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Attachment 1 <br />Revised for BOCC approval on 10/17/00 <br />• Generally, the Board of Commissioners conducts regular meetings on the frst <br />and tliird Tuesday of eacli month. To allow for timely preparation of the meeting <br />agenda, the fallowing timelines should be followed by staff.• <br />+ Twenty-one days prior to the Board of Commissioners meeting, the School <br />Finance or Budget Director or the Director of Facilities provides the County <br />Budget Director with: <br />Bid Tabulation of School Construction or Major Renovation Project (sample <br />format included as Tab A of this Policy) <br />Any other pertinent information regarding the project. <br />+ Fourteen days prior to the meeting, the County Budget Director submits a draft <br />agenda abstract including the .bid tabulation and capital project ordinance to the <br />County Manager's office for review. The Budget Director forwards (via a-mail or <br />fax) a copy of the abstract and attachments to the School Finance or Budget <br />Director and the Director of Facilities far review and comments. <br />• Ten days prior to the meeting, the School Finance or Budget Director and the <br />Director of Facilities provide abstract revisions and comments to the County <br />Budget Director: <br />• Seven days prior to the meeting the Caunry Budget Director submits fznal agenda <br />abstract and attachments to the County Manager's Office. A copy of the abstract <br />and attachments are forwarded (via a-mail or fax) to the school system. <br />Upon adoption by the Board of Commissioners, the County Budget Director informs the <br />School Finance and Budget Director and the County Finance Director of the abstract <br />approval and the assigned account number(s). This is done via a standard memorandum that <br />indicates purpose and account codes. <br />• All requests for payment from the School Finance Directors are forwarded to the County <br />Finance Department for payment. The County Finance Department ensures that the <br />requisition for payment falls within the purposes approved by the Board of Education. <br />$. Cha~age Orders <br />The School Superintendent submits, in writing, to the County Manager all contract change <br />orders for the project. Upon receipt of the information, the County Budget Director prepares <br />an agenda abstract and an amended capital project ordinance for approval by the Board of <br />Commissioners at their next scheduled meeting. If there are change orders that cause <br />project expenditures to be over budget, the School district must receive approval from the <br />Board of Commissioners prior to approving the change order. <br />8 <br />Page 6 of 6 <br />n..7;.... ,.« ny.....,;,,.. ~.,,~ T.1,,,,A;nn Crl,nnl ('anital Prniprtc <br />