HomeMy WebLinkAboutAgenda - 10-17-2000-9a
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 17, 2000
Action Agenda
Item No. _
SUBJECT: Polic on Plannin and Fundin School Ca ital Projects
DEPARTMENT:. County Manager/Budget PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Policy on Planning and Funding School
Capital Projects as of 10/17/00
Summary of Work Group Comments of
8/17/00
9/07/00 Draft of Policy an Planning and
Funding School Capital Projects
INFORMATION CONTACT:
John Link or Rod Visser, ext. 2300
Donna Dean, extension 2151
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To adopt a "Policy on Planning and Funding School Capital Projects".
BACKGROUND: At the March 29, 2000 CIP work session, the Board expressed its intent to
communicate to both school boards its expectations regarding communication and review
processes that should be associated with school capital projects. The Board enumerated a
number of points that a written policy related to planning and funding school projects should
address.
Staff drafted a proposed policy document to define the Board's expectations. Both school
boards expressed a number of concerns about the draft policy and requested that the Board
refrain from adopting any such policy until formal dialogue among the boards occurred. In
August 2000, the work group that had reviewed school funding options last winter met to
discuss potential improvements to the policy drafted by staff.
At the September 25, 2000 BOCC work session with both school boards, staff presented a draft
policy that highlighted concerns of the work group and offered passible solutions to address the
concerns (Attachment 3). At that meeting, each board had the opportunity to share their
thoughts regarding the draft policy. While full consensus on the policy has not been achieved,
there seems to be general agreement that the proposed policy (Attachment 1) is more workable
than the original draft prepared in April.
One major change from the April version of the policy to the current version pertains to the
approval process for Level 2 projects. The April version provided for an approval process of
individual components the scope of a project developed. The proposed policy streamlines the
approval process into four phases:
• Concept/Pre-Planning Phase -Funds would budget for preliminary design work that is
needed before siting a new facility.
• Planning Phase -- This phase would include monies for site acquisition and associated
costs and installing infrastructure such as water and sewer lines.
• Design and Constructian Phase -Project components included in this phase are design,
construction, equipment, furnishings, non-recurring start-up and technology. Schools
would have the flexibility to transfer between project components without prior
Commissioner approval. In this phase, the Baard may choose to provide some amount
of money for project contingency.
• Final Accaunting Phase -~ This step occurs at the project's completion. In this phase, the
School system would provide the Commissioners with a final accounting of how
appropriated funds were actually spent over the life of the project.
It should be noted that the Chapel Hill-Carrboro School Board requested that the
Commissioners combine the Concept/Pre-Planning Phase and the Planning Phase and adopt a
three-phase approval process.
The Commissianers also identified related topics that require further discussion by a proposed
standing work group. (A resolution appointing two members from each school board and the
County Commissioners to such a task force was prepared for consideration elsewhere on the
agenda for this meeting.) Examples of topics identified include:
• Design Standards -Prototype designs and unique designs
• What is the appropriate amount of contingency for construction. projects?
• How to handle project change orders that cause project expenditures to be over
budget .
• Best methods to project future student enrollment and membership
Staff anticipates that the work group would begin to address these issues by November 2000
and bring its recommendations to the Commissioners for consideration by their January 18,
2001 meeting.
FINANCIAL IMPACT: There is no financial impact tied directly to the approval of the Policy on
Planning and Funding School Capital Projects. However, adoption of the policy will impact
funding needed for future school capital projects.
RECOMMENDATION(S): The Manager recommends that the Board discuss the proposed
Policy on Planning and Funding School Capital Projects, considering the comments from the
work group, and adopt the policy at Attachment 1.
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 yeaz capital investment plan is a planning document that is updated annually,
Before the beginning of each fiscal year, the Boazd 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 X 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 aze major projects that require several phases to
complete. For these projects, the Board of County Commissioners approves afour-phase
appropriation process to include:
ConceptlPre 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,
furr:ishings, 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 wild reconcile
actual project expenditures with approved budget and provide the BOCC
with a "final accounting" of project:
3
Page 1 of 6
Policy on Planning and Funding School Capital Projects
Attachment 1
2. Site Standards
Revised for BOCC approval, on 10/17/00
In accordance with North Cazolina 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 boazd 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 Boazd of Education is to notify the Orange County Board of
Commissioners, in writing, whenever they have tentatively identified a potential
schaol 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 pazk 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;
• Tf 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
Boazd 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.
4
Page 2 of 6
Policy nn Plannine and Fundine School Capital Projects
Attachment 1
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
same 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
particulaz 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 cast-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
pratorype design.
~. 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 standazds (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 Boazd 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 "lazger than standards gymnasium" that allows
for citizen/commurutyuse. 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
Page 3 of 6
Policy on Planning and Funding School Capital Projects
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 ofCounty 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;
6
Page 4 of 6
Policy on Plannine and Funding School Capital Projects
Attachment 1
Revised for BOCC approval on 10/17/00
• Appoint, by majority vote of the Boazd, 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 regulaz 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 Boazd 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, azchitect, 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 Soard 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;
7
Page 5 of 6
Policy on Planning and Funding School Capital Projects
Attachment 1
Revised for BOCC approval on 10/17/00
• Generally, the Board of Commissioners conducts regular meetings on the frst
and tliird Tuesday of eacli month. To allow for timely preparation of the meeting
agenda, the fallowing 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 a-mail or
fax) a copy of the abstract and attachments to the School Finance or Budget
Director and the Director of Facilities far 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 Caunry Budget Director submits fznal agenda
abstract and attachments to the County Manager's Office. A copy of the abstract
and attachments are forwarded (via a-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.
$. Cha~age 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.
8
Page 6 of 6
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Attachment 2
Policy on Planning and Funding School Capital Projects
Summary of Work Group Comments of 8/17/00
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 9/18/00 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,
fiurnishings, 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 afi talks and
potential sites from the beginning; avoid "surprises" in the end
- Possible Solution:
/ The Commissioner representative will share information regarding the
progress ofi talks and negotiations of the potential site with other members ofi
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 cast?)
/ 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?
Pale 2 of 2
13
Attachment 3
Revised following 8/17/00 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
ommtsstoners to collaborating with the Boards of Education i tanning for
~ r ~ n p e and implementing
school ca ttal pro e "~ '~ ° .,~"~ , ,~ ~`~zt ,. d ,".°"<•°"'~ . ,
P I cts~ E ,~~~ {~ ~~ ~etved fro, the. ScFrool
ry t "~^ dot ,~'t t 4i ~ . ~ A • k ~~~ Er-r,1/ f %' is ~ ,~
. und+rrl~f ;ti~.,.~t ~~ x;~: ... ~ ~ ,~ .n ,E, s ., ~~~~.:~"I `~ .. ~~.P., tip, ~~1~7
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
dune Level 1 and relatively small scope of work and can be accomplished using a ~1;~.9~E
Leve12 projects. ;, ~ s . ~~~'~~ ~'*'
~~ ~~„ in-house staff or entail urchasin/ryry equipment and
~•~:.. ?r i:w, n'9 'p ~y ~Mtl~' ;~. ~~~ ~ Ay,~1 RC1i3'hn :'.6^~,.,~~ ~.:,,.`l it4~ ... .~,::
vehicles. ~ L t ~;~ro;Qf'ng
~',~~ ~ . ~ , ,, ~ ., ~ :{ `~ The Board
~~ approves the entire project ordinance atone time.
Level 2 Projects: Level two projects are major projects that require several
phases to complete. Far these projects, the Board approves fiunding for
individual components as project scope develops rather than allocating a lump
Concern: Con.tuiue to
use the "phased
approval approach" for
Leve12 projects but
decrease the number of
times the 'Board of
Commissioners
approves the project
and ordinance
Timing is a major
concern irz the rnulti-
phase~l process
sum for the life of the project. Major components include:
• Planning, architect, engineering
• Site acquisition and associated fees
• COnStRIGtIOn
• Equipment, Furnishings,
• Technology
Non-Recurring Start-Up costs
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Page 1 of 7
Policy on Planning and Funding School Capital Projects
14
Attachment 3
Revised following 8/17/00 task force meeting and includes Superintendents' comments
Revised
9/07/00
~i~.~ ~ _ _
+.• ,'
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:
Concern:
Ensuring that the
entire 'Board of
Commissioners is
aware of talks
and potential
sites from. the
beginning; avoid
"surprises" in the
end
• 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
Page 2 of 7
Pnhcv r,,, Planning and Funding School Capital Proiects
15
Attachment 3
Revised following 8/I7/00 task force meetzng 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 regarding talks and negotiations related to the potential
~ f ^ ~Yt~: ,g~~w• emery, ~:v^~..^' ,..,e.,~.H 6 I ~ .. n: ap : ds.~ rG 1^r r~ ~ ,y
site. ~7 v y ~r~ ~ , e "S• ~rw ~~~"~6H yyy~~ ~t~~m/t f ~~5.~ •~f L~e
F ~' I T A IYi" TRIP f ~ `J~ 'CT .•.. ~1 ~f ry•
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S ~.R( q..
~~`~ ~ 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 flaod 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, County and Education officials to ~~ ' 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. Sf~(~ a:~,.~ysr~ ~~,ci;~~' a ~ ur~iq`u
design, :it.is~'tp p~n~idie -~~.;~detailed co~~t~~c31~p~s~n ~~~~yrsis ~;r~d
ustificatiorl in writirtg. of'w~Y #h #~~~ ~~~l r,~.a ~ a,chi vii s ho$
...
_~.,.:q . ~..
o r~ a;
~. VF3:..~ .. _ 1.p:C'O,tQ~t)I.i~ ~eSlgrl.
Page 3 of 7
Policy on Planning and Funding School Capital Projects
Per~a~s;.this ineeds furfher
discussion to address
C.ottulii sioner.concern~
that using.pro~otype.
~esigns is one area where
scHaol systems ~~ould
achieve same economies
16
Attachment 3
Revised following 8/17/00 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
Pnlicv nn Planning and Fundine School Capital Projects
i~
Attachment 3
Revised following 8/17/00 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
~. .., ~ . ~W;,,.
engineering ~~jf:,tla~~R1~!~1;j~..~~~~~~~~~!~:~il
• 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 wi#h 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 far the concept and
preplanning phase of the project;
• Appoint, by majority vote of the Board, either a Commissioner
representative ~~~~t~'
"' ~ and one staff representative, or two "~
staff representatives, to partner with the school system as the
plans develop; ~''` ,,;;~~la~~;
hi~iri
• 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 far 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 8/17/00 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 upfront for planning, design, architect, constructian, 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 1899, 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. 1f 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;
Page 6 of 7
Unlirv nn Planning anll lann(~111fi .~'C~'If1L1~ (";8D1t31 Pr018CtS
19
Attachment 3
Revised following 8/17/00 task force meeting and includes Superintendents' comments
Revised
9/07/00
and
: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 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 far 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.
Page 7 of 7
Policy on Plaiuiing and Funding School Capital Projects