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