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for all of the projects that is greater than that shown on the school system's records. School <br /> staff and County staff agreed that a win-win approach would be to come to agreement on the <br /> remaining project budget balances and adjust records accordingly. The amount of additional <br /> funds needed to correct the under-funding for the CHCCS projects has been reduced <br /> significantly. <br /> County staff then met with Orange County Schools' staff and went through a similar <br /> process. The number of items for which there were differences was not as great but the <br /> overall remaining budget needed was approximately the same. In meeting with both of the <br /> school systems, a number of projects were identified that were no longer active but that were <br /> still on the records of the County or the school systems or both that could be taken off the <br /> books. <br /> The plan to correct the under-funding of the County and School Capital Project funds <br /> required an additional $2.4 million appropriation from the General Fund in FY 2009-10. Of that <br /> amount, the amount to be appropriated for transfer to the School Capital Project fund is <br /> $724,000. <br /> The two schedules, which are incorporated by reference, summarize the project <br /> ordinance amendments being presented to adjust the currently active project ordinances as <br /> agreed upon with the staffs of the Chapel Hill-Carrboro City Schools system and Orange <br /> County Schools system. <br /> In addition to addressing the immediate problem of bringing records into alignment, the <br /> staffs of each of the school systems and County staff agreed that there needed to be steps to <br /> ensure that project records are kept in alignment in the future. County staff and school staff <br /> have been working more closely for some time which has served to keep more recent project <br /> activity in better alignment. Communication on an ongoing basis is the key element in keeping <br /> records in agreement. A joint meeting with both school systems was held to discuss how to <br /> accomplish this. The staff of the school systems and County staff agreed to meet twice a year <br /> to compare records and resolve any differences. The County Financial Services staff would <br /> set the meetings which would occur in the September and March-April timeframe. Additionally, <br /> the staffs agreed to maintain good ongoing communication whenever there was a question <br /> related to capital project activities. The staffs also agreed that actions would be taken on a <br /> timely basis to close out project budgets when a project was complete. <br /> FINANCIAL IMPACT: An appropriation of $724,000 of fund balance in the General <br /> Fund for transfer to the School Capital project fund is necessary to complete the funding <br /> needed to bring project funding into alignment. <br /> RECOMMENDATION: The Manager recommends that the Board: <br /> 1) Approve the attached School Capital Project Ordinances; and <br /> 2) Approve the appropriation of $724,000 from fund balance in the General Fund for <br /> transfer to the School Capital Project fund. <br /> Commissioner Yuhasz asked about the accounting of the original budget and what was <br /> actually spent in these projects, particularly on the construction projects. He would like to see <br /> this information as the Board goes forward. <br /> Commissioner Pelissier said that she does not know where the $724,000 came from. <br /> Gary Humphreys said that in order to fund these ordinances, this money was needed and it is <br /> part of the $2.4 million that is part of the plan. <br />