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12 <br /> 1 "Each district is required to identify funds within their share of bond and CIP funds to offset the <br /> 2 increase. This will be presented in a BOCC business meeting, and school staff should provide <br /> 3 adequate notice based on the County's agenda process. School staff will need to identify the <br /> 4 cause of the budget overage and detail the potential impact on the reallocation of their funding on <br /> 5 other major projects and high priority needs." <br /> 6 <br /> 7 Commissioner McKee asked what happens if a school system runs out of funding. <br /> 8 Chair Bedford said in the first two sets of projects they have plenty of money and will not <br /> 9 encounter that issue. She said that near the end of the ten-years is when this could happen. <br /> 10 Commissioner McKee said you cannot stop a project at the end of a sequence. He asked <br /> 11 where the extra funds will come from. <br /> 12 Chair Bedford said they are meeting monthly, and this should not be an issue. <br /> 13 Commissioner McKee said he works on a project that is over-budget. <br /> 14 Commissioner Fowler said that they will need to be conservative and not expect to spend <br /> 15 every last dime. <br /> 16 Chair Bedford said that any time it is over 15%, it must come back to the BOCC. <br /> 17 Commissioner McKee had a question about the following statement on page 4: <br /> 18 <br /> 19 "Therefore, when emergencies or sudden failures occur, school staff are to provide a written <br /> 20 request for immediate reallocation to the County Manager and the Budget Director. The county <br /> 21 will then reallocate funds at the next available board meeting." <br /> 22 <br /> 23 Commissioner McKee asked if that locks the Board into providing the funding. <br /> 24 Chair Bedford suggested that it state that reallocations will come out of "existing district <br /> 25 funds." <br /> 26 Commissioner McKee said he supervised the greenway that connects to Chapel Hill High, <br /> 27 and he knew that it would not come in at budget or even close and he does not want to get locked <br /> 28 into something that they have no alternative other than taxpayer funds. <br /> 29 Chair Bedford clarified the changes. <br /> 30 Vice-Chair Hamilton thanked Commissioner McKee for his suggestions. She said one of <br /> 31 the things that the Board has not done is review policies regularly. She said that the Board should <br /> 32 be reviewing policies to make sure they are working for us. <br /> 33 Commissioner McKee said he considers it a working document that can be changed at <br /> 34 will. He said he hopes that staff will stay on top of this. <br /> 35 <br /> 36 A motion was made by Vice-Chair Hamilton, seconded by Chair Bedford, to adopt the <br /> 37 School Capital Funding Policy and the School Major Project Planning Addendum. <br /> 38 <br /> 39 VOTE: UNANIMOUS <br /> 40 <br /> 41 b. Project Management Options for School Construction <br /> 42 The Board discussed how to approach project management for school construction projects and <br /> 43 to provide direction to staff. <br /> 44 <br /> 45 BACKGROUND: Over the past two years, the County has developed a plan to fund the <br /> 46 construction of new and renovated school facilities through the passage of the bond referendum. <br /> 47 During this planning period, the School Capital Needs Workgroup and Board members have <br /> 48 identified the importance of project management in successfully completing these projects. <br /> 49 However, the exact model of project management for the upcoming construction projects has yet <br /> 50 to be decided by the County and the Districts. <br /> 51 <br />