Agenda Item
vii. Resolution and Modification ~ Georgia Department of Education Capital Outlay Applications for FY2022 and FY2023 ~ Updated 3.3.2025
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School Board of Education (“the Board”) approve the below:
A Resolution requesting modification of the FY2022 and FY2023 Capital Outlay Applications
Provide authorization to staff to submit the resolution to the Georgia Department of Education (GaDOE).
The following are the Capital Outlay project applications for withdrawal:
Project # Project Name Project # Project Name
22-644-001 Sequoyah MS 22-644-018 Evansdale ES
22-644-002 Montgomery ES 22-644-019 Stone Mountain ES
22-644-004 Kingsley ES 22-644-021 Dunaire ES
22-644-007 Columbia HS 22-644-022 Huntley Hills ES
22-644-008 Woodward ES 22-644-023 Cary Reynolds ES
22-644-011 Dresden ES 22-644-024 Stone Mill ES
22-644-015 Vanderlyn ES 23-644-002 Kittredge Magnet ES
22-644-017 Allgood ES
Why: Approval and submission of the approval and submission of the Resolution to Modify the FY2022 and FY2023 Capital Outlay Applications will allow the projects included in those applications to be applied for in future applications and ensure that these projects receive the full amount of reimbursement for which they are eligible.
Resolution to Modify the FY2022 and FY2023 Capital Outlay Applications meets Strategic Goal Area 6: Organizational Excellence
Details: To ensure that the DeKalb County School District (“DCSD”) will be able to maximize the reimbursement received, it is proposed that projects in the FY2022 and FY2023 Capital Outlay Applications that have not yet begun construction be withdrawn from these applications. Withdrawal of these projects from the applications, will reset the timeline for reimbursement eligibility and allow these projects to be eligible for inclusion in the upcoming fiscal year 2027 Capital Outlay Application.
The DeKalb County Board of Education approved the Capital Outlay Applications for fiscal year 2022 and fiscal year 2023 on November 9, 2020, and October 18, 2021, respectively. Since these applications for reimbursement were approved, several projects included in these applications have been delayed and are potentially in danger of extending beyond the five-year eligibility timeline for reimbursement.
Projects for which a school district has applied for reimbursement must be completed and closed out with the GaDOE within five (5) years of the beginning of the fiscal year of the application in which they were included. Failure to complete and close out a project within the five-year window will result in the project not receiving its full reimbursement amount.
Removing these projects from the application in which they were included will allow those funds to be returned to the DCSD’s earned entitlement. These entitlement funds will then be available when these projects are included in the next application for GaDOE Capital Outlay reimbursement.
Financial impact: There will be no Financial Impact on the Budget.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1447
Mr. Hans Williams, Dir. Planning & E-SPLOST Programming, Division of Operations, 678-676-1588
Effective: Upon Board Approval
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: Resolution and Modification – Georgia Department of Education
Capital Outlay Applications for FY2022 and FY2023
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) _____________________________
Comments: ____________________________________________________________________________
______________________________________________________________________________________