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<br />DRAFT <br />Revised <br />4/20/00 <br />these ordinances enabled a system to expend a portion of their pay-as-you-go funds for <br />planning during a project's conceptual stages. Once a project grew beyond the concept <br />stages, systems requested the Commissioners to approve a "project specific" capital project <br />ordinance allocating all funds anticipated to carry out the planned project.. In turn, each <br />district expended their monies up-front for planning, design, architect, construction, <br />furniture and equipment. In return, the County reimbursed each District with all of the <br />project-related. expenditures up to the total project budget. <br />With the changes implemented by the County Commissioners in June 1999, this process <br />has .changed. It is important to note that unless a County ,approved capital project <br />ordinance is in place (i.e. adopted by the .County Commissioners), that the County is <br />not legally or otherwise obligated to reimburse the school system for their <br />expenditures. If the Board of County Commissioners approve the project concept 'and <br />capital project ordinance as outlined in Item 5 above, the following steps occur: <br />• Following Board of Commissioner approval of final plans for the project, the school <br />system advertises for construction bids; <br />• Once the system receives the bids, the School Superintendent notifies the County, in <br />writing, of the result of all bids received; <br />• While the Board of Education may receive the bids, it should not execute any contract <br />until the Board of County Commissioners receives bid information and approves a <br />capital project ordinance for the construction phase of the project; <br />• The School Superintendent submits, in writing, to the County Manager all. contract <br />change orders for the project. Upon receipt of the information, the County Budget <br />Director prepares an agenda abstract and an amended capital project ordinance for <br />approval by the Board of Commissioners. <br />• The School Finance Directors work with the County Budget. Director to ensure that the <br />capital project ordinance reflects bids received by the school district along with any changes <br />made by the Board of County Commissioners; <br />• Upon adoption by the Board of Commissioners, the Budget Director informs the School and <br />County Finance Director of the abstract approval and the assigned account number(s). This <br />is done via a standard memorandum that indicates purpose and 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 />Page 5 of 5 <br />rta,;f~at;~„ of Pnhcv nn Planning and Funding School Ca>7ita1 Projects <br />