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AGENDA ITEM #!21 January 29, 1979 <br /> Memo To: S. M. Gattis <br /> From: Neal Evans <br /> Subject: Capital Improvements Program (CIP) Planning Process <br /> Attached are several documents which describe a CIP process for <br /> Orange County. These include: 1) a brief statement of what a CIP is; <br /> 2) a very simple form with policies and procedures for preparation and <br /> administration of the departmental requests; 3) a completed sample of <br /> #2; 4) a copy of the summary sheet for all projects; 5) a calendar for <br /> completion of the first year of the program. <br /> The format is very simple, but a lot of work needs to go into pro- <br /> ducing the information. In addition to the data. justifying the need for <br /> a particular project, cost determination (particularly for the next few <br /> years of the CIP) may require professional assistance from outside sources <br /> that will involve some up-front County funds. In future years these costs <br /> would be included in the total capital budget. <br /> The proposed format and calendar addresses primarily. the County <br /> without the schools internal process. It leaves open their internal pro- <br /> cess assuming that it will be readily adaptable to the County. It also <br /> suggests that a capital budget be completed a full month ahead of the <br /> time required by General Statutes. I personally feel there should be more <br /> on-going interaction with the schools so that WE! are dealing with the <br /> superintendents much as we would any agency head of the other agencies <br /> with boards that heavily influence the head's action. This is the primary <br /> question for board consideration: how do we interact with the schools at <br /> both the board and administrative levels? <br /> Other questions include: <br /> 1) Is the calendar adequate? <br /> a) Does the board want more interaction with manangement <br /> during the process? Reports? <br /> b) Does the board want to add a public hearing(s) before <br /> or during the process? It is not required. <br /> 2) Is the format adequate? <br /> a) Is there other information that decision makers would <br /> like? Our assumption is that everything on the forms <br /> will be adequately documented in staff files. <br /> b) Are the categories for inclusion in the CIP including <br /> equipment and dollar amounts satisfactory? <br /> c) Are the priority rankings appropriate for preliminary <br /> action at the staff level? <br />