HomeMy WebLinkAboutAgenda - 03-04-2004-8dORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 4, 2004
SUBJECT Budget Amendment #9 Action Agenda
Item No. ~_~
DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No
ATTACHMENT (S):
Attachment 1. Budget as Amended INFORMATION CONTACT:
Spreadsheet Donna Dean 245-2151
Attachment 2. High School #3 School
Capital Project Ordinance TELEPHONE NUMBERS:
Attachment 3, November 20, 2002 Letter Hillsborough 732-8181
Regarding High School #3 Chapel Hill 968-4501
from Barry Jacobs to Durham 688-7331
Valerie Foushee Mebane 336-227-2031
PURPOSE: To approve budget ordinance and school capital project amendments for fiscal year
2003-04.
BACKGROUND:
Arts Commission
The Dreams-of-Flight creative writing project is an officially endorsed program of the First in
Flight Centennial Commission and is administered by The North Carolina Arts Council, The
North Carolina Arts Council awarded the Orange County Arts Commission a grant in the
amount of $2,750 for this project; these funds are included in the approved budget for FY
2003-2004, The Orange County Arts Commission raised a total of $3,500 from the following
sources: Orange County School System ($500), New Hope Elementary School PTSA
($1,000), Chapel Hill-Carrboro City Schools ($1,000), Smith Middle School PTSA ($1,000),
to be used as the County's local match for the Dreams-of-Flight creative writing project in
New Hope Elementary School (4`" graders) and Smith Middle School (8`" graders), The
funds are designated for artist fees (playwright) and to purchase flight-related resources for
schools' media centers, This amendment provides for the receipt of $3,500 in matching
funds for the North Carolina Arts Council grant. (See Attachment 1, column #1)
Department on Aging
2. The Community Based Services division within the Department on Aging has received
notification of additional revenues in the following two areas:
• Home and Community Care Block Grant additional funds totaling $30,100
• State Senior Center General Purpose funds totaling $17,421 for the Central Orange,
Chapel Hill, and Northside Senior Centers.
Also, the division exceeded budgeted revenues during the first six months of the fiscal year
in Community Based Services fees, and based on collection trends, an additional $20,000
in fees is anticipated by the end of this fiscal year.
These additional funds totaling $67,521 will be used to support senior center operations
and to purchase much-needed equipment and supplies for the three senior centers,. This
budget amendment provides for the receipt of these additional funds. (See Attachment 1,
column #2)
3. The Eldercare division within the Department on Aging has received notification of additional
National Family Caregiver Support grant funds totaling $26,172 for this fiscal year. These
funds will be used to expand existing services and to launch a dementia education project
far local medical care providers. No County matching funds are required for the receipt of
these funds. Also, the Department has received private donations totaling $3,000 to be
used for the frail and elderly for items not provided for under existing grant and local funds.
An example would be paying the installation fee for a personal safety (lifeline) system. This
budget amendment provides for the receipt of these additional funds. (See Attachment 1,
column #3)
Chapel Hill-Carrboro City Schools High School #3
4. In November 2000, the Board of Commissioners approved a Policy on Planning and Funding
School Capital Projects. That policy identifies two levels of school construction projects -
Level 1 and Level 2. Level 1 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. Level 2 projects are major projects that require several
phases to complete. For these projects, the Commissioners approve project funding in four
phases;
• ConceptlPre-Planning Phase -includes preliminary programming and design work that
would result in conceptual drawings and preliminary cost estimates
• Planning Phases -includes siting the facility, construction of infrastructure, and
preparation of construction documents in preparation for the bidding process
• Design and Construction Phases -includes final design, facility construction and
purchase of equipment, furnishings, technology and one time start up costs
• Final Accounting Phase - provides a reconciliation of actual project expenditures with
approved budget
Planning for a third high school located in the Chapel Hill-Carrboro City Schools district is
currently underway. Funding for land purchase acid base construction related to the new
3
school totals $27,8 million with the prospects for an additional $2.2 million to be added to the
project budget if CHCCS includes various "smart growth" construction initiatives acceptable
to the BOCC. On June 26, 2003, the Board of County Commissioners approved a capital
project ordinance in the amount of $2,770,075 to cover the costs associated with the land
purchase ($2,535,700) and a portion of the professional fees ($234,375).
The district recently entered into a contract to purchase two tracts of land for the school and
is pursuing "eminent domain" to acquire the third parcel needed for the school site, While
waiting for the land transactions to be completed, CHCCS has moved forward with
preliminary design and site work for the new high school.. At this time, the CHCCS Board of
Education is requesting that the BOCC approve an additional appropriation of $868,625 in
School Construction Impact Fees to cover the cost of design work along with other survey
and site work. The following chart provides details regarding the request from CHCCS;
Amount Vendor
Schematic design $218,000 Mosley Architects
Design Development $270,000 Mosley Architects
Construction Documents - $270,000 50% of total Mosley Architects
Site Engineering $150,000 CLH Design
Property Surveys $95,000 CLH Design
Sub-surface Analysis $50,000 Froehling & Robertson
Tec no ogy onsultant $50,000 to be determined
Total Professional Services
Contracts to Date
$1,103,000
Less amount approved by BOCC
on June 26, 2003
$234,375
Ilona ro essiona
Services Requested by CHCCS
for High School #3
$868,625
In accordance with the BOCC Policy on Planning and Funding School Capital Projects, the
Chapel Hill-Carrboro City Schools plans to present the preliminary design to the
Commissioners later this winter after the Board of Education has approved it.
Commissioner Brown is the BOCC appointed representative to work directly with the Board
of Education on this project,.
In accordance with the attached letter dated November 20, 2002 from BOCC Chair Barry
.Jacobs addressed to CHCCS Chair Valerie Foushee, the CHCCS Board of Education is
requesting that the BOCC appropriate $491,823 in School Construction Impact Fees to
cover the cost of the purchase and placement of eight mobile classrooms. Four of the units
are located at Chapel Hill High and four at East Chapel Hill High,
Of the total units placed, CHCCS purchased seven from GE Modular at a per unit cast of
$41,935 for a total of $293,545. With regard to the eighth unit, the district is using a mobile
classroom provided by NC State University Solar Center as part of a test of energy efficient
units, The district did not have to purchase the unit but did have to cover the cost of site
preparation and installation. The chart below offers details related to the purchase and
installation of the mobile units:
a
Total Vendor
Purchase of Modular Units (7 units @
$41,935)
$293,545
GE Modular
Site Preparation for 8 units (including
bathroom facilities, rock removal for
foundations, utilit connections, etc.)
$154,815
Patriot Buildin Com an
Fire Alarm S stems $22,734
Professional Fees $20,729 Kim Anderson, Architect
ota $491,823
The attached CHCCS High School #3 Capital Project Ordinance (See Attachment 2)
appropriates a total of $1,360,448 in School Construction Impact Fees for the purposes
outlined in the preceding section.
Governing & Management -School Collaboration Facilitation
5. The County contracted with the Dispute Settlement Center (DSC) for an amount not to
exceed $2,000 to facilitate a round of discussions to promote greater collaboration involving
the Chairs of the BOCC and both school boards, the County Manager, and the two school
superintendents. These discussions have been completed, and have led to a scheduled
second round of facilitated discussions between the two school boards to pursue the mast
promising opportunities for further collaborative efforts. The cost for this second round, not
to exceed $3,000, will be shared equally by the three governing boards. This budget
amendment will establish a $5,000 appropriation for facilitated school collaboration
discussions, recognize revenue of $1,000 from each of the two school boards, and approve
an allocation of $3,000 from Commissioners' Contingency to cover the County's share of the
cost for the DSC contracts (see Attachment 1, Column #5)..
FINANCIAL IMPACT: Financial impacts are included in the background information above..
RECOMMENDATION (S): The Manager recommends that the Board of County Commissioners
approve the attached budget ordinance and school capital project ordinance amendments.
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High School #3
Chapel Hill-Carrboro City Schools
Capital Project Ordinance
n F ~.
Y-~-h!i:iC~i+t„-toll l~ ~..~(/~
~Cl
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 1.32 of
Chapter 159 of the General Statutes of Noxtlr Carolina, the following capital project is hereby adopted..
Section 1. The project authorized provides funds for the Chapel Hill-Carrboro City Schools to acquire
property for and begin planning foi° the design, conshuction, and equipping of a new high
school facility.. Anticipated revenues for the project consist of 2001 voter approved bond
fiords, school constniction impact fees, and a private placement loan.
Section 2. The officers of the County are hereby directed to proceed with the project within the budget
contained herein.
Section 3. The following revenue is anticipated to complete this project:
n•oug ~
2002-03
FY 2003-04 u•oug ~
2003-04
Sales Tax $0 $0
c xoo onstrucnon
Im act Fees
$0
$4,130,523
$4,130,523
u is coo ut mg
Funds
$0
$0
2001 Bonds $0 $0
Other $0 $0
Total Tundin $0 $4,130,523 $4,130,523
Section 4. The following amount is appropriated for this project:
11uough FY
2002-03
F'I'2003-04 Tluough FY
2003-01
Construction $0 $0
Site ttisition $0 $2,535,700 $2,535,700
Site Develo runt $0 $0 $0
Fea $0 $1,103,000 $1,103,000
Mobile Classroons $0 491,823 $491,823
Teclmolo $0 $0
Constnwtion Contu~ c $0 $0
One-Tvi~e Start U Costs $0 $0
Total Cos 50 $4,130,523 54,130,523
Section 5. Pursuant to paragraph 5 of Orange County's "Policy on Platming and Fturding School
Capital Projects", the Board of Commissioners will appoint one Commissioner
representative (Commissioner Margaret Brown) and one or two staff' representatives to
partner with school representatives as project plans develop.
Section 6. The effective date of this ordinance is the effective date of an interlocal agreement
governing this project between the Chapel Hill-Carrboro Board of Education and the Orange
County Board of Comrnissioners. The ordinance will remain in effect from its effective date
through June 30, 2007.
Adopted this 4th day of March, 2004.
r1f E ,_,-~ , r.~~.
November 20, 2002
Ms, Valerie Foushee, Chair
Chapel HilhCarrboro Board of Education
Lincoln Center, Merritt Mill Road
Chapel Hill, NC 27516
Dear Ms. Foushee:
I write on behalf of the Orange County Board of Commissioners in response to
correspondence we received in late October from the Board of Education on the subject
of new school facilities, As you well recognize through repeated public
acknowledgements by your Board members, the County Commissioners remain firmly
committed to meeting the operational and capital needs of both school systems and
their students, That commitment is well-documented through Orange County's long-
standing ranking at the top of the list of county per pupil appropriations, and through
capital improvements funding of several hundred million dollars since we undertook the
1988 bond referendum. A recent audit of County finances indicates that 50 percent of
our budget is devoted to education.
We appreciate the collaborative spirit with which we and the two school boards have
worked in recent years, As I said at a recent meeting, although we do not always
communicate perfectly, the commitment to communicate remains strong. In that regard,
we believe it is important far the BOCC to lay out in this letter certain considerations and
constraints that will affect what can and what cannot realistically be achieved in
pursuing the direction established in your Board's resolution of October 17, 2002. Our
observations are founded in our unanimous and collective judgment that the best way to
sustain the community's support far education is to continue to demonstrate proactive
planning in a fiscally prudent manner, It is our intention to maintain our commitment to
excellent schools while balancing those needs with the numerous other County
obligations to provide high quality human services, public safety, and other vital County
services,
The County has achieved an enviably strong financial position and top-level bond
ratings through sound fiscal management and creation of and adherence to a rational
debt management policy, This has occurred while demonstrating a willingness to raise
revenue necessary to carry out awell-conceived long-range capital investment plan for
essential school and County facilities,
Within that context, this letter will touch upon the numbered paragraphs in your
resolution,
The BOGC anticipates recommendations coming from the High School Planning
Task Force by the end of the calendar year on the scope of the proposed third
high school in the Chapel Hill-Carrboro system, Based an our construction
standards and identified funding in the CIP, $27,8 million is the total expected to
I
be available for additional high school space through the 2007-08 planning
period far the issuance of bonds and alternative financing, This total will need to
accommodate any site acquisition, construction, or ancillary expenditures (e. g,
mobile classrooms) for high school space that are not covered by CHCCS pay-
as-you-go capital funding.. We acknowledge the extremely tight timeframe
involved in a proposed opening of a third high school for the 2005-06 academic
year, and that such a target will be difficult if not impossible to achieve,
2. We recognize that CHCCS did not submit a formal request that the Chapel Hill
Urban Services Boundary be moved, Therefore we decided not to take a formal
position on such a request at our November 6 meeting. We did attempt to
communicate the pitfalls of such an action and the delays that would result, We
also commended the issue of water/sewer and urban service boundaries to the
School Facilities Task Force for incorporation into school construction/siting
standards.
3, We do not anticipate that there will be additional capital funds available to deal
with a potential Lincoln Center remodeling/expansion before 2007-08, However,
assuming the construction of a new 1000 student high school in CHCCS before
then, there should be time for our two boards to consider possible timing and
sources of additional capital funds beyond that point,
4, The BOCC will work with the school board to develop plans for a new central
office facility consistent with the procedures laid out in the November 2000
"Policy on Planning and Funding School Capital Projects".
The BOCC agrees that the reallocation of 2001 bond funds from Elementary #10
to High School #3 requires the commitment of the BOCC to approve alternative
financing for Elementary #10 in a manner that allows for timely construction of
that facility at the Old 86/Eubanks Road site. That timing will be determined
based on the working of student projection models that will be updated and
monitored annually through the SAPFO process, In the interest of keeping faith
with voters who understood that the November 2001 bond referendum included
fimding for two new elementary schools, any formal action to reallocate 2001
band proceeds to High School #3 should come after a public hearing is
conducted on the matter, Possible sources to pay the debt service on
Elementary #10 include impact fees, CHCCS PAYG funds, CHCCS district tax
proceeds, Countywide ad valorem tax proceeds, or same combination of these
mechanisms. County Commissioners must be fully engaged in any discussions
that may ensue about class size reduction (whether generated locally or at the
State level), as we will bear the financial responsibility for the capital facility
implications that would be forthcoming from any such reductions,
~b
The school board's direction to proceed with the acquisition of up to 15 mobile
classrooms should be carried out with the recognition that it must be
accomplished within the constraint of the $27.8 million available for high school
space, or from other GHCCS pay-as-you-go funding.
7, Funding for a fifth middle school is not included in the County's 10 year CIP. The
possible need for such a facility should prove an appropriate test far the jointly
adopted Schools Adequate Public Facilities system and the associated student
projection methodologies,
8.. The BOCC concurs with the school board that the community will be well served
by plans to pursue three distinct school facilities at the CHATPEC site.
We look forward to working with CHCCS an the identification of possible
additional school sites, and pledge the assistance of the County's GIS system to
expand our mutual capabilities to identify and analyze the pool of potentially
available and suitable sites.
On behalf of the BOCC, we welcome the opportunity to work with your board in planning
and providing timely and highly functional school facilities to serve our students and the
wider community for many decades to come,
Sincerely,
Barry Jacobs, Chair