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Home My WebLink AboutORD-2014-006 Ordinance approving Budget Amendment #4-C for Fiscal Year 2013-14 Related to CHCCS Capital Project OrdinancesORD- 2014 -006 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 4, 2014 Action Agenda Item No. 6 -g SUBJECT: Application for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City Schools (CHCCS) and Contingent Approval of Budget Amendment #4 -C Related to CHCCS Capital Project Ordinances DEPARTMENT: Financial Services ATTACHMENT(S): Attachment 1. CHCCS — Debt Service Application PUBLIC HEARING: (Y /N) No 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 #4 -C (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 $256,087. The attached application requests the State to release lottery funds to cover debt service for the Chapel Hill — Carrboro City School system. Budget Amendment #4 -C 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: z Chapel Hill — Carrboro City Schools ($256,087): Athletic Facilities ($150,000) — Project # 54002 Revenues for this oroiect: Annronriated for this nroiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $685,000 $150,000 $835,000 Total Project Funding $685,000 $150,000 $835,000 Annronriated for this nroiect: Mechanical Systems ($30,631) — Project # 54006 Revenues for this roiect: Current FY 2013 -14 I FY 2013 -14 Amendment FY 2013 -14 I Revised Athletic Facilities $685,000 1 $150,000 1 $835,000 Total Costs $685,000 1 $150,000 1 $835,000 Mechanical Systems ($30,631) — Project # 54006 Revenues for this roiect: Annrnnriaterl for this nroiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $1,071,721 $30,631 $1,102,352 Lottery Proceeds $959,247 $0 $959,247 Total Project Funding $2,030,968 $30,631 $2,061,599 Annrnnriaterl for this nroiect: Electrical Systems ($50,456) — Project # 53026 Revenues for this roiect: Current FY 2013 -14 FY 2013 -14 Amendment 1 FY 2013 -14 Revised Equipment $2,030,968 $30,631 $2,061,599 Total Costs $2,030,968 $30,631 $2,061,599 Electrical Systems ($50,456) — Project # 53026 Revenues for this roiect: Annrnnrintari fnr this nmip-&- Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $589,284 $50,456 $639,740 Total Pro ect Funding $589,284 $50,456 $639,740 Annrnnrintari fnr this nmip-&- Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Construction $589,284 $50,456 $639,740 Total Costs $589,2841 $50,456 $639,740 3 Indoor Air Quality ($25,000) — Project # 54005 RPVPni iPS fnr this nrniect- Annronriated for this nroiect: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $409,700 $25,000 $434,700 Lottery Proceeds $91,640 $0 $91,640 Total Project Funding $501,340 $25,000 $526,340 Annronriated for this nroiect: FINANCIAL IMPACT: The total Lottery Fund amount requested from the State for Chapel Hill - Carrboro City Schools is $256,087. 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 #4 -C 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 $426,340 $25,000 $451,340 CHHVAC $75,000 $0 $75,000 Total Costs $501,340 $25,000 $526,340 FINANCIAL IMPACT: The total Lottery Fund amount requested from the State for Chapel Hill - Carrboro City Schools is $256,087. 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 #4 -C receiving the Lottery Funds and the amended CHCCS Capital Project Ordinances, contingent on the State's approval of the application. Attachment 1 APPLICATION Approved: PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY Date: County: LEA: Address: Orange County Contact Person: Clarence Grier Chapel Hill - Carrboro City Schools Title: P.O. Box 8181, Hillsborough, NC Phone: Project Title: FY 2013 -14 Debt Service (Spring 2006 Private Placement) Location: Type of Facility: Assistant County Mgr /CFO (919) 245 -2453 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- 5462. Further, GZ: 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 schooitechnology 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 256,087.00 TOTAL $ 256, 087.00 Estimated Project Beginning Date: July 2013 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 $ 256,087.00 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) (Signature — Chair, Board of Education) Form Date: July 01, 2011 (Date) (Date) 4 ;? � '7/ �9 Perdita Holtz said this can be done on this advertisement too. A motion was made by Commissioner Gordon, seconded by Commissioner Pelissier to approve the legal advertisement in attachment 1,with revisions as discussed, and that staff be directed to put in bold the key phrases for items to be presented at the joint Board of County Commissioners /Planning Board Quarterly Public Hearing scheduled for February 24, 2014. VOTE: UNANIMOUS a. Minutes The Board approved the minutes from November 21 and December 2, 2013 as submitted by the Clerk to the Board. b. Motor Vehicle Property Tax Releases/Refunds The Board adopted a resolution, which is incorporated by reference, to release motor vehicle property tax values for twenty -five (25) taxpayers with a total of twenty -five (25) bills that will result in a reduction of revenue in accordance with the NCGS. C. Property Tax Releases /Refunds The Board adopted a resolution, which is incorporated by reference, to release property tax values for twenty -one (21) taxpayers with a total of thirty-six (36) bills in accordance with North Carolina General Statute 105 -381 that will result in a reduction of revenue. d. Applications for Property Tax Exemption /Exclusion The Board approved six (6) untimely applications for exemption /exclusion from ad valorem taxation for eight (8) bills for the 2013 tax year. e. Advertisement of Tax Liens on Real Property The Board received a report on the amount of unpaid taxes for the current year that are liens on real property as required by North Carolina General Statute (NCGS) 105 -369 and approved a request that March 19, 2014 be set by the Board as the date for the tax lien advertisement. f. Orange County Arts Commission Annual DCP Renewal with NC Arts Council The Board authorized the Orange County Arts Commission and staff to apply by the March 3, 2014 deadline for annual Designated County Partner (DCP) renewal with the NC Arts Council in order to receive state Grassroots Arts Program funds for Orange County. g. Application for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City Schools ( CHCCS) and Contingent Approval of Budget Amendment # 4- C 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 authorized the Chair to sign and to approve Budget Amendment #4 -C (amended School Capital Project Ordinances), contingent on the State's approval of the application. h. Amending the County Manager's Employment Contract The Board amended the County Manager's employment contract to allow for a three month extension of employment and a thirty month extension of health insurance coverage. I. Request for Road Additions to the State Maintained Secondary Road System_ The Board made a recommendation to the North Carolina Department of Transportation (NCDOT), and in turn the North Carolina Board of Transportation (NC BOT), concerning a petition to add a total of four (4) subdivision roads in Wyndfall Subdivision to the State Maintained Secondary Road System. j. Impact Fee Reimbursement Request