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HomeMy WebLinkAboutAgenda - 09-06-1994-X-A 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No X-A ACTION AGENDA ITEM ABSTRACT Meeting Date: September 6, 1994 SUBJECT: Chapel Hill/Carrboro School District Report - Plans for New Elementary School DEPARTMENT: County Manager PUBLIC HEARING YES NO x ATTACHMENT(S) : INFORMATION CONTACT Manager' s Office ext. 2300 Report from the Chapel Hill/ TELEPHONE NUMBER Carrboro City Schools on Hillsborough 732-8181 Proposed Elementary School Chapel Hill 968-4501 8/31/94 Memo from Finance Director Mebane 227-2031 Durham 688-7331 PURPOSE: To receive a report from the Chapel Hill/Carrboro City Schools on the proposed new Elementary School on the McDougle Middle School site and to outline the process for securing installment purchase financing for this school. BACKGROUND: During the 1994 short session of the Legislature, the General Assembly authorized Orange County to secure installment financing for new school construction. The Chapel Hill-Carrboro City School System is currently planning for a new 624 student elementary school to be located adjacent to the McDougle Middle School. The System would like to secure construction bids for this project by November 1994, with completion of the facility scheduled for the summer of 1996, for opening for the 1996-97 school year. The financing options for installment purchase include certificates of participation (COPS) or private placement. The procedures required by the Local Government Commission for both types of financing are similar, although COPS can take up to one additional month to receive the funds, and issuance costs are higher than private placements. Although private placement financing issuance cost is lower, the maximum amount the County can borrow using this type financing is $10 million. Once the Board of Commissioners determines the amount to be borrowed for the construction of this school, securing the financing will take approximately two months. The first step will be for the Board to adopt a resolution authorizing staff to proceed with the financing request for proposal (RFP) process. Staff will then begin the process with the Local Government Commission. In days 30 to 60 of the process, the formal application for financing will be filed with the Local Government Commission. The Board will need to hold a public hearing on this financing plan. In addition, the real property must be conveyed to the County and the agreement between the County and School District finalized. County staff will review all financing proposals and make a recommendation to the Board of Commissioners. 2 CHCCS staff and board members will make a brief presentation on the design and size of the proposed elementary school, and be available to respond to questions from the Board of Commissioners. RECOMMENDATION: The Manager recommends that the Board of Commissioners receive the report from the Chapel Hill-Carrboro City Schools and consider the amount of financing the Board is willing to pursue for this project, so as to ensure that the planning process continues on schedule. 3 CHAPEL HILL-CARRBORO CITY SCHOOLS Lincoln Center, Merritt Mill Road Chapel Hill, North Carolina 27516 Telephone: (919) 967-8211 Neil G. Pedersen Ann Hart, Assistant Superintendent Superintendent for Instructional Services Chester Preyar, Assistant Superintendent for Support Services TO: John Link Orange County Manager FROM: Neil G. Pedersen Superintendent RE: Information Pertaining to the Proposed Elementary School DATE: August 30, 1994 Enclosed is information which you requested pertaining to the elementary school that we are planning to construct in time to open for the 1996-97 school year. This facility has been discussed for at least the last three years with our Board as well as the County Commissioners. In 1992 we proposed that this elementary school be constructed as part of an elementary- middle school complex on Old Fayetteville Road. The project was temporarily derailed when the bond package included only a middle and high school for the Chapel Hill-Carrboro City Schools. Last year we had extensive discussions with your staff and the Commissioners about financing options for an additional elementary school. It was agreed that the County would issue certificates of participation which would be paid back through revenues generated from impact fees and appropriated in our pay-as-you-go budget. We also reviewed the design and square footage requirements with the non-binding task force and it was my understanding that we had reached consensus on a design which called for a facility which was slightly less than 100,000 square feet in size. Knowing that the school needed to be open for the 1996-97 school year, we have proceeded with the design process and will be ready to bid the school in November. This schedule is dependent upon receiving the necessary approvals on a timely basis from the County Commissioners and the Town of Carrboro. 4 I might add that as we opened school this year, all but one of our elementary schools is over capacity, even when mobile classrooms are included in the calculations. This summer we relocated two mobile classrooms to elementary schools and constructed two new classrooms at Seawell. We have no funds in our CIP for the construction of any future mobile classrooms. Consequently, we feel a real sense of urgency to proceed with the construction of this school. In 1992, we left the deliberations with an understanding that the target budget for the elementary school would be $10 million and we would receive an additional $1 million for technology through impact fees. As the budget stands now, we have projected a cost of $9,763,645 for the basic building and furnishings. To this amount we have added $550,000 for technology (with an additional $200,000 coming from the technology line in our CIP) and $333,270 for non-personnel start-up costs. The latter cost has been assigned to the project budget in light of the discussions between the Board of Education and the County Commissioners regarding what should be included in the capital budget as opposed to the operating budget. This brings the total to $10,646,915. Below is a summary of the enclosures: 1. Project schedule which would have the elementary school completed by June 14, 1996. Needless to say, this is a very tight schedule and is similar to the schedule for McDougle Middle School. 2. A layout of the elementary school. 3. A comparison of the proposed school with BEP standards and hypothetical profiles of schools provided by the Office of School Planning, State Department of Public Instruction. 4. A budget for the project as well as for start-up costs and on-going operating costs. Staff and school board members will be in attendance at the meeting of the Commissioners on September 6 to answer questions. We would appreciate an opportunity at that time to make a brief presentation on the design and square footage requirements. cc: Board of Education 5 1; C n . n :: > C c„'1 > , © d > = z = n o ; o -o c o -v ■ ea -v , h r - C n rT► © n © ^C O 4, o o -1 = C 5 r rA et, ,_, c 0 o'' _! I o r •� r o z $ ; = c4 es• a � I Y ti - cl c k r _ = ! ! C , E Z s ' >i H — NI _ rod ■ �2 - z z L 7 i m • T- o Cr,.i $ $ !I V s { A ,fi s 1 , s t s y s — T - L V _ _ .7I � a — H 4 i ' H i $ - w a 4 Z • 1 L I t a — t, r az r . 6 PT7(-fL / TRSG PEARCE, BRINKLEY, CEASE & LEE, P.A. THE ROBERTS/STACY GROUP, PA. Chapel Hill Carrboro New Elementary School August 4. 'Q4 Pro'eo1Q�S / 141 P8[�+L/TRS{� ' ' Total Project Budget Cash Flow Date Activity A/E Billings Construction** Total 6,4pr-94 Partial Architectural Schematics 18.720.00 N/A 18.72000 12'K4ay-94 Final Architectural Schematics 81.634.00 N/A 31.63400 13-Jun'94 Partial Design Development 30.128.80 • N/A 30.12880 3`AUg-94 Final Design Development 85.751.20 N/A 8575120 8-8ep'94 Pm�io| Conn�uodonOocurnento 77,253.33 N/A 77,253.33 5-Oct-94 Parda| Cono�uohonOocunnento 77,253.33 N/A 77'25333 3'Nov-94 Final Construction Documents 77.25334 N/A 77,253.34 6'Den'94 Bidding & Negodadon 28.970.00 N/A 28.Q7000 Subtotal 425.964.00 426.964.00 Jan-95 Construction - month 1 7.242.50 176.447.84 182.69034 Feb'95 Cons�ucbon - rnonth2 7.242.50 352.938.47 360,181.97 K8ar'95 Construction - month 3 7.242.50 488.189.99 495.43249 Apr'95 Construction -month 4 7.242.50 529.022.77 536.26527 K4ey-95 Construction - month 5 7.242.50 618.288.12 625.53062 JUn'96 Construction -month 6 7.242.50 618.288.12 625.53062 Jul-95 Construction - month 7 7,242.50 656.931.13 664,17363 Aug-95 Construction - month 8 7.242.50 792.181.65 799.42415 Sep-95 Construction - month 9 7`242.50 837.553.69 844.79619 Oct-96 Construction -month 10 7.242.50 837.308.96 844.56146 Nov-95 Construction - month 11 7.242.60 669.812.13 677.054.63 Oeo-95 Construction - month 12 7.242.50 515.240.10 522.482.60 Jan-96 Construction - month 13 7.242.50 489.478.09 49672059 Feb'96 Construction - month 14 7.242.50 399.311.08 406.55358 k4ap96 Construction - month 15 7.242.50 799.311.08 806.553.58 Apr-96 Construction - month 16 7.242.50 440.496.79 447,739.29 Subtotal 115.880.00 9.220.801.00 9.336.681.00 Total 542.844O0 9.220.801.00 9,763.645 00 ** Monies during construction include testing, permits, movable equipment and contingency. �m"Brinkley,Cease a Let,m. 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N D N a. .t ^r, fD cn m a `C I r5 ® ® ® ® rii So o° oo 7d II II II II ,-, N V p c 1° ISo * - g I oC o 01 I * NJ fD a• Pa 0. 0 0 F) I Ii i I--, I--, I--, rd IV S8 WpE OD O V II II II II • 01 pp A N N p V IV VI(TI N IS Ig S Q 00 I0 OWD S CD IO cn .y, P Qq CD Ct 13 Proposed Elementary School Budget A. New Construction: 98,962 square feet @ $70/sf $6,927,340 Inflation @ 2.5% (Jan. '95 start) 173,184 B. Site Development: 98,962 square feet @ $6.00/sf 593,772 C. Fixed Equipment: 380,000 D. Movable Equipment 400,000 E. Technology 550,000 F. Non-Personnel Start-up Costs 333,270 G. Fees (Architect, consultant, Testing, and Permits) 789,349 H. Contingency 500,000 Total Project Budget 10,646,915 14 One-Time Personnel Costs for New Elementary School Department Description Cost Kindergarten Supplies/Materials 14,000 Communications Literature Collection 7,200 Dictionaries 4,000 Textbooks 9,000 Cultural Arts Music Books 750 Music Equipment 10,000 Art Equipment 10,000 Art Books 420 Mathematics Textbooks 8,800 Manipulatives 9,600 Calculators 6,000 Explorations 1 ,000 Physical Ed./Health Textbooks 500 Equipment 5,000 Science Textbooks 6,300 Lab Equipment 10,000 Lab Supplies 3,000 Social Studies Textbooks 8,700 Equipment 5,500 Supplies/Materials 3,500 Miscellaneous Teacher Start-up Supplies 5,000 Main Office Start-up 3,000 Software Site Licenses/Other Requirements 19,000 Custodial Equipment 10,000 Supplies 3,000 Media Center Collection 100,000 Office Equipment 40,000 Teacher Work Areas 10,000 Playground Equipment 20,000 Total One-time Costs $333,270 15 Annual Operating Costs Non-Personnel Costs Utilities $110,000 Telephones 6,000 Postage 1,000 Principal Travel 1 ,758 Total Non-personnel Costs $118,758 Personnel Costs Local Costs 1995-96 1 Principal (6 mos.) $28,125 1 Secretary (6 mos.) 15,000 Total Local Costs(1995-96) 43,125 1996-97 1 Primary Resource $40,000 1 Family Specialist 40,000 2 Reading Teachers 80,000 1.5 Foreign Language Teachers 60,000 1 Academically Gifted Teacher 40,000 1 Physical Education Teachers 40,000 2 Special Education Teachers 80,000 1 Speech/Language Pathologist 40,000 1 Clerical Assistant (11 months) 25,000 1 Media Assistant 18,750 4 Teacher Assistants 75,000 4 Custodians 76.000 Total Local Costs (1996-97) $614,750 State Costs 1 Principal $56,250 1 Assistant Principal 48,058 1 Guidance Counselor 40,000 1 Media Specialist 40,000 0.5 Drama Teacher 20,000 0.5 Creative Movement Teacher 20,000 1 Music Teacher 40,000 1 Art Teacher 40,000 1 Secretary 36,000 1 Lead Custodian 25,000 Total State Costs $365,308 16 a> C) MN, CO rn CO 0 CO C))CO n h to +- rn cal �r (0 M Q T Q. « CO 0 fik C5 0 = 0 CO rn 0 in C� CID c) T CV- yM Lo� I ci 0 r a) o) N ate. p m co M ca C7) 01 M Rzt' O co LL O T E. C a) E a a- w C as vi a) — •Q a) = Q co a> 4 C ° c - oC en o ai N X .0 C a) C H E aa> izca O CI." C 0 F- F- C/) Li. i •3 c 0) U e) Z � C� O. CD � � Z tL 0 o 0 17 MEMORANDUM TO: Rod Visser Assistant County Manager FROM: Ken Chavious Finance Director DATE: August 31, 1994 SUBJECT: Installment Purchase Financing For Elementary School I have been in contact with the Local Government Commission (LGC) on the County's intent to pursue installment purchase financing for a new elementary school in the Chapel Hill Carrboro School District. The focal points of my discussions with the LGC consisted mainly of procedures and time frames for financing. In our past discussions we have talked about two financing mechanisms, COPS and Private Placement. The procedures required by the LGC for both mechanisms are similar. The major differences are that COPs could take two weeks to a month longer to receive funds and the issuance costs are significantly higher. In regard to the timetable for installment purchase financing, the entire process from beginning to closing and receipt of funds takes 60 to 90 days depending on the financing mechanism chosen. The following information provides a general overview of procedures and time requirements. Day 1-30 a. Preliminary conference with LGC to discuss project and financing. b. BOCC adopt resolution, formal approval to to proceed and direct staff to request financing proposals. c. Staff proceeds with RFP process. Day 30-60 a. Formal application for financing filed with LGC. Final decision on financing. b. Public hearing on financing, property conveyance c. Agreements between County and School District finalized. c. Preparation of Official Statement (Required only if COPS are chosen) d. Application considered by LGC. Day 60 Closing and Delivery For COPs Closing and Delivery add 2 weeks to a month. 18 The above schedule references required actions which must take place within the given timeframe. Of course the first step is to decide upon the amount of financing. As you can see, COPs take a little longer. As we have previously discussed, it is in the County's best interest to look at both financing mechanisms, if possible, to insure that we get the best deal.