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11 <br /> Revised April 2008 <br /> • Generally, the Board of Commissioners conducts regular meetings on the first and <br /> third Tuesday of each month. To allow for timely preparation of the meeting agenda, <br /> the following timelines should be followed by staff: <br /> • Twenty-one days prior to the Board of Commissioners meeting, the School Finance <br /> or Budget Director or the Director of Facilities provides the County Budget Director <br /> with: <br /> • Bid Tabulation of School Construction or Major Renovation Project (example <br /> included as Attachment 1 of this Memorandum) <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 e-mail or <br /> fax) a copy of the abstract and attachments to the School Finance or Budget Director <br /> and the Director of Facilities for 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 Budget <br /> Director. <br /> • Seven days prior to the meeting the County Budget Director submits final agenda <br /> abstract and attachments to the County Manager's Office. A copy of the abstract and <br /> attachments are forwarded(via e-mail or fax)to the school system. <br /> Upon adoption by the Board of Commissioners,the County Budget Director informs the School <br /> Finance and Budget Director and the County Finance Director of the abstract approval and the <br /> assigned account number(s). This is done via a standard memorandum that indicates purpose and <br /> 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 /> 8. Change 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 an <br /> 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 project <br /> expenditures to be over budget, the School district must receive approval from the Board of <br /> Commissioners prior to approving the change order. <br /> Page 6 of 6 <br /> Policy on Planning and Funding School Capital Projects <br />