WCPSS--Board of Education

OPEN SESSION

1. CALL TO ORDER

2. QUORUM DETERMINATION

3. PLEDGE OF ALLEGIANCE

4. INFORMATION

Chair's Comments
Superintendent's Comments

5. APPROVAL OF MEETING AGENDA

PUBLIC COMMENT - 4 P.M.

Citizens who signed up to address the board during public comment will be called on in priority order first for items on the agenda and then for items not on the agenda. Each individual speaker will be allowed two minutes for remarks. Issues or concerns involving personnel matters are not appropriate for this public comment setting. After 30 minutes of public comment, any speakers remaining will be recognized at the end of the agenda for their comments.

CONSENT ITEMS

6. APPROVAL OF MEETING MINUTES

May 26, 2010-Finance Committee Meeting Minutes
July 20, 2010-Closed Session Meeting Minutes
September 7, 2010-Closed Session Meeting Minutes
October 5, 2010-Board of Education Meeting Minutes
October 5, 2010-Closed Session Meeting Minutes
December 1, 2010-Closed Session Meeting Minutes
December 7, 2010-Committee of the Whole/ Work Session Minutes
December 7, 2010-Closed Session Meeting Minutes
December 14, 2010-Special Called Meeting Minutes

FINANCE

7. REPORT OF ADMINISTRATION APPROVED CONTRACTS

The attached summaries are provided as information in accordance with Board Policy 8361. The
summaries list all change orders, and contracts having a value greater than $50,000 and not over
$100,000, and purchase orders in excess of $250,000 for November 2010. Fiscal Implications: Not
applicable. Recommendation for Action: Not applicable

8. GIFTS TO THE SYSTEM

One hundred and eleven gifts have been donated to the Wake County Public School System. The
approximate value of the gifts is $76,594. Fiscal Implications: Not Applicable. Recommendation for
Action: No Action is Required.

9. BUDGET AMENDMENTS AND TRANSFERS, 2010-2011

To report changes in the budget resolutions resulting from transactions processed during November,
2010. Fiscal Implications:
Adjust State Public School Fund+ $12,741,337
Adjust Local Current Expense Fund+ $94,187
Adjust Federal Grants Fund - State- $1,891,264
Adjust Capital Outlay Fund+$1,526,982
Adjust Multiple Enterprise Fund+$0
Adjust Direct Grants Fund+$65,882
Adjust Other Restricted Fund+$0

Net Changes+$12,537,124
Recommendation for Action: No action. In accordance with the Budget Resolution, administration is
reporting changes in appropriations.

FACILITIES

10. TOWN OF CARY TRANSIT EASEMENT AND PERMANENT UTILITY EASEMENT

WITH TEMPORARY CONSTRUCTION EASEMENT: EAST CARY MIDDLE

The Town of Cary is planning to construct a bus shelter at the S.E. Maynard Road bus stop located on the East Cary Middle School campus. In order to construct the shelter, the Town needs to obtain a 68 square foot transit and permanent utility easement and a 184 square foot temporary construction easement from the Board. The Town has requested dedication of the easements for the benefit to be realized by the school and surrounding community from their use of the proposed facilities.
The requested easements will not substantially interfere with the present or future use of the property. Staff requests that Board grant the requested easements. A copy of the easement document is attached with the area of the easements identified on the attached Exhibit "A". Fiscal Implications: None. Recommendation for Action: Board approval requested.

11. CHANGE ORDER NO. CM-04: WALNUT CREEK ELEMENTARY

Board approval is requested for Change Order No. CM-04 to Clancy and Theys Construction Company, Inc., for their Construction Management at Risk contract for construction of the new Walnut Creek Elementary School in Raleigh. This change order, in the amount of $128,860.49, is for additional scope of work required by the NCDOT and City of Raleigh for grading and paving on Sunnybrook Road, and emergency site access modifications. Fiscal Implications: Funding is available from the total project budget of $23,318,724, of which $22,746,533 is from CIP 2006 and $572,191 is from Offsite (Public) Improvements. Recommendation for Action: Board approval is requested.

12. BIDS: WAKEFIELD MIDDLE PARTIAL ROOF REPLACEMENT

Bids for the partial roof replacement at Wakefield Middle School were received on December 15,
2010. Staff and Rooftop Systems Engineers, P.C., recommend award of the single-prime contract to
Curtis Construction, Inc., in the amount of $484,528. The original (1999) single-ply membrane roof
is at the end of its useful life and is currently leaking. Therefore, it is being replaced with a new 20
year modified bitumen roof system. Fiscal Implications: Funding is available from the total project
budget of $67,813,687 for CIP 2006 Life-Cycle Replacement of Building Components.
Recommendation for Action: Board approval is requested.

13. FUND BALANCE APPROPRIATION

There is a need to appropriate capital outlay fund balance for the purpose of purchasing work
stations in preparation for the consolidation of central office functions at the new location. Fiscal
Implications: The purchase will be in two phases and the total amount is $711,944. Phase one is
available in current budget in the amount of $111,789.84. The appropriation requested is for phase
two and is in the amount of $600,154.16. Fund balance is available for this appropriation. The
entire $711,944 will be reimbursed from an escrow account established in the lease agreement.
Recommendation for Action: Board approval is requested.

STUDENT ACHIEVEMENT

14. APEX HIGH SCHOOL BAND TRIP: PORT OF MIAMI TO THE BAHAMAS

Students in the marching band, concert bands and the visual ensemble will be representative of Grades 9-12.
Approximately 107 students will participate and 36 Chaperones. The chaperones reflect the male/female makeup of the student group.
Students will depart from Raleigh on Sunday, April 17, 2011 and return Friday, April 22, 2011.
No School days will be missed for either students or faculty since the dates coincide with Spring Break.
Purpose: Students will participate in the Festivals at Sea Music Festival. They will have the opportunity to demonstrate skills acquired in the classroom for adjudication and to participate in a hands-on music clinic.
Fiscal Implications: Cost per student will be approximately $650.00. To help defray the cost of
the trip, students will be involved in raising of funds, and staff will seek sponsorship and provide
scholarships to students who may have difficulties paying for the trip. Recommendation for
Action: Board Approval is requested.

15. GRANT PROPOSALS

Competitive (#008211): State Library of North Carolina, Library Services and Technology Act, School Library Collection Development Grant / Individual Schools.
Entitlement (#008311): US Department of Education, Office of Elementary and Secondary Education, Indian Education Grant / Central Services.
Competitive (#008411): ING, Unsung Heroes / Individual Schools.
Collaborative (#008511): NC Department of Crime Control and Public Safety, Governor's Crime Commission, Juvenile Justice Planning Grants / Individual Schools.
Competitive (#008611): International Baccalaureate (IB), IB Grant Program / Central Services.
Competitive (#008711): National Gardening Association, Mantis Award, Kids Gardening / Individual Schools.
Competitive (#008811): National Gardening Association, Welch's Harvest Grant, Kids Gardening / Individual Schools.
Competitive (#008911): Progress Energy Foundation, Energy Education Grant Program / Individual Schools.
Competitive (#009011): Sprint Foundation, Character Education Grant Program / Individual Schools.
Competitive (#009111): Motorola, Innovation Generation Grant / Individual Schools.
Competitive (#009211): US Department of Agriculture, NC Department of Public Instruction, Fresh Fruit and Vegetable Program (FF&VP) / Individual Schools.
Competitive (#009311): NC Division of Public Health, Wake County Healthy Places, Active Spaces Grant / Individual Schools.
Competitive (#009411): Dollar General Literacy Foundation, Literacy Grants / Individual Schools.
Collaborative (#009511): NC Health and Wellness Trust Fund, Fit Community and A+ Fit School Designation / Individual Schools.
Competitive (#009611): NC Foundation for Public School Children, Parent Involvement Grant / Wakelon Elementary School.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by grant program. Recommendation for Action: Staff is requesting Board approval.

HUMAN RESOURCES

16. RECOMMENDATIONS FOR EMPLOYMENT

a. Professional
b. Support

POLICY

17. BOARD POLICY 2333/3033/4033-REPORTING INFORMATION TO THE PRINCIPAL

AND EXTERNAL AGENCIES

Revised: Second Reading
This policy was reviewed at the Work Session/Committee of the Whole meeting on December 7,
2010. It was also presented for a first reading at the December 7, 2010 Board of Education
Meeting. Fiscal Implications: None. Recommendation for Action: Board approval is requested.

BOARD

18. BOARD ADVISORY COUNCIL NOMINATIONS

This represents new nominations to the Board Advisory Councils. The nomination
forms are attached for the Board's review and consideration. Fiscal Implications:
None. Recommendation for Action: Board approval is requested.

ACTION ITEMS

FACILITIES

19. THE 2010/2011 DPI 10-YEAR FACILITY NEEDS SURVEY

DPI requires submittal of the Department of Public Instruction 2010/2011 Facility Needs Survey
results for the Wake County Public School System. The results of this survey, which includes both
new school needs and renovation/repair of existing schools, allow the Joint Legislative Education
Oversight Committee of the State Board of Education to assess unfunded projected facility needs
for the next 5 to 10 years. In the past the data from these state-wide surveys have been used for
determining the scope of State Education Bond Referenda. This survey uses DPI's unit costs and
ADM projections, and does not reflect costs or enrollment projections for Wake County. The
request for this information was received in the Superintendent's office on November 4, 2010 and
the report is due to be submitted to the Department of Public Education by January 10, 2011. Fiscal
Implications: No direct implications. However, the results of the survey may be used to compile the
scope of a state-wide bond in the future. Recommendation for Action: Board approval is requested.

20. PRELIMINARY CONSTRUCTION DOCUMENT APPROVAL AND PERMISSION TO

ADVERTISE: ROLESVILLE HIGH

Staff has reviewed preliminary construction documents prepared by Cherry Huffman Architects,
PA, for installation of a waterline to service the new Rolesville High School. This waterline will be
an extension of the existing city water utility, which must be routed under the Rolesville Bypass,
scheduled to begin construction by NCDOT in April 2011. Therefore, it is proposed to advertise an
early Rolesville Road waterline extension package, before completion of the total design package.
Staff has reviewed the construction documents for this early bid package and requests Board
approval and authorization to advertise. Staff will present the award of this contract to the Board
for approval at the February meeting. Fiscal Implications: The current project budget is $72,189,773
(based on a 2010 opening) of which $1,000,000 is from PLAN 2004 Start-Up, $71,007,898 from CIP
2006, and $181,875 from Offsite (Public) Improvements. Approximately $5,600,000 of additional
funding will be needed to pay for offsite improvements, site adaption to the new site, and a delayed
opening to 2013. The additional funds will be requested from CIP 2006 savings, in the spring of
2011 after the design of the site adaption is completed. Recommendation for Action: Board
approval is requested.

21. RESOLUTION: ADDITIONAL FUNDING FOR RECEPTION COUNTER

ENCLOSURES

Occupants of the first three iterations of the 800 student capacity elementary school prototype (Wakelon, Holly Grove and Mills Park), designed and funded in Plan 2004, have reported noise and privacy issues related to the open counter design at the main reception desk. The issue has been addressed at each subsequent build-out of the prototype with a folding glass partition, which provides the needed sound isolation and preserves visual supervision of the lobby/corridor area. Staff has reviewed the construction documents for providing these folding glass partitions for the three schools cited above. The estimate for each school is $25,000.
Funding is available within the project budget for Mills Park Elementary, but there are no funds for Wakelon or Holly Grove. Staff requests $50,000 of savings at the Martin Middle PLAN 2004 project be reallocated to Wakelon and Holly Grove to fund these projects. The projects at Wakelon and Holly Grove had previously been closed and the savings moved to other projects. Fiscal Implications: This reallocation will fund these projects from savings in another PLAN 2004 project. Recommendation for Action: Board approval is requested.

22. CIP 2006 SPENDING PLAN FOR 2011

As a result of the economic downturn that began in the fall of 2008, Wake County modified the
schedule of general obligation bond sales in support of CIP 2006. County staff will review general
obligation bond scenarios with the Board of Commissioners in early February 2010. Scenarios will
include a general obligation bond sale in early Spring 2011 to support CIP 2006 building program
needs between March 2011 and February 2012. In order to define which projects will be included in
the bond sale, staff requests Board approval of the $106.8M slate of commitments for the upcoming
bond sale. The actual request for appropriation of the funds from the sale will be at the February
Board meeting.
There are two main commitment changes in the proposed 2011 plan from the plan approved in
February 2010: Life Cycle Replacement and Contingency/Reserves. The request for Life Cycle
Replacement has been reduced since it is anticipated that $6.7M in savings from Walnut Creek
Elementary and Wilburn Elementary will be reallocated at the February Board meeting to Life Cycle
Replacement. There is also a need for approximately $5.6M of additional funding for Rolesville
High. These funds typically would come from Contingency/Reserves, but the need can be funded
from savings in prior CIP 2006 projects that have not yet been moved into CIP 2006 Reserves. The
need for Contingency/Reserves has been reduced, but due to anticipated student crowding in 2012,
there is a need for approximately $10M to provide crowding solutions. The Contingency/Reserves
shown for 2012 may be used primarily to fund the construction of up to two new schools approved
by the Board. Fiscal Implications: To be determined. Recommendation for Action: Board
approval is requested.

STUDENT ACHIEVEMENT

23. EXTENSION OF DELEGATION OF AUTHORITY TO THE SUPERINTENDENT

TO COMMUTE LONG-TERM SUSPENSION RECOMMENDATIONS TO SHORT

TERM SUSPENSIONS AND TO REDUCE THE LENGTH OF INDIVIDUAL LONG

TERM SUSPENSIONS PENDING FURTHER POLICY REVISIONS

As we continue to develop and implement a new system of student discipline in every
school, it is critical that we (a) utilize methodical process that includes soliciting feedback
from principals, (b) allow sufficient time for BOE members to review proposed revisions
and provide guidance, (c) train administrators on the new policies and procedures and (d)
give reasonable advance notice to parents and students of any major changes.
We are requesting an extension to June 30, 2011 of the BOE's delegation to the
Superintendent the authority to reduce the length of long-term suspensions and to
commute any long-term suspension to short-term. The Discipline Review Committee will
continue to review the suspension recommendations from the principals and make a
recommendation to the Superintendent for approval. Fiscal Implications: None.
Recommendation for Action: Board approval is requested.

24. CONTRACT FOR PARENT COUNSELING SERVICES AT PROJECT

ENLIGHTENMENT

The BOE granted direction for staff to contract for parent counseling/education services that will
provide support, education, consultation and counseling to families of young children. Services will
be targeted to, but not limited to, economically disadvantaged families who cannot access these
services otherwise. Staff is contracting for Parent Counseling for a compilation of 500 families.
Through the Request for Proposal (RFP) process four vendors submitted proposals. Staff
recommends _____ company to provide these services. Funds available through repurposed state
and local funding.

POLICY

25. BOARD POLICY 1340: BOARD STANDING COMMITTEES

On July 20th, the Board members repealed Policy 1340, Standing Committees, in an effort to make
changes to the Board meeting structure. At the November 9th Board of Education work session, the
Board agreed to reinstate the policy with changes recommended by the Board members, and the
policy was approved as a first reading on the action agenda. The following statement was included
in the adopted policy, "The committee chair shall establish a regular schedule for the committee
meetings and shall have discretion to call meetings on an �as needed' basis." On December 7, the
Board agreed to postpone the adoption of the policy but allowed the Finance Committee to meet on
December 8. The policy is being brought forth again so that the Board can discuss possible
changes.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 143-318.11 (a)(6) and 115C-319.
To establish or give instructions concerning the Board's negotiating position related to a potential acquisition of real property, as provided in G.S. 143-318.11(a)(5).

ACTION ITEMS CONT'D

HUMAN RESOURCES

26. RECOMMENDATION FOR ADMINSTRATIVE APPOINTMENT(S)

ADJOURNMENT

Meetings will be held in the Administration Building, 3600 Wake Forest Road, Raleigh, NC unless otherwise indicated.