Agenda - 10-01-2002 - 8k - Laserfiche WebLink

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1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 1, 2002 Action Agenda Item No. $-]{ SUBJECT: Reimbursement to Chapel Hill-Carrboro City Schools for County's Share of Construction Costs of Smith Middle School Playing Fields DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No ATTACHMENT (S): Attachment 1. Smith Middle School INFORMATION CONTACT: Construction/K-12 Donna Dean 245-2151 Campus Capital Project Ordinance TELEPHONE NUMBERS: Attachment 2. Feb 2001 Development Hillsborough 732-8181 and Joint Use Agreement Chapel Hill 968-4501 Attachment 3. June 2001 Memorandum Durham 688-7331 of Understanding Mebane 336-227-2031 Attachment 4: 9/26/02 Field 3b Q&A PURPOSE: To approve reimbursement to Chapel Hill-Carrboro City Schools for the County's share of construction costs of Smith Middle School playing fields. BACKGROUND: In May 1999, the Town of Carrboro requested that the Board of Commissioners agree to partner with the Town and the Chapel Hill-Carrboro City Schools to upgrade the then-proposed athletic fields at the new Smith Middle School to multi-use fields. The County, Town, and CHCCS entered into a "Development and Joint Use Agreement", approved by the Board of Commissioners in February 2001, that governs the use of the fields at Chapel Hill High, Smith Middle, and Seawall Elementary Schools. The agreement assigns responsibilities to the various parties and outlines cost sharing expectations. A memorandum of understanding between the parties was subsequently approved by the BOCC in June 2001 to provide for payment of the costs associated with unanticipated drainage way improvements. The cost to upgrade the fields was not included in the School district's original cost projections for Smith Middle School. Therefore, the Town and School Boards requested that the Commissioners split the additional costs equally between the County and the Town. The anticipated cost of the field upgrade totaled $150,000 at that time with the County and the Town contributing $75,000 each to the project. As construction of the fields progressed, there was a need for additional work to ensure adherence to Carrboro development regulations governing proper drainage of the fields. The costs associated with the drainage work increased the costs associated with the fields by $78,117, bringing the total field cost to $228,117. In accordance with the County and Town agreement to split the cost equally, the County's share of the additional construction cost for the athletic fields is $114,058, an increase of $39,058 over the original estimate.