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Home My WebLink AboutAgenda - 06-17-2014 - 6fORD- 2014 -026 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 17, 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 #9 -A 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 1 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 #9 -A (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 $218,775. The attached application requests the State to release lottery funds to cover debt service for the Chapel Hill — Carrboro City Schools system. Budget Amendment #9 -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 (PAYGO) funds for FY 2013 -14 for CHCCS capital needs and projects, and amends the budgets for the following CHCCS capital projects: Chapel Hill - Carrboro City Schools ($218,775): ADA Requirements ($42,283) — Project # 54000 Revenues for this project: Appropriated for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund (PAYG) $200,505 $42,283 $242,788 Total Project Funding $200,505 $42,283 $242,788 Appropriated for this project: Abatement Projects ($34,504) — Project # 54001 Revenues for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised General Renovations $200,505 $42,283 $242,788 Total Costs $200,505 $42,283 $242,788 Abatement Projects ($34,504) — Project # 54001 Revenues for this project: Appropriated for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $435,576 $34,504 $470,080 Total Project Funding $435,576 $34,504 $470,080 Appropriated for this project: Classroom /Building Improvements ($16,988) — Project # 53025 Revenues for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Abatement $435,576 $34,504 $470,080 Total Costs $435,576 $34,504 $470,080 Classroom /Building Improvements ($16,988) — Project # 53025 Revenues for this project: Appropriated for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $1,143,723 $16,988 $1,160,711 Total Project Funding $1,143,723 $16,988 $1,160,711 Appropriated for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Construction $1,143,723 $16,988 $1,160,711 Total Costs $1,143,723 $16,988 $1,160,711 K Doors /Hardware /Canopies ($45,000) — Project # 53023 Revenues for this project: Appropriated for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund (PAYG) $158,000 $45,000 $203,000 Total Project Funding $158,000 $45,000 $203,000 Appropriated for this project: Mechanical Systems ($80,000) — Project # 54006 Revenues for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised Construction $158,000 $45,000 $203,000 Total Costs $158,000 $45,000 $203,000 Mechanical Systems ($80,000) — Project # 54006 Revenues for this project: Appropriated for this project: Current FY 2013 -14 FY 2013 -14 Amendment FY 2013 -14 Revised From General Fund PAYG $1,222,352 $80,000 $1,302,352 Lottery Proceeds $959,247 $0 $959,247 Total Project Funding $2,181,599 $80,000 $2,261,599 Appropriated for this project: FINANCIAL IMPACT: The total Lottery Fund amounts requested from the State for Chapel Hill — Carrboro City Schools is $218,775. 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 #9 -A 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 Equipment $2,181,599 $80,000 $2,261,599 Total Costs $2,181,599 $80,000 $2,261,599 FINANCIAL IMPACT: The total Lottery Fund amounts requested from the State for Chapel Hill — Carrboro City Schools is $218,775. 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 #9 -A receiving the Lottery Funds and the amended CHCCS Capital Project Ordinances, contingent on the State's approval of the application. Attachment 1 APPLICATION PUBLIC SCHOOL BUILDING CAPITAL FUND NORTH CAROLINA EDUCATION LOTTERY County: LEA: Address Orange County Chapel Hill - Carrboro City Schools 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 (Fall 2006 Private Placement) Location: Type of Facility: North.Carolina General Statutes, Ghapter_18C, provides,that a.portion.bfthe proceeds of the North: Carolina State Lottery Fund be transferredao the:PublicSchool.:Building Capital Fund in! accordance W ith G.S.:9.1.5C =5 6,2::: Further;. G:S. 15C- 546.2.. (0) has`been.a{t elh ed to-in udethe.followi (3) No county shall have .to provide matching funds,:. (4).A county may`use,monies..m this,Fund to pay #or; school.'construction : p [ ojects. �n 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 forschooi'technology needs. As used in this section,': :Public. School :Buildings °:shall.include only facilities for.jndiv3dual_ schools that are used for instructional and related_purposes, and does not include. central :administration, maintenance, or other facilities. Applications_ most 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 Fall 2006 Private Placement - issued December 2006 for Chapel Hill - Carrboro City Schools ( Carrboro High School) Estimated Costs: Purchase of Land $ Planning and Design Services New Construction Additions / Renovations Repair Debt Payment / Bond Payment 218,775.00 TOTAL $ 218,775.00 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 $ 218,775.00 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 4