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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: November 17, 2009 <br />Action Agenda <br />Item No. (o - e <br />SUBJECT: School Capital Project Ordinance Amendments <br />DEPARTMENT: Finance PUBLIC HEARING: (YIN) No <br />ATTACHMENT(S): INFORMATION CONTACT: <br />School Capital Project Ordinances <br />Procedures Gary Humphreys, 245 -2453 <br />PURPOSE: To align School Capita( Project Ordinances to agreed upon balances. <br />BACKGROUND: The Board of Commissioners discussed this School Capital Project <br />Ordinance Amendments agenda item at its November 5, 2009 regular meeting. Based on <br />discussion at that meeting and follow -up by staff, the item is presented again for Board review <br />and approval. <br />As part of the process of reviewing School Capital Projects, County staff shared the County's <br />recorded amounts for School Capital Projects with the staff of the two school systems. County <br />staff and the staff of both the Chapel Hill Carrboro City Schools ( CHCCS) system and the <br />Orange County Schools (OCS) system had several meetings to compare respective project <br />records and determine how to bring records into alignment. It has been a number of years since <br />there has been an effort to reconcile the School project records and County project records. <br />Differences have accumulated over this time. <br />County staff met first with Chapel Hill Carrboro City Schools' staff. After initially reviewing the <br />budget and expenditure differences, the staffs jointly agreed to compare the remaining unspent <br />budget balances for all of the projects per the County records with the remaining unspent project <br />balances according to the school system's records. The comparison showed that the County's <br />records have a total remaining unspent project balance for all of the projects that is greater than <br />that shown on the school system's records. School staff and County staff agreed that a win -win <br />approach would be to come to agreement on the remaining project budget balances and adjust <br />records accordingly. The amount of additional funds needed to correct the under - funding for the <br />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 />