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11 <br />1 The plan to correct the under-funding of the County and School Capital Project funds <br />2 required an additional $2.4 million appropriation from the General Fund in FY 2009-10. Of that <br />3 amount, the amount to be appropriated for transfer to the School Capital Project fund is <br />4 $724,000. <br />5 The two schedules, which are incorporated by reference, summarize the project <br />6 ordinance amendments being presented to adjust the currently active project ordinances as <br />7 agreed upon with the staffs of the Chapel Hill-Carrboro City Schools system and Orange <br />8 County Schools system. <br />9 In addition to addressing the immediate problem of bringing records into alignment, the <br />10 staffs of each of the school systems and County staff agreed that there needed to be steps to <br />11 ensure that project records are kept in alignment in the future. County staff and school staff <br />12 have been working more closely for some time which has served to keep more recent project <br />13 activity in better alignment. Communication on an ongoing basis is the key element in keeping <br />14 records in agreement. A joint meeting with both school systems was held to discuss how to <br />15 accomplish this. The staff of the school systems and County staff agreed to meet twice a year <br />16 to compare records and resolve any differences. The County Financial Services staff would set <br />17 the meetings which would occur in the September and March-April timeframe. Additionally, the <br />18 staffs agreed to maintain good ongoing communication whenever there was a question related <br />19 to capital project activities. The staffs also agreed that actions would be taken on a timely basis <br />20 to close out project budgets when a project was complete. <br />21 <br />22 FINANCIAL IMPACT: An appropriation of $724,000 of fund balance in the General <br />23 Fund for transfer to the School Capital project fund is necessary to complete the funding <br />24 needed to bring project funding into alignment. <br />25 <br />26 RECOMMENDATION: The Manager recommends that the Board: <br />27 1) Approve the attached School Capital Project Ordinances; and <br />28 2) Approve the appropriation of $724,000 from fund balance in the General Fund for <br />29 transfer to the School Capital Project fund. <br />30 <br />31 <br />32 Commissioner Yuhasz asked about the accounting of the original budget and what was <br />33 actually spent in these projects, particularly on the construction projects. He would like to see <br />34 this information as the Board goes forward. <br />35 Commissioner Pelissier said that she does not know where the $724,000 came from. <br />36 Gary Humphreys said that in order to fund these ordinances, this money was needed and it is <br />37 part of the $2.4 million that is part of the plan. <br />38 Frank Clifton said that in the past the Board of County Commissioners would approve <br />39 projects and then not take the budgetary action to do the project. <br />40 Chair Foushee said that the projects were initiated and completed, but the <br />41 reconciliations were not completed. She said that it would be helpful to see the numbers <br />42 aggregately. <br />43 The County Commissioners agreed that they would like to see information that shows <br />44 where the $724,000 comes from with an explanation of the numbers. <br />45 Discussion ensued on how the Board would like these specific figures with an <br />46 explanation. <br />47 Frank Clifton said that he would bring this information back to the Board. <br />48 <br />