HomeMy WebLinkAboutAgenda - 12-04-2000-9e
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 4, 2000
Action Agen a
Item No. _~
SUBJECT: Cha el Hill-Carrboro Cit Schools Elements School # 9 Plannin Funds
DEPARTMENT: County Manager/Budget PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
CHCCS Explanation of Request for
Planning Fees
Elementary School #9 Project Schedule
Elementary School #9 Capital Project
Ordinance
Smith Middle School Capital Project
Ordinance
INFORMATION CONTACT:
Neil Pedersen, 967-$211
Rod, Visser, ext 2300
Donna Dean, ext 2151
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving a request from the Chapel Hill-Carrboro City Schools
(CHCCS) to appropriate funds for initial planning and design expenses associated with the
construction of a new elementary school.
BACKGROUND: Earlier this Fall, CHCCS requested that the County Commissioners approve
the appropriation of approximately $573,000 in capital funds associated with the contemplated
construction of a new elementary school. The County's adopted school construction standards
call for a new elementary school to have a designed student capacity of 600. CHCCS
estimates a preliminary project budget of approximately $13.7 million. CHCCS provided an
explanation in the attached document of haw the requested planning funds would be used.
That explanation reflects that CHCCS plans to construct Elementary School #9 at the donated
Meadowmont site.
On November 21, 2000, the Board formally approved a "Policy on Planning and Funding School
Capital Projects". As defined in that policy, Level 2 capital projects such as the construction of
a new school involve the Commissioners' approval of project funding in four phases:
• Concept/Pre-Planning Phase --includes preliminary programming and design work that
would result in conceptual drawings and preliminary cost estimates.
• Planning Phase -includes siting the facility, construction of infrastructure, and
preparation of construction documents in preparation for bidding process.
• Design and Construction Phase -includes final design, facility construction and
purchase of equipment, furnishings, technology, and one-time startup items.
• f=inal Accounting Phase - provides a reconciliation of actual project expenditures with
approved budget.
The CHCCS project schedule, as summarized in the table below, indicates that $107,184 will
be needed far schematic design of the new school, which would be part of the "conceptJpre-
planning phase" of the project. The balance of the $573,000 funding request would be
expended in subsequent phases of the project. Accordingly, staff recommends that the Board
appropriate $107,184 for the CHCCS Elementary School #9 project now, and entertain a
separate request for "planning phase" funds at the appropriate point several months from now.
Phase
Concept/Pre-Planning Phase
Schematic Design
Total Cancept/Pre-Planning Phase
Planning Phase
Design Development
Town Approval Process
Construction Documents
Total Planning Phase
Total CHCCS Funding Request
CHCCS Funding
Request
$107,184
$107,184
$142,911
$97,000
$225,367
$465,278
$572,462
In keeping with the recently adapted policy, the Commissioners should appoint a BOCC
representative to work directly with the Board of Education as it sites the new school. The
Commissioner representative would share information regarding the progress of talks and
negotiations of the site with other, members of the Board of Commissioners.
FINANCIAL IMPACT: CHCCS has proposed that a portion of the requested planning funds
appropriation be covered through estimated savings of $338,000 from the Smith Middle School
construction project.. The Budget Director has prepared the attached capital project ordinance
that will appropriate $107,184 in Smith Middle School project savings to fund the schematic
design for Elementary School #9.
RECOMMENDATION(S): The Manager recommends that the Board approve the expenditure
of up to $107,184 in concept/pre-planning phase funds for Elementary School #9; adopt the
attached CHCCS Elementary School #9 Capital Project Ordinance; and appoint one
Commissioner to serve as the BOCC liaison with the Chapel Hill-Carrboro Board of Education
for the Elementary School #9 project.
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Chapel Hill-Carrboro City Schools
Elementary School #9
Explanation of Request for Planning Fees - $573,000
The attached exhibit illustrates an aggressive schedule to open Elementary
School #9 in August 2003. The schedule is dependent upon the following:
• use of the donated Meadowmont school site property
• commencement of planning services in December 2000
• securing full project funding in November 2001
The requested $573,000 will enable the project to proceed through the various
planning, design, and review phases. It is anticipated that full project funding will
be available in November 2001 and support construction-activities through ~ ~-
project completion in August 2003.
Use of the donated school site at Meadowmont is important because the property
has been surveyed, inspected, and is available. A great deal of information is
already known about the property, surrounding areas, and development
requirements. The property had been studied as a possible middle school site in
1997 and identified as an elementary school site in.the district's 2000 Long
Range Facilities Task Force Report. Proceeding with this property enables
schematic planning to begin in December as the schedule indicates.'
Commencement of planning in December is dependent upon securing project
planning funds. Schematic planning begins with a complete examination and
review of the educational program's specifications. Planning encompasses a
thorough review of possible building aitematives to maximize the available
property and identify structures that best meet the educational program and
conform to the site's topographical characteristics. Preliminary drawings are
produced to illustrate the project's components. During this Schematic Design
phase of work, civil engineers work closely with architects and evaluate the
scope of land disturbance and how to minimize its impact. A preliminary project
cast estimate is developed. The Department of Public Instruction's School
Planning Division reviews plans at this stage. At the conclusion of the Schematic
Design phase, plan reviews will be conducted with the School Board and County
Commissioners. School Board review is routine at this stage of the project,
however, in response to the county's new capital planning policy, County
Commissioner review is also planned at this early project concept and planning
period.
After reviews by the School Board and County Commissioners, the design plans
will be further refined. Building construction details and site work will be
developed. During the Design Development process, drawings are produced to
fix the size and characteristics of the project. Building elevations are produced
depicting the various areas of the project. The building structure is established,
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finishing details are selected, mechanical, electrical and plumbing systems are
chosen, and site development decisions are finalized. With this information in
hand, a second more detailed budget review takes place. Additionally, at this
point in the schedule, application will be filed with the Town of Chapel Hill to-
begin the process to secure a Special Use Permit. Appropriate Town review
comments, provided during various presentations to Tawn boards and
commissions, are incorporated into the plans. The Department of Public
Instruction's School Planning Division and the State Department of Insurance
also review school construction plans and their comments are addressed at this
stage of the project.
When the school design is developed to a level reflecting the direction received
from the numerous review bodies, the project enters into the Construction
Document phase. In this phase of work, the building plans and. specifications are
completed and a finished set of construction documents is produced, Another
budget analysis occurs. The Department of Public Instruction's School Planning
Division provides its certification of compliance and the State Department of
Insurance attests to the compliance to building codes. The finished plans and
specifications incorporate the level of specificity required by contractors to
develop construction bid estimates. The plans and specifications become part of
the construction contract documents and are used by the contractors to build the
facility.
Prior to the bid phase, the School Board and Commissioners again review the
plans. This second review by the County Commissioners would conform to the
new capital planning policy and meet the requirement of design and construction
review and approval prior to the bidding phase of activity. After bids are received
and analysis is completed, a recommendation is presented to the School Board
and County Commissioners. If approved, construction contracts can be signed
and the project enters the construction phase.
overall, this process reflects an aggressive approach to develop a schedule that
results in Elementary School #9 opening at the earliest possible time. The
schedule indicates the funds required to complete the various stages of planning
activity and to develop the plans to the paint when full project funding is
expected. Additionally, the schedule allocates time for review by the School
Board and County Commissioners as the process unfolds and the project is
developed.
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Elerr~entary School #9 Construction
Chapel Hill-Carrbo~ro City Schools
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of
Chapter 1 S9 of the General Statutes of North Carolina, the following capital project is hereby adopted.
Section 1. The project authorized provides funds to construct Elementary School #9 for the Chapel
Hill Carrboro City Schools. Funding far the project comes from savings from the Smith
Middle School Construction Project.
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:
roug
1999-00
FY 2000-01 roug
2000-01
Sales Tax $0 $0 $0
Im act Fees $0 $0 $0
PSBF $0 $0 $0
Bond Funds $0 $0 $0
raps er om riu
Middle School Ca ital
$0
$107 184
$107,184
Total Pro'ect Fundin $0 $107,184 $107,184
Section ~. The following is appropriated for this project:
roug
1999-00
FY 2000-01 roug
2000-01
Conce t/Pre-Plannin $0 $107,184 $107 184
Plannin $0 $0 $0
Desi nand Construction $0 $0 $0
E ui znent/Furnishin s $0 $0 $0
Technolo $0 $0 $0
Contin enc $0 $0 $0
Total $0 $107,184 $107,184
Section 5. This Ordinance, originally adopted December 4, 2000, shall remain in effect until June
30, 2001.
Adopted this fourth day of December 2000.
Smith Middle School Construction/K-12 Campus
Chapel Hill-Carrbaro City Schools
Capital Project Ordinance
Be it ordained by the Orange County Boazd of County Commissioners that pursuant to Section 13.2 of
Chapter 1.59 of the General Statutes of North Carolina, the following capital project is hereby adopted.
Section 1. The project authorized provides funds to construct Smith Middle School, co-located on
the Seawell Elementary School and Chapel Hill High School campus. This project will
be financed with proceeds from the 1997 bond referendum and impact fees.
Section 2. The officers of the County aze hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
roug
1999-00 -
A ro riation roug
2000-01
Sales Tax $0 $0 $0
Im act Fees $0 $0 $0
PSBF $0 $0 $0
1997 Bond Funds $16 731,721 $0 $16 731,721
Total Fundin $16,731,721 $0 $16,731,721
Section 4. The following amount is appropriated for this project:
roug
1999-00
A ro riation roug
2000-01
Plannin /Arch/En in $1,505,000 $0 $1,505,000
Land/Assoc Fees $22,600 $0 $22,600
Site Develo ment $2,061 197 $0 $2,061,197
Construction $12,779 924 $0 $12,779,924
eawe ementary
Pla round Construction
$97,000
$0
$97,000
Athletic Field U rades $47,000 $0 $47,000
E ui ment/Furnishin s $0 $0 $0
Technalo $0 $0 $0
Contin enc $219,000 _ $0 $219,000
Total Costs $lfi 731 721 $0 $16,731,721
Section 5. The following amount is transferred from this project:
roug roug
1999-00 A ro riation 2000-01
rans er to ementary c o0
#9 $0 $107,184 $107,184
Section 6. The following amount remains appropriated for this project:
Pro'ect Bud et Less: Transfer Remainin Bud et
mgt i e c o0
Construction
$16,731,721
$107,184
$16,624,537
Smith Middle School
Capital Project Ordinance $
Page 2
Section 7. This ordinance supersedes all previous Smith Middle School Capital Project
Ordinances.
Section $. .This Ordinance shall remain in effect from July 1, 1998 until June 30, 2001.
Adopted this fourth day of December 2000.