ORD-2009-158 -Electrical Systems Chapel Hill Carrboro City Schools Capial Project Ordinance

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~~ ~~ ~~ FY 2009-10 FY 2009-10 FY 2009-10 Current Amendment Revised G'uvL ~~cY Coosa ~ Hillsborough Elementary Renovations $ 1,475,000 (1,475,000) 0 Pathwa s Elements 13,014,081 (13,014,081 0 Ceosoo~e ~~~ s ~c~ovorv ~~~~~~~~~ ~~~~~~~~~~ Efland Cheeks Elementary 687,000 (553,459) 133,541 Grady Brown Elementary 256,000 (201,960) 54,040 Orange High School 3,623,800 (3,205,565) 418,235 Stanford Middle School 3,457,047 (3,033,982) 423,065 Technology 10,092,200 (9,848,101) 244,099 Central Elementary Air 439,000 (199,000) 240,000 Hillsborou h Elements 1,456,250 1,161,250 295,000 In addition to addressing the immediate problem of bringing records into alignment, the staffs of each of the school systems and County staff agreed that there needed to be steps to insure that project records are kept in alignment in the future. County staff and School staff have been working more closely for some time which .has served to keep more recent project activity in better alignment. Communication on an ongoing basis is the key element to keeping records in agreement. A joint meeting with both school systems' staffs was held to discuss how to accomplish this. The staff of the school systems and County staff agreed to meet twice a year to compare records and resolve any differences. The County Financial Services staff would set the meetings which would occur in the September and March-April timeframe. Additionally staff agreed to maintain good ongoing communication whenever there was a question related to capital project activities. The staffs also agreed that actions would be taken on a timely basis to close out project budgets when a project was complete. Preventing problems like those that occurred is not a matter of implementing many new procedures - it is being diligent in performing reviews and reconciliations which exist and following up with the necessary corrective actions. The above process involving the two school systems' staffs will be valuable in catching and correcting errors and problems and resolving differences related to capital projects. A copy of the capital project monitoring procedures (previously included as an attachment to a June 16, 2009 Board agenda item) are provided as an attachment to this abstract as information. FINANCIAL IMPACT: An appropriation of $723,945 of fund balance in the General Fund for transfer to the School Capital Project fund is necessary to complete the funding needed to bring project funding into alignment. RECOMMENDATION(S): The Manager recommends that the Board: 1) Approve the attached School Capital Project Ordinances; and 2) Approve the appropriation of $723,945 from fund balance in the, General Fund for transfer to the School Capital Project fund.