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Home My WebLink AboutORD-2014-014 Application for NC Education Lottery Proceeds for Chapel Hill – Carrboro City SchoolsAPPLICATION PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY County: LEA: Orange County Chapel Hill-Carrboro City Schools Approved: Date: Contact Person: Clarence Grier Title: Assistant County Mgr/CFO Address: P.O. Box 8181, Hillsborough, NC Phone: (919) 245-2453 Project Title: FY 2013-14 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 G.S. 1 , — Fund in accordan ce- with G.S. 11 5C-546.2. Further 11 5C-546.2 (d) has been amended to ind u d e t he f6l] owing, (3) No county shall have to provide matching funds;..' (4) A county may use monies in this Fund to pay for school construction projects in local schooi. 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 School 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 niustbe submitted within one year fbilowing the date of final payment to the. Contractor or Vendor 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 Elementary) Estimated Costs: Purchase of Land Planning and Design Services New Construction Additions / Renovations Repair Debt Payment I Bond Payment TOTAL Estimated Project Beginning Date: July 2013 41 218,012.00 218,012,00 Est. Project Completion Date: June 2014 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 jointly request approval of the above project, and request release of $ 218,012.00 from the Public School Building Capital Fund (Lottery Distribution). W rtify that the project herein described is within the qp-a paramet. . 115C-546. 1 7 . . / (SignaWF—e— Chajr<Cotfhty VomNissioners) (Date) Chair, Board of&5ducation) Form Date: July 01, 2011 ORD -2014 -014 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 1, 2014 Action Agenda Item No. 6 -f SUBJECT: Application for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City Schools (CHCCS) and Contingent Approval of Budget Amendment # 6 -13 Related to CHCCS Capital Project Ordinances DEPARTMENT: Financial Services PUBLIC HEARING: (Y /N) No ATTACHMENT(S): Attachment 1. CHCCS — Debt Service Application INFORMATION CONTACT: Clarence Grier, (919) 245 -2453 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 2013 -14 debt service payments for Chapel Hill — Carrboro City Schools, and to approve Budget Amendment #6 -B (amended School Capital Project Ordinances), contingent on the State's approval of the application. BACKGROUND: Both School Systems 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 $218,012. The attached application requests the State to release lottery funds to cover debt service for the Chapel Hill — Carrboro City School system. Budget Amendment #6 -B 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 (PAYGO) funds for FY 2013 -14 for CHCCS capital needs and projects, and amends the budgets for the following CHCCS capital projects: 2 Chapel Hill — Carrboro City Schools ($218,012): Mechanical Systems ($120,000) — Project # 54006 Revenues for this proiect: Aonrooriated for this proiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $1,102,352 $120,000 $1,222,352 Lottery Proceeds $959,247 $0 $959,247 Total Project Funding $2,061,599 $120,000 $2,181,599 Aonrooriated for this proiect: Classroom /Building Improvements ($98,012) — Project # 53025 Revenues for this proiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Equipment $2,061,599 $120,000 $2,181,599 Total Costs $2,061,599 $120,000 $2,181,599 Classroom /Building Improvements ($98,012) — Project # 53025 Revenues for this proiect: Annrooriated for this proiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $1045,711 $98,012 $1,143,723 Total Project Funding $1,045,711 $98,012 $1,143,723 Annrooriated for this proiect: FINANCIAL IMPACT: The total Lottery Fund amounts requested from the State for Chapel Hill— Carrboro City Schools is $218,012. 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 #6 -B receiving the Lottery Funds and the amended CHCCS Capital Project Ordinances, contingent on the State's approval of the application. Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Construction $1,045,711 $98,012 $1,143,723 Total Costs $1,046,711 $98,012 $1,143,723 FINANCIAL IMPACT: The total Lottery Fund amounts requested from the State for Chapel Hill— Carrboro City Schools is $218,012. 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 #6 -B receiving the Lottery Funds and the amended CHCCS Capital Project Ordinances, contingent on the State's approval of the application. Bubdi n f out APPLICATION PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY County LEA: Orange County Chapel Hill- Carrboro City Schools Address: P.O. Box 8181, Hillsborough, NC Approved: Date: Contact Person: Clarence Grier Title: Assistant County Mgr /CFO Phone: (919) 245 -2453 Project Title: FY 2013 -14 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 to include the following: (3) No county shall have to provide. matching funds... (4) A county may use monies in this Fund to pay for school 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 School 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 must be submitted within one year following the date of final payment to.the Contractor or Vendor. 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 Elementary) Estimated Costs: Purchase of Land $ Planning and Design Services New Construction Additions / Renovations Repair Debt Payment / Bond Payment TOTAL Estimated Project Beginning Date: July 2013 218, 012.00 $ 218,012.00 Est. Project Completion Date: June 2014 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 jointly request approval of the above project, and request release of $ 218,012.00 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) Form Date: July 01, 2011 (Date) 3 f. Application for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City Schools ( CHCCS) and Conti ngent Approval of Budget Amendment # 6- B Related to CHCCS Capital Project Ordinances The Board approved an application to the North Carolina Department of Public Instruction (NCDPI) to release funds from the NC Education Lottery account related to FY 2013 -14 debt service payments for Chapel Hill — Carrboro City Schools, and to approve Budget Amendment #6 -B (amended School Capital Project Ordinances), contingent on the State's approval of the application and authorize the Chair to sign. 9. Delegation of Property Tax Release /Refund Authority Based on North Carolina General Statute (NCGS) NCGS 105 -381 The Board considered delegation of authority as authorized under North Carolina General Statute (NCGS) 105- 381(b) and approved a resolution, which is incorporated by reference, thereby allowing the Finance Officer to approve requests for release or refund of property taxes less than one hundred dollars ($100.00). h. Change in BOCC Regular Meeting Schedule for 2014 The Board approved one change in the County Commissioners' regular meeting calendar for 2014, adding a dinner meeting with the Board of Social Services for Tuesday, April 29 2014, starting at 5:30 pm (prior to the 7:00 joint meeting with the school boards) at the Southern Human Services Center, 2501 Homestead Road in Chapel Hill. 7. Regular Agenda a. Rogers- Eubanks Neighborhood Association Community Center Construction Bid Award The Board considered awarding a bid to Riggs- Harrod Builders, Inc. of Durham, North Carolina in the amount of $552,488 for the construction of the Rogers Eubanks Neighborhood Association Community Center; authorizing the Chair to sign the necessary paperwork upon final approval of the County Attorney; and authorizing the County Manager to execute change orders for the project up to the project budget. Jeff Thompson said this bid reflects a major re- design of the facility, allowing the project to be constructed within the Board approved project budget. Jeff Thompson said Patric Lebeau was present to provide an overview of the design to the Board and answer any questions. Patric Lebeau reviewed several image slides outlining the re- design changes. He said the building footprint has changed very little, and the square footage and interior spaces and functions have been retained. He said the site plan has shrunk and the building has been pulled to the East to avoid some site work. He showed the ADA parking and basketball court, and he reviewed the detailed floor plan slide. He said the height and elevations have changed slightly, and the clear story has been taken out. He said a small portico has been retained on the east side for the main entry. Jeff Thompson said competitive bids from ten (10) firms were opened on March 13, 2014. He said after a period of review of the bid documents by County staff and the project designer, Riggs- Harrod Builders, Inc. of Durham, NC was determined to be the lowest responsive, responsible bidder for this project. He said should the Board of County Commissioners award the bid, the projected construction period is eight (8) months. He said, depending upon construction progress, management of unforeseen conditions and the facility commissioning process, the center may be available before the end of the 2014 calendar year. Chair Jacobs said the Board was glad to see their friends from the Rogers Road community in attendance. Commissioner Dorosin noted that the bid came in at $550,000, and he thought there might be extra money, since the Board allocated $650,000. He said the financial impact lists