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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: November 5, 2009 <br />Action Agenda <br />Item No. (p ' rj <br />SUBJECT: School Capital Project Ordinance Amendments <br />DEPARTMENT: Finance PUBLIC HEARING: (Y/N) No <br />ATTACHMENT(S): INFORMATION CONTACT: <br />School Capital Project Ordinances <br />Gary Humphreys, 245-2453 <br />PURPOSE: To align School Capital Project Ordinances to agreed upon balances. <br />BACKGROUND: As part of the process of reviewing School Capital Projects, County staff <br />shared the County's recorded amounts for School Capital Projects with the staff of the two <br />school systems. County staff and the staff of both the Chapel Hill Carrboro City Schools <br />(CHCCS) system and the Orange County Schools (OCS) system had several meetings to <br />compare respective project records and determine how to bring records into alignment. It has <br />been a number of years since there has been an effort to reconcile the School project records <br />and County project records. Differences have accumulated over this time. <br />County staff met first with. Chapel Hill Carrboro City Schools system staff. After initially <br />reviewing the budget and expenditure differences, staff jointly agreed to compare the remaining <br />unspent budget balances for all of the projects per the County records with the remaining <br />unspent project balances according to the school system's records. The comparison showed <br />that the County's records have a total remaining unspent project balance for all of the projects <br />that is greater than that shown on the school system's records. School staff and County staff <br />agreed that awin-win approach would be to come to agreement on the remaining project budget <br />balances and adjust records accordingly. The amount of additional funds needed to correct the <br />under-funding for the CHCSS projects has been reduced significantly. <br />County staff then met with Orange County Schools' staff and went through a similar process. <br />The differences were not as significant but the overall remaining budget needed was <br />approximately the same. In meeting with both of the school systems, a number of projects were <br />identified that were no longer active but that were still on the records of the County or the school <br />systems or both that could be taken off the books. <br />