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10 <br /> Revised April 2008 <br /> • If the Board of Commissioners approves the project concept, the County Budget Director <br /> will prepare an agenda abstract and related capital project ordinance that provides <br /> funding for the concept and pre-planning phase of the project; <br /> • Appoint,by majority vote of the Board, either a Commissioner representative (preferably <br /> the same representative that participated in the siting phase of the project) and one staff <br /> representative, or two staff representatives, to partner with the school system as the plans <br /> develop; <br /> • Instruct the County Manager to update the Commissioners on a regular basis regarding <br /> the written information shared by the School Superintendent. <br /> 6. Expenditure of Project Funds <br /> Funding for Project Planning- School systems will not expend or encumber for planning of <br /> any project until the Board of County Commissioners has approved the plan concept. <br /> Background- For several years, the Board of Commissioners has approved a capital project <br /> ordinance entitled Planning for Future Projects for each school system. The creation of <br /> these ordinances enabled a system to expend a portion of their pay-as-you-go funds for <br /> planning during a project's conceptual stages. Once a project grew beyond the concept <br /> stages, systems requested the Commissioners to approve a"project specific" capital project <br /> ordinance allocating all funds anticipated to carry out the planned project. In turn, each <br /> district expended their monies up-front for planning, design, architect, construction, <br /> furniture and equipment. In return, the County reimbursed each District with all of the <br /> project-related expenditures up to the total project budget. <br /> With the changes implemented by the County Commissioners in June 1999, this process <br /> has changed. It is important to note that unless a County approved capital project ordinance <br /> is in place (i.e. adopted by the County Commissioners), that the County is not legally or <br /> otherwise obligated to reimburse the school system for their expenditures. If the Board of <br /> County Commissioners approve the project concept and capital project ordinance as <br /> outlined in Item 5 above, the following steps occur: <br /> • Following Board of Commissioner approval of final plans for the project, the school <br /> system advertises for construction bids; <br /> • Once the system receives the bids, the School Superintendent notifies the County <br /> Manager, in writing, of the result of all bids received. <br /> • The County Manager informs the Board of Commissioners, in writing, of the <br /> construction bid results. <br /> 7. Submission Timelines <br /> • While the Board of Education may receive the bids, it should not execute any contract <br /> until the Board of County Commissioners receives bid information and approves a <br /> capital project ordinance for the construction phase of the project; <br /> Page 5 of 6 <br /> Policy on Planning and Funding School Capital Projects <br />