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2 <br />Smith Middle School Athletic Fields <br />The Board received a presentation during the CIP public hearing from CHCCS and Carrboro officials <br />concerning a proposal to expand the athletic fields that would be constructed at the new Smith Middle <br />School. Additional information on that proposal, and on the current scope of the Smith Middle School <br />project, is included in the CHCCS memo at Attachment 3. A letter from Carrboro Mayor Mike Nelson on <br />this proposal is included at Attachment 4. <br />New OCS Elementary School Athletic Fields <br />The Board has expressed interest in collaborating with the Orange County Schools to develop joint <br />school /park facilities at the planned site of this new elementary school. Additional information on this <br />topic will be presented at (or before) the work session. <br />CHCCS Continuing Contracts for Capital Projects <br />The Chapel Hill - Carrboro City Schools have funds allocated in their proposed 1999 -2000 CIP for repairs <br />to the Phillips Middle School roof and to purchase mobile classrooms for McDougle Middle School. <br />CHCCS would like to enter into contracts now to ensure that the roof repairs can be completed and the <br />mobile classrooms acquired prior to the start of the new school year. Details of their request are provided <br />at Attachment 5. Although they would not need the cash for these projects until after it becomes available <br />from the County on July 1, by law CHCCS does need to have a written promise that the funds will be <br />made available before they can enter into contracts. <br />NCGS §115C- 441provides in part: (cl) Continuing Contracts for Capital Outlay --An administrative unit <br />may enter into a contract for capital outlay expenditures, some portion or all of which is to be performed <br />andlor paid in ensuing fiscal years, without the budget resolution including an appropriation for the <br />entire obligation, � provided.• <br />a. The budget resolution includes an appropriation authorizing the current fiscal year's portion of the <br />obligation; <br />b. An unencumbered balance remains in the appropriation sufficient to pay in the current fiscal year the <br />sums obligated by the transaction for the current fiscal year; and <br />c. Contracts for capital outlay expenditures are approved by a resolution adopted by the board of county <br />commissioners. which resolution when adopted shall bind the board of county commissioners to <br />appropriate sufficient funds in ensuing fiscal years to meet the amounts to be paid under the contract in <br />those eY ars. <br />Board approval of the resolution at Attachment 6 would provide the Chapel Hill- Carrboro City Schools <br />with the necessary authorization to enter into the contracts for the Phillips Middle School roof repair and <br />McDougle Middle School mobile classroom acquisition projects. <br />Status Report on County Roof Building Conditions <br />The Board on March 4, 1998 approved a contract with CTL Engineering to perform a condition survey of <br />the roof of each County owned- facility, and development of a Roof Assessment Management program, at <br />a total cost of $16,900.00. The scope of work included: <br />• Conducting a roof condition survey for each County owned facility; <br />• Establishment of a prioritized maintenance and replacement schedule; <br />• Development of an annual roof replacementirepair budget from 1999 through 2004; and <br />