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38 <br />or potential over-budget conditions. Indicated problems will be discussed with the <br />responsible department to determine any action that is needed and who is <br />responsible for taking the action. <br />IV. Closing Capital Project Ordinances <br />Capita! Project Ordinances are considered to be for the life of the project. <br />Projects should be closed out in as soon as possible once the project is <br />completed. For audit and financial reporting purposes Capital Project <br />Ordinances and activity have to remain in the financial records till the fiscal year <br />is closed if any activity. has taken place during a fiscal year. ; <br />Active Capital Projects Ordinances will be reviewed.. by the Financial Services <br />Department after the completion of each fiscal year: A~ determination will be <br />made in consultation with the responsible Department or School System if there <br />will be any further activity beyond the end of the fiscal year related to the project. <br />Those capital projects that will have no further activity will be brought to the <br />Board of County Commissioner for closure of the Capital Project Ordinance. <br />Capital Projects Ordinances which have continual funding through annual <br />amendments will be amended to close prior year- funding for which activity is <br />completed. <br />V. Use of Capital Project Funds <br />Capital Project funding should be used for capital purposes. Exceptions to this <br />would be startup- costs associated with new schools. Renovation and major <br />replacements (roofs, HVAC) can be included within the definition of capital <br />projects however normal ongoing maintenance expenditures are not. <br />Note.:=these guidelines are to be discussed with the school system staff to arrive <br />at agreement about such things as what should be purchased from capital funds, <br />the definition of start-up costs, review processes and project closure. <br />