1 Revised for BOCC approval on 10/17/00 • Generally, the Board of Commissioners conducts regular meetings on the first and third Tuesday of each month. To allow for timely preparation of the meeting agenda, the following timelines should be followed by staff: • Twenty-one days prior to the Board of Commissioners meeting, the School Finance or Budget Director or the Director of Facilities provides the County Budget Director with: • Bid Tabulation of School Construction or Major Renovation Project (sample format included as Tab A of this Policy) • Any other pertinent information regarding the project. • Fourteen days prior to the meeting, the County Budget Director submits a draft agenda abstract including the bid tabulation and capital project ordinance to the County Manager's office for review. The Budget Director forwards (via e-mail or fax) a copy of the abstract and attachments to the School Finance or Budget Director and the Director of Facilities for review and comments. • Ten days prior to the meeting, the School Finance or Budget Director and the Director of Facilities provide abstract revisions and comments to the County Budget Director. • Seven days prior to the meeting the County Budget Director submits final agenda abstract and attachments to the County Manager's Office. A copy of the abstract and attachments are forwarded(via e-mail or fax) to the school system. Upon adoption by the Board of Commissioners, the County Budget Director informs the School Finance and Budget Director and the County Finance Director of the abstract approval and the assigned account number(s). This is done via a standard memorandum that indicates purpose and account codes. • All requests for payment from the School Finance Directors are forwarded to the County Finance Department for payment. The County Finance Department ensures that the requisition for payment falls within the purposes approved by the Board of Education. 8. Change Orders The School Superintendent submits, in writing, to the County Manager all contract change orders for the project. Upon receipt of the information, the County Budget Director prepares an agenda abstract and an amended capital project ordinance for approval by the Board of Commissioners at their next scheduled meeting. If there are change orders that cause project expenditures to be over budget, the School district must receive approval from the Board of Commissioners prior to approving the change order. Page 6 of 6 Policy on Planning and Funding School Capital Projects Bid Tabulation of School Construction or Major Renovation Project Indicate Low Base Bidder in Boldface Type School/Project Title: Bid Date: Bid Time: Place: General Construction (All Bids Received) License# Bond% Base Bid Alt G-1 Alt G-2 Alt G-3 Alt G-4 Alt G-5 Alt G-6 Alt G-7 Total 0 0 0 0 0 Plumbing Construction (All Bids Received) License# Bond% Base Bid Alt P-1 Alt P-2 Alt P-3 Alt P-4 Alt P-5 Alt P-6 Alt P-7 Total 0 0 0 � 0 QI b-- HVAC Construction (All Bids Received) License# Bond% Base Bid Alt H-1 Alt H-2 Alt H-3 Alt H-4 Alt H-5 Alt H-6 Alt H-7 Total 0 0 0 0 Electrical Construction (All Bids Received) License# Bond% Base Bid Alt E-1 Alt E-2 Alt E-3 Alt E-4 Alt E-5 Alt E-6 Alt E-7 Total 0 0 0 0 Grand Total of Low Base Bidders (Form continued on next page) bid tabulation of school construction or major renovation project.xls Page 1 �o Description of Alternate Bids G-1 G-2 G-3 G-4 G-5 G-6 G-7 P-1 P-2 P-3 P-4 P-5 P-6 P-7 M-1 M-2 M-3 M-4 M-5 M-6 M-7 E-1 E-2 E-3 E-4 E-5 E-6 E-7 �I bid tabulation of school construction or major renovation project.xls Page 2 0 ' 11 Attachment 2 Policy on Planning and Funding School Capital Projects Summary of Work Group Comments of 8117100 1. Concern: Clearly define Level 1 and Level 2 projects • Ensure that both school systems consider projects in same manner ➢ Possible Solution: ✓ Insert phrase "single prime contractor' ✓ Provide specific examples of Level 1 projects (such as roofing projects, parking lot paving and re-wiring of existing buildings 2. Concern: Continue to use the "phased approval approach" for Level 2 projects but decrease the number of times the Board of Commissioners approves the project and ordinance • Timing is a major concern in the multi phased process ➢ Possible Solution: ✓ Implement a 3 or 4 Phase Approval process ✓ Concept/Pre-Planning Phase (to include preliminary design work that is needed prior to siting a new facility) ❖ Items to be discussed According to the 9118100 memo from CHCCS indicates that adding the pre planning phase makes the process less efficient than if there were only three phases ✓ Planning Phase (including siting & infrastructure) ✓ Design and Construction Approval Phase (including equipment, furnishings, non-recurring start up, technology, contingency) ❖ Items to be discussed => Schools would like to have the latitude to shift funds between major components without prior BOCC approval => Superintendents would provide County Manager with project updates at the monthly meetings ✓ Final Accounting Phase ❖ Upon completion of the project, provide the BOCC with a "final accounting" of project expenditures vs. budget Continued on next page Page 1 of 2 12 Attachment 2 3. Concern: Ensuring that the entire Board of Commissioners is aware of talks and potential sites from the beginning; avoid "surprises" in the end ➢ Possible Solution: ✓ The Commissioner representative will share information regarding the progress of talks and negotiations of the potential site with other members of the BOCC during regularly scheduled BOCC meetings 4. Concern: Building Design Standards —comparison of prototype design and unique design • CHCCS is concerned that the "detailed cost comparison analysis"would add to the cost of a project and may not be available until the architect has proceeded far into the project. ❖ Items to be discussed => Use of prototype design is one area where Commissioners feel that school systems could achieve some economies in overall project costs 5. Concern: Commissioner representative that works on design phase is same person working through the siting process ➢ Possible Solution: ✓ Include wording in MOU 6. Concern: Include timeline, due dates, and documentation requirements (bid tabulations, etc.) for BOCC review and approval (i.e. getting information on BOCC agenda) ➢ Possible Solution: ✓ Include timelines in MOU ✓ Budget Office created Bid Tabulation Sheet to ensure consistent reporting for both school systems (page 14 and 15 of 9/25/00 agenda abstract) 7. Concern: How to address BOCC approval of project change orders Timing is a major concern on the part of the school systems ➢ Possible Solution: ✓ Provide a contingency in each project (based on % of total construction cost?) ✓ Change orders accounted for in "final accounting phase" of the project ✓ How best to handle change orders that cause the project to have a cost overrun? Page 2 of 2 13 Attachment 3 Revised following 8117100 taskforce meeting and includes Superintendents'comments Revised 9/07/00 ORANGE COUNTY Clarification of Policy on Planning and Funding School Capital Projects (This document is intended to clarify the expectations of the Orange County Board of Commissioners in collaborating with the Boards of Education in planning for and implementing school capital project s ,t �e � � rece�trbd frorn the Soho©! I✓unMo � �� ��� l �p � o �t t ch l�S' terns dThe staff pgq 1. Background The County's ten year capital investment plan is a planning document that is updated annually. Before the beginning of each fiscal year, the Board of County Commissioners approves the funding plan in concept. However, funding of individual projects is contingent upon the scope of work required to complete the project. Concern: Clearly Level 1 Projects: Level one projects are those projects that have a define Level 1 and relatively small scope of work and can be accomplished using a '6911 Level 2 projects. WA W-7 in house staff or entail purchasing equipment and vehiclesu � �p�o1 ectsincl er ofin 3; p .. p..x .J. � 1 � :* t ro�l � "96 r it The Board approves the entire project ordinance at one time. • Level 2 Projects: Level two projects are major projects that require several phases to complete. For these projects, the Board approves funding for individual components as project scope develops rather than allocating a lump sum for the life of the project. Major components include: Concern: Continue to • Planning, architect, engineering use the"phased • Site acquisition and associated fees approval approach"for • Construction Level projects but decrease the number of • Equipment, Furnishings, Non-Recurring Start-Up costs times the Board of Technology Commissioners approves the project , and ordinance Timing is a major concern in the multi- + ° phaseprocess pFlor to s Ling sn e phased process 11P. sl ` ir �rczitinr�frastructure} d p mart o quipmen., z'QS,u1 rrtmgs, non recurr+ g starp,°;technology .contingency), Solutiai Page 1 of 7 Policy on Planning and Funding School Capital Projects 14 Attachment 3 Revised following 8117100 task force meeting and includes Superintendents'comments Revised 9/07/00 ' ct " tulle#o shit funds tetween rn, w �c f$ Ap Oroval �itn � r� >anager.,arvkth project ..♦ }, �r.2 f .'" $'���ou�ty staff u 2. Site Standards In accordance with North Carolina State Statutes, a local board of education cannot execute a contract nor expend funds to purchase a facility site without the consent of the local board of county commissioners. As each school system in Orange County plans for future school-related facilities, it is important that they adhere to the following guidelines related to the potential acquisition, either by purchase or donation, of a site, in addition to any siting criteria they may have established internally: Potential Sites - The Board of Education is to notify the Orange County Board of Commissioners, in writing, whenever they have tentatively identified a potential school site for purchase, or if a potential donor indicates interest in donating a site to the system. The written correspondence should provide the following information for Commissioner consideration: • Location, including tax map numbers, of the potential site; • Opportunities for additional facilities to be co-located as a park site, as outlined in the "Memorandum of Agreement for Providing Coordinated Site and Facility Planning"; • The availability of public utilities at or in close proximity to the site; • If a donated site: • Any knowledge of a donor's plans for adjacent Concern: development; Ensuring that the entire Board of • Special considerations or expectations the donor may Commissioners is have referenced in initial discussions pertaining to the aware of talks donation; and potential sites from the beginning;avoid Upon receipt of the Board of Education's notification, the "surprises"in the Commissioners will appoint, by a majority vote of the Board, a end Page 2 of 7 Policy on Planning and Funding School Capital Projects 15 Attachment 3 Revised following 8117100 task force meeting and includes Superintendents'comments Revised 9/07/00 representative to work directly with the Board of Education. As a partner with the school system, the Commissioner representative will receive information and provide input regardin talks and negotiations related to the potential siteh� o�rr � �� i � � � datlol regalcilag the rt>ct �f talks �� fib o � members of � . i Psxb Environmental Factors — A schools stem is to a y pay particular attention to the physical environment surrounding the site and new facility. • In order to avoid future flood hazards, a facility should not be located in close proximity to wetlands, stream buffers, or in a flood plain. Facility siting should also avoid other physical factors that create either additional construction or longer-term maintenance problems, or other unfavorable environmental impacts. • Once a system acquires a site and before grading begins, each school system receives State approval of its erosion control plan and additional County review to ensure that unnecessary cutting of trees or clearing of land does not occur. Adequate natural buffers are to be left intact with existing trees, or replanted if the areas are disturbed during construction. Special attention should be paid to "specimen" trees as outlined in the County land development code. Road and Utility Requirements Major elements for a system to consider in siting a new facility relate to infrastructure requirements by a Town or other public utility. In some recent instances, the systems have been required to provide costly infrastructure such as sidewalks and road improvements. These elements greatly inflate construction costs of new facilities. As a system begins initial planning, there should be a joint meeting between elected Town Count and Education officials to County particular requirements that all parties expect of other project partners. SNa 3. Building Design Standards ` Y1 As a school system selects a particular facility design, it is R Ladd#� important that the most cost-effective design alternative be �*'� ati pursued. Historically in Orange County, new school buildings .'architect have been designed uniquely for each particular project. The into,� � Board of Commissioners encourages systems to pursue non- traditional, or prototype, designs that can be replicated for use on more than one project Sfi � sya� t hoc a aunlgz� Perhaps th is,nee,ds further ' discussion to address design, it IS;t0 r vide Fa o ailed CQS) an1p 't't UCI n44", sand Commissioner concerns justificaticiri ri: iriting ofrhitrttcalspp �ac wstchos that using prototype over, a,prototype; e;ir ;; esigns is one area where Page 3 of 7 sc oI systems could achieve so Policy on Planning and Funding School Capital Projects me economies 16 Attachment 3 Revised following 8117100 task force meeting and includes Superintendents'comments Revised 9/07/00 4. Construction Standards Over the past few years, the County has given special attention to defining construction standards for each school level — elementary, middle and high schools. The standards provide a minimum and maximum square footage and student capacity for each level. As a system undertakes construction of a new facility, it is critical that the system adheres to the most recent school construction standards (estimated project cost should include a reasonable allowance for inflation). The Commissioners agree to provide funding for new school facilities that are designed within the adopted standards. They do not agree to fund projects that go beyond the adopted standards unless there is sufficient justification provided in writing by the Board of Education. One justification for going beyond the standards centers on community use of the new facility. For example, a system may design a facility with a "larger than standards gymnasium" that allows for citizen/community use. In this case, the system must provide detailed explanations outlining the benefits to be offered to the community and citizens, in the context of the intergovernmental "Memorandum of Agreement for Providing Coordinated Site and Facility Planning". 5. Project Approval A project's inclusion in the ten-year plan does not give the Schools or the County legal authority to expend funds. The legal authority to expend funds lies in County Commissioner approved capital project ordinances. Therefore, the schools should not incur any expenses for any capital project until the Board of County Commissioners approves the capital project ordinance. In order to provide timely flow of the approval process and ensure that all elements are addressed, the following steps should be followed: • Details included in each system's ten-year Capital Investment Plans regarding the scope and timing of various phases of individual capital projects is limited. To that end, as individual Boards of Education begin discussions related to new capital projects ( construction, site acquisitions, major renovations, etc), they will be expected, in writing, to notify the Board of County Commissioners of the substance of those discussions. The memorandum from the School Board will: • Provide the Commissioners with an overview of the project concept along with other project specifics that the Board of Education has defined to that point; • Justify the need based on current school capacities and projected student enrollments consistent with the School Adequate Public Facility Ordinance (if the Ordinance is in effect at this time); Page 4 of 7 Policy on Planning and Funding School Capital Projects 17 Attachment 3 Revised following 8117100 task force meeting and includes Superintendents'comments Revised 9/07/00 • '.Provide a preliminary cost projection of the project based upon the adopted school construction standards and provisions of the Cost Effective Facilities Initiative (CEFI), which has derived from earlier discussions about "value engineering" i th %"ion„!s ink #thts %rriej • Request that the Board of Commissioners approve a capital project ordinance to provide funding for the initial planning phase of the project; • Instruct the Superintendent to update the. County Manager, in writing, of the project's progress at his/her monthly meetings with the County Manager. • Upon receipt of the memorandum from the Board of Education, the Board of Commissioners will: • Act upon the project concept by either approving it or asking the Board of Education to amend the concept plan; • Instruct County staff to confirm the project's cost estimate and student capacity in accordance with the County's adopted School Construction Standards Reports along with student enrollment projections; • If the Board of Commissioners approves the project concept, the County Budget Director will prepare an agenda abstract and related capital project ordinance that provides funding for the concept and pre-planning phase of the project; • Appoint, by majority vote of the Board, either a Commissioner N Ng re resentative A and one staff representative, or two oks'osa staff representatives, to partner with the school system as the phaseas plans develop; ` pezo sut� tot Instruct the County Manager to update the Commissioners on 1? .. a regular basis regarding the written information shared by the School Superintendent. 6. Expenditure of Project Funds Funding for Project Planning - School systems will not expend or encumber for planning of any project until the Board of County Commissioners has approved the plan concept. Background - For several years, the Board of Commissioners has approved a capital project ordinance entitled Planning for Future Projects for each school system. The creation of these ordinances enabled a system to expend a portion of their pay-as-you-go funds for planning during a project's conceptual stages. Once a project grew beyond the concept stages, systems requested the Commissioners to approve a "project specific” capital project ordinance allocating all funds Page 5 of 7 Policy on Planning and Funding School Capital Projects 18 Attachment 3 Revised following 8117100 task force meeting and includes Superintendents'comments Revised 9/07/00 anticipated to carry out the planned project. In turn, each district expended their monies up-front for planning, design, architect, construction, furniture and equipment. In return, the County reimbursed each District with all of the project- related expenditures up to the total project budget. With the changes implemented by the County Commissioners in June 1999, this process has changed. It is important.to note that unless a County approved capital project ordinance is in place (i.e. adopted by the County Commissioners), that the County is not legally or otherwise obligated to reimburse the school system for their expenditures. If the Board of County Commissioners approve the project concept and capital project ordinance as outlined in Item 5 above, the following steps occur: • Following Board of Commissioner approval of final plans for the project, the school system advertises for construction bids; • Once the system receives the bids, the School Superintendent notifies the County Manager, in writing, of the result of all bids received. 7. Submission Timelines • While the Board of Education may receive the bids, it should not execute any contract until the Board of County Commissioners receives bid information and approves a capital project ordinance for the construction phase of the project; i AV fit ud e# D"rector P, We �� �� � ���' � � � � � tatIV�and gppga , Ill O.q re_ vj w e abstrac and } at c ri cf `,'g �tre r.. ld to I Ite tor..Of Page 6 of 7 Policy on Planning and Funding School Capital Projects 19 Attachment 3 Revised following 8117/00 task farce meeting and includes Superintendents'comments Revised 9/07/00 Dlred r and Pamrnents= Q the Upon adoption by the Board of Commissioners, the County Budget Director informs the School Finance and Budget Director and the County Finance Director of the abstract approval and the assigned account numbers). This is done via a standard memorandum that indicates purpose and account codes. • All requests.for payment from the School Finance Directors are forwarded to the County Finance Department for payment. The County Finance Department ensures that the requisition for payment falls within the purposes approved by the Board of Education. Q��= c 8. Change Orders The School Superintendent submits, in writing, to the County Manager all contract change orders for the project. Upon receipt of the information, the County Budget Director prepares an agenda abstract and an amended capital te" % project ordinance for approval by the Board of Commissioners at their next scheduled meeting. &affil . .i 1 i � —� al O r � sfi Page 7 of 7 Policy on Planning and Funding School Capital Projects