WCPSS--Board of Education

OPEN SESSION

CALL TO ORDER - 3 P.M.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chair's Comments

APPROVAL OF MEETING AGENDA

INFORMATION ITEMS

1. SUPERINTENDENT'S MID-TERM REPORT

The work to align and initiate efforts in support of the superintendent's vision and strategic directives, as well as future direction for the school system, will be presented to the Board of Education. Fiscal Implications: To be determined. Recommendation for Action: This item is presented for information.

2. NAME FOR NEW ELEMENTARY SCHOOL IN WENDELL (E-34)

On or about December 19, 2007, the Board of Education acquired approximately 17.63 acres for use as an elementary school in the E-34 target area, with a school scheduled to open in 2009. Naming of the new elementary school facility is now required. The following names are proposed for consideration (1) Lake Myra Elementary and (2) Elk Falls Drive Elementary.
Lake Myra Elementary is proposed because of the site's proximity to Lake Myra, which is the nearest notable geographic or natural feature, and will be consistent with the adjacent Wake County Open Space Park that is to be named "Lake Myra Park". Elk Falls Drive Elementary is proposed as it identifies the road from which the school will be accessed and will help to specifically identify the location of the site. Staff recommends name selection of Lake Myra Elementary. Fiscal Implications: None. Recommendation for Action: None, as this item is presented for information only and Board approval will be requested at the second presentation to the Board.

3. GROWTH AND PLANNING STUDENT REASSIGNMENT PLAN FOR 2008-2009

The staff of the Growth and Planning Department will present recommendations for the 2008-2009 Growth and Planning Reassignment Plan. A draft reassignment plan was released to the public at 5:00 p.m., December 7, 2007, and staff considered public comments as they developed their final recommendations.
The reassignment plan for 2008-09 addresses the opening of three new year-round elementary schools and changes that staff believes to be consistent with Board Policy 6200. Fiscal Implications: The opening of new schools and student movement will result in increased transportation costs. Other facility-related costs will be avoided. Recommendation for Action: Staff is presenting for information.

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 three 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

APPROVAL OF MEETING MINUTES

August 28, 2007-Board of Education Meeting Minutes
August 28, 2007-Board of Education Closed Session Minutes
September 4, 2007-Board of Education Meeting Minutes- REVISED
September 4, 2007-Board of Education Closed Session Minutes
September 18, 2007-Board of Education Closed Session Minutes
October 2, 2007-Board of Education Closed Session Minutes
October 16, 2007-Board of Education Closed Session Minutes
November 20, 2007-Board of Education Meeting Minutes
December 18, 2007-Board of Education Meeting Minutes

FINANCE

1. GIFTS TO THE SYSTEM

One hundred and twenty-one gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $108,076.26. Fiscal Implications: Not applicable.
Recommendation for Action: No action is required.

FACILITIES

1. CONSTRUCTION DOCUMENTS: BUGG ELEMENTARY

Staff has reviewed the construction documents prepared by Ramsay GMK Architects, Inc., and requests Board approval and authorization to advertise for the construction of additions and renovations at Bugg Elementary. Fiscal Implications: Funding is available from the total project budget of $19,569,538, of which $34,660 is from PLAN 2000 Start-Up, $75,000 from PLAN 2004 Start-Up, and $19,459,878 from CIP 2006. Recommendation for Action: Board approval is requested.

2. LEASE AGREEMENTS: MODULAR SWING SCHOOL FOR ROOT ELEMENTARY

In accordance with the Master Lease Agreement approved by the Board on March 7, 2006, CoMark Building Systems will provide delivery, footer installation, and block level/tie down for five modular complexes for the Root Modular Elementary Annex School. The five complexes are two eight-classroom complexes, one administration/media eight-classroom complex, one kindergarten eight-classroom complex and one multi-purpose/dining six-classroom complex. This will provide a swing school that is required to maintain the schedule for this project. Staff and Gurel Architecture, PA recommend approval of the five agreements with a combined total amount of $477,942.08. CoMark was the lowest bidder for a modular school. The per-classroom cost of this phase of the project is $12,577. The general construction contract will be separately bid. Lease payments will be funded from the project budget and will be shown when the general construction bids are presented for approval. Fiscal Implications: The revised project budget for Root Elementary is $21,928,650, of which $300,000 is from PLAN 2004 and $21,628,650 from CIP 2006 which includes $2,065,000 for this swing campus. Recommendation for Action: Board approval is requested.

3. CONSTRUCTION MANAGER AT RISK SELECTIONS: PACKAGE 2007C

In accordance with the professional services selection procedures (policy 7265) adopted by the Wake County Board of Education August 9, 2005, the selection committee recommends the selection of the construction management at risk firm of Barnhill Contracting Company for construction of the CIP 2006 Wilburn Elementary renovation and addition project, and the selection of the construction management at risk firm of Clancy & Theys Construction Company for construction of the Wake Forest-Rolesville High renovation and addition project anticipated to be funded in the next building program. Fiscal Implications: Construction Management fees will be negotiated in accordance with professional services procedures using the Board approved construction manager at risk contract. Recommendation for Action: Board approval is requested.

4. CONSTRUCTION MANAGER AT RISK AGREEMENT: WILBURN ELEMENTARY

Negotiations have been completed with Barnhill Contracting Company for only the construction manager's pre-construction services at Wilburn Elementary. The form of agreement for Construction Management At Risk has been previously reviewed and approved by the Board. Modifications to this agreement have been approved by the Board's attorney and are noted on the attached summary. This contract includes reimbursable general conditions. These changes will be incorporated into the next revision of the standard form of agreement. Moseley Architects P.C. was previously selected as the designer for this project. Fiscal Implications: Funding is available from the total project budget of $20,969,520, all of which is from CIP 2006. The total project budget includes proposed compensation for the Construction Manager of $118,438 for pre-construction basic services. Recommendation for Action: Board approval is requested.

5. CONSTRUCTION MANAGER AT RISK AGREEMENT: WAKE FOREST-ROLESVILLE HIGH

A high priority project to be considered for the next building program is the construction of an addition and renovation to the Wake Forest-Rolesville High school. Negotiations have been completed with Clancy & Theys Construction Company for only the construction manager's pre-construction services for this project. The form of agreement for Construction Management At Risk has been previously reviewed and approved by the Board. Modifications to this agreement have been approved by the Board's attorney and are noted on the attached summary. This contract includes reimbursable general conditions. These changes will be incorporated into the next revision of the standard form of agreement. Davis Kane Architects was previously selected as the designer for this project. Fiscal Implications: The total proposed budget will be determined with the development of the next building program. The current estimated budget is $67,000,000, of which $2,500,000 is currently available from the CIP 2006 and $200,000 from PLAN 2004 Start-Up. The remaining funds will be provided from the next building program or partially from the current building program. The total project budget includes proposed compensation for the construction manager in the amount of $300,000 for pre-construction basic services. The amount authorized by this contract funds the pre-construction services through the Schematic Design Phase. Thus, this agreement is for $100,000. The remaining amount of $200,000 will be authorized by change order. The contract authorized by this action will be awarded from currently available funds. Recommendation for Action: Board approval is requested.

6. DESIGN CONSULTANT AGREEMENTS: FUQUAY-VARINA HIGH AND GARNER

HIGH

Enhanced Design Narratives are being developed to establish the scope of projects potentially in the next bond program. Negotiations have been completed with BJAC Architects for the Design Narrative phase for the additions and renovations at Fuquay-Varina High. In addition, negotiations have been completed with Cherry Huffman Architects for the additions and renovations at Garner High. A sample form of agreement, approved by the Board attorney, is attached. Fiscal Implications: Each of these projects has an available total project budget of $250,000, as provided in the Start-Up for Design of Next Bond component of CIP 2006. These budgets include $188,800 for BJAC at Fuquay-Varina High and $189,980 for Cherry Huffman at Garner High. Recommendation for Action: Board approval is requested.

7. CHANGE ORDER NO. GC-01: E-27 ELEMENTARY (FUQUAY-VARINA)

Board approval is requested for Change Order No. GC-01 to Clancy & Theys Construction Company for their Construction Management at Risk contract. This change order, in the amount of $2,152,813, is to establish a guaranteed maximum price (GMP) for the early steel work package which is part of the 32 construction packages for the E-27 elementary school, which is located on Herbert Akins Road in Fuquay-Varina. A list of the bid packages is attached. Future change orders will be brought to the March 4, 2008 and March 18, 2008 Board meetings to establish the GMP for the total project. Fiscal Implications: Funding is available from the total project budget of $22,914,681, all of which is from CIP 2006. Recommendation for Action: Board approval is requested.

8. CHANGE ORDER N0. GC-01: E-34 ELEMENTARY (WENDELL)

Board approval is requested for Change Order No. GC-01 to Clancy & Theys Construction Company for their Construction Management at Risk contract. This change order, in the amount of $2,012,025 is to establish a guaranteed maximum price (GMP) for the early steel work package, which is part of the thirty-three (33) construction packages for the E-34 elementary school, which is located on Elk Falls Drive in Wendell. A list of bid packages is attached. A future change order will be brought to the February 19, 2008 Board meeting to establish the GMP for the total project. Fiscal Implications: Funding is available from the total project budget of $22,746,541, all of which is from CIP 2006. Recommendation for Action: Board approval is requested.

9. BIDS: CENTRAL SERVICES BUS FUELING STATION-FUEL TANK ADDITION

Bids for the fuel tank addition at Central Services Bus Fueling Station were received on December 13, 2007. Staff and Dewberry & Davis, Inc. recommend award of the single-prime contract to Jones & Frank Corporation in the amount of $277,389.99. This project will increase the diesel fuel storage capacity by 48%. Fiscal Implications: Funding is available from the total project budget of $536,000, of which $306,000 is from the PLAN 2000 Deferred Maintenance and $230,000 is from Fiscal Year 06-07 Capital Outlay Carry Forward Funding. Recommendation for Action: Board approval is requested.

INSTRUCTIONAL PROGRAM

1. GRANT PROPOSALS

Entitlement (#1124): US Department of Education, Office of Elementary and Secondary Education, Title VIII Impact Aid / Central Services, Administrative Services.
Contract (#1126): Wake Education Partnership, Skills for Life / Central Services, Instructional Services Division, Health and Physical Education Office.
Competitive (#1202): PPG Industries Foundation, Educational Grants / Middle Creek High School.
Competitive (#1203): US Department of Education, Smaller Learning Communities / Individual high schools.
Collaboration (#1204): William T. Grant Foundation, Intervention Research To Improve Youth-Serving Organizations / Central Services, Instructional Services Division with Duke University as the fiscal agent.
Competitive (#1205): State Library of North Carolina, Library Services and Technology Act, School Library Collection Development / Individual schools.
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

1. RECOMMENDATIONS FOR EMPLOYMENT

A. Professional
B. Support

2. REQUEST FOR LEAVES

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.

COMMITTEE CHAIRS' REPORT

ACTION ITEMS

FINANCE

1. FUND BALANCE APPROPRIATION

To appropriate fund balance for the purpose of reimbursing the North Carolina Department of Public Instruction for excess months of employment paid from State Fund for the 2006-07 fiscal year. This is an annual appropriation to fund the cost associated with maximizing the use of state funds. Fiscal Implications: Funds reserved in fund balance in the amount of $305,877. Recommendation for Action: Board Approval is requested.

INSTRUCTIONAL PROGRAM

1. CONTRACT WITH ACCURATE COMMUNICATIONS AND TRANSPORTATION, INC.

For the past two (2) years the costs for providing interpreting and transliteration services have increased significantly. In November we disseminated a Request for Proposal (RFP) for interpreting and transliteration services in hopes of receiving a reasonable cost proposal. The proposal submitted by Accurate Communication and Transportation, Inc. met all of the conditions set forth by our RFP. In addition, Accurate Communication submitted the lowest bid for these services. This is the first year we have contracted with Accurate Communication and will evaluate the services provided this year in order to determine whether or we will continue to contract with this agency. Fiscal Implications: Funding is available in the Special Education Services' budget in the amount of $300,000.00 to pay for the cost of these services.
Recommendation for Action: Board approval is requested.

POLICY

1. POLICY 6201- SCHOOL ADMISSIONS

Revised: First Reading. Request Waiver of Second Reading.
Policy 6201 was last revised on October 16, 2007. Revisions are being made to align the policy with House Bill 1357. We are recommending that in section 6201.3.g the words "Wake County" be removed and replaced with "the local school administrative unit in which the student resides" as aligned to the statute's language as well as the practice followed by Growth Management. This would allow a student who is not a domiciliary of Wake County to attend, without payment of tuition, our school system if his or her parent or legal guardian is on active military duty and is deployed out of the local school administrative unit in which the student resides. Revisions have been made with the input of staff, and have been reviewed by Ann Majestic. The Policy Committee reviewed and approved the recommended revisions on 12.11.07.

RECOGNITION

SPOTLIGHT ON STUDENTS - 6 P.M.

Nineteen students will be recognized as Spotlight on Students award winners.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 143-318.11(a)(6) and 115C-319.
To consult with an attorney employed or retained by the Board in order to preserve the attorney-client privilege as provided in G.S. 143-318.11(a)(3).
ACTION ITEMS- Cont'd

HUMAN RESOURCES

1. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)

ADJOURNMENT

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