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12 <br /> 1 Commissioner Portie-Ascott asked how cost overruns or change orders that would impact <br /> 2 the amount of funding that has already been appropriated would be handled. <br /> 3 Kirk Vaughn explained that the work group would provide early warnings through regular <br /> 4 communications, allowing the Board to understand issues before they become critical. <br /> 5 Vice-Chair Fowler commented that having a CMAR should prevent change orders. <br /> 6 Kirk Vaughn said that while a CMAR helps, things happen during projects, but having an <br /> 7 owner's contingency budget as part of the budget for the project helps manage those issues <br /> 8 before having to come back to the Board. <br /> 9 Commissioner Carter thanked staff from the county and school districts for their work so <br /> 10 far. She said suggested a change in Section 3.05 from "the core team should meet at least <br /> 11 quarterly" to "the core team shall meet at least quarterly". <br /> 12 Chair Hamilton asked how other Commissioners felt about that change. <br /> 13 All commissioners agreed with Commissioner Carter's suggested amendment. <br /> 14 Chair Hamilton backtracked and asked if all commissioners agreed with changing <br /> 15 "approval" to "appropriation" as suggested by school staff and agreed to by Commissioner <br /> 16 Bedford. <br /> 17 All commissioners agreed. <br /> 18 Commissioner Carter also suggested changing "may present an information update" in <br /> 19 Section 3.06 to "shall" or"will". <br /> 20 Kirk Vaughn said this came up at the last meeting, and the language remained the same <br /> 21 because the Board cannot require other elected bodies to instruct their staff to make reports on <br /> 22 any kind of schedule. <br /> 23 Commissioner Carter understood that point and reiterated that it is a strong hope of the <br /> 24 Board that regular reports would be made. <br /> 25 Commissioner Bedford asked if wording about the supplemental pay-go funds should be <br /> 26 added to Section 1.01, where it reads "to be funded by the 2024 Orange County General <br /> 27 Obligation Bond." She said the work group should also be looking at those funds because they <br /> 28 may also be funding major projects. <br /> 29 Kirk Vaughn said there won't be a project that is going to be funding only using pay-go <br /> 30 and not the bond money. He explained that the only thing pay-go will touch that school <br /> 31 construction wouldn't, is high-priority needs projects, specifically those that require more funds <br /> 32 than would typically be given. <br /> 33 The Board agreed to leave that section as-is, based on Kirk Vaughn's explanation. <br /> 34 After discussion, the Board agreed with the following school board-recommended <br /> 35 changes: <br /> 36 Article 4 i sections d & e— Change language from "approval" to "appropriation" to <br /> 37 clarify that budgetary approval for projects constitutes board approval. <br /> 38 Article 4 iii — Change payment timing to as agreed by School Board, as design <br /> 39 contract are paid at milestones, not all at once. <br /> 40 Article 4 v—Change requirement for CMAR to recommendation. Bond projects can <br /> 41 include smaller projects that don't use CMAR, and School attorney contends not <br /> 42 statutorily allowed to delegate approval to County. <br /> 43 Commissioner Greene added her encouragement for a CMAR to be utilized by both school <br /> 44 districts, even though it can't be required as part of the ILA. <br /> 45 <br /> 46 A motion was made by Commissioner Carter, seconded by Vice-Chair Fowler, to approve <br /> 47 and authorize the Chairto sign the ILAwith the discussed changes, authorize the County Manager <br /> 48 to forward the ILAto both school boards for approval, and approve the establishment of the related <br /> 49 School Construction and Financial Analyst position. <br /> 50 <br />