Agenda Item
i. Reimbursement Funds Application ~ Approval of Closeout of Fiscal Year 2021 GaDOE Projects Capital Outlay Application (Not to exceed $1,186,898) ~ Updated 3.3.2025
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education (“the Board”) and the Superintendent approve execution of the Certificate of the Board of Education documents and authorize staff to submit to the Georgia Department of Education (“GaDOE”) all documents necessary to receive the State Capital Outlay Reimbursement in the amount of $1,186,898.
Why: Approval and execution of the Certificate of the Board of Education documents will allow for the DeKalb County School District (“DCSD”) to collect reimbursement funds for these capital improvement projects in the amount of $1,186,898 as permissible under the State Capital Outlay program.
Reimbursement of capital outlay funds meets Strategic Goal Area 6: Organizational Excellence
Details: Projects applying for reimbursement in this Board Agenda request have been completed in accordance with all plans and specifications. To receive the full amount of the State Capital Outlay Reimbursement for these projects, the Certificates of the Board of Education documents must be certified by the Dekalb County Board of Education.
The GaDOE reimburses expenses incurred by the school district up to 90% of the total reimbursement amount if all required documents are submitted. GaDOE will release the final 10% of the reimbursement when the project reaches the 90% reimbursement threshold and official closeout.
Financial impact: The total State Capital Outlay reimbursement in the amount of $1,186,898 shall be allocated to the voter-approved E-SPLOST V program.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Hans Williams, Director of Planning & E-SPLOST Programming, Division of Operations, 678.676.1588
Effective: Upon Board Approval and Executed Certificates.
Status: Approved by the Office of Legal Affairs
DATE RECEIVED: ______________
MATTER ASSIGNED TO: ________
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic: __Legal Review and Approval – Board Agenda Item Only_____________
(e.g., contract review, policy matter, etc.)
Date of request: _2/19/2025__________ Due Date: __2/24/2025_______ (Allow 3 to 5 business days)
Background information/Detail: Reimbursement Funds Application -Approval of Closeout
of Fiscal Year 2021 GaDOE Projects Capital Outlay Application - $1,186,898
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
adhered to: _________________________________________________________________________________
____________________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Description of supporting documentation, if any _Chronology, BAI, Contracts, and all applicable
documents______________
REQUIRED AUTHORIZATION
Requested by: ___Darlene Y. Hughes___________________________________________________
Email: __darlene_hughes@dekalbschoolsga.org____________ Telephone: _678-676-1447__________
Department: ______Operations Division__________________________________________________
Cabinet Member authorizing the request: _____Erick Hofstetter_______________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? ☐ Yes ☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept .
Approving Attorney (and law firm if Outside Counsel) _____________________________
H. Eric Hilton, Esq.
Comments: ____________________________________________________________________________
______________________________________________________________________________________