WCPSS--Board of Education WCPSS--

Board of Education

Board Agenda for the Week of 02/03/2004

OPEN SESSION

CALL TO ORDER - 4:00 p.m.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments
Superintendent's Report

APPROVAL OF MEETING AGENDA

PUBLIC HEARING

Citizens who signed up to address the board during public hearing 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 hearing, any speakers remaining will be recognized at the end of the agenda for their comments.

CONSENT ITEMS

APPROVAL OF MINUTES

July 10, 2003-Closed Session
September 16, 2003-Closed Session
October 21, 2003-Closed Session
November 5, 2003-Closed Session
November 19, 2003-Closed Session
December 2, 2003-Closed Session
December 16, 2003-Closed Session
January 6, 2004-Closed Session
January 20, 2004-Closed Session
November 19, 2003 - Open Meeting
December 2, 2003- Open Meeting
January 20, 2004 - Open Meeting
December 17, 2003 - Program Committee Meeting

FACILITIES

1. AMENDMENT TO IMPERVIOUS SURFACE INTERLOCAL AGREEMENT-WILLOW SPRINGS ELEMENTARY

The Board of Education and Wake County entered into an Interlocal Agreement allowing the Board to encumber 3.2 acres of County park property adjacent to Willow Springs Elementary, to remain in compliance with impervious surface regulations. Continued student enrollment growth at Willow Springs Elementary requires the installation of a classroom modular unit, which requires an amendment to the Interlocal Agreement to increase the encumbered acreage from 3.2 to 4.5 acres. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval of an amendment to an Interlocal Agreement between the Board of Education and Wake County dated November 4, 2002, increasing encumbered acreage at Willow Springs Elementary for impervious requirements from 3.2 to 4.5 acres.

2. RESERVOIR WATERSHED PROTECTION AND ACCESS EASEMENT AND AGREEMENT-CARY ELEMENTARY

On December 2, 2003, the Board of Education approved an easement for a bio-retention pond at Cary Elementary as a requirement by the Town of Cary to approve renovation plans for the elementary school. A reservoir watershed protection and access easement and agreement is also required by the Town of Cary stating requirements for construction, operation and maintenance of the retention pond. Fiscal Implications: Maintenance is to be provided by WCPSS staff. Budget request for 2004-2005 includes $250,000 for maintenance at 80 schools within jurisdiction of Raleigh and Cary. Recommendation for Action: Staff requests Board approval of a reservoir watershed protection and access easement and agreement for a bio-retention pond at Cary Elementary.

3. DESIGN CONSULTANT AGREEMENT: "E11" ELEMENTARY

The approved PLAN 2004 School Building Program includes a new elementary school E11, which will be located near the intersection of Mitchell Mill Road and Forestville Road. Negotiations have been completed with Small Kane Architects, PA for the reuse of the prototype used at Cedar Fork Elementary, Carpenter Elementary and Forestville Elementary. The form of agreement is the standard form approved by the Board attorney. Fiscal Implications: Funding is available from the total project budget of $13,433,884, as provided in the PLAN 2004 School Building Program. The total project budget includes proposed compensation for the design consultant of $502,446. Recommendation for Action: Board approval is requested.

4. DESIGN CONSULTANT AGREEMENT: "E16" (BRIER CREEK AREA SITE) ELEMENTARY

The approved PLAN 2004 School Building Program includes a new 625 student capacity elementary school (E16), community center and park in conjunction with the City of Raleigh. Negotiations have been completed with Boney, PLLC for the modifications to and reuse of the prototype used at Jeffrey's Grove Elementary and Baileywick Elementary. The form of agreement is the standard form approved by the Board attorney. Fiscal Implications: Funding is available from the total project budget of $14,977,080, of which $12,868,563 is from the PLAN 2004 School Building Program, $80,000 is from PLAN 2000 Start Up Funds, and proposed funding of $2,028,517 from the City of Raleigh. The total project budget includes proposed compensation for the design consultant of $796,019; $630,602 from WCPSS and $165,417 from the City of Raleigh. Recommendation for Action: Board approval is requested.

5. CONSTRUCTION DOCUMENTS: DANIELS MIDDLE - PHASE II

Staff has reviewed the construction documents and requests Board approval, and authorization to advertise for the construction of bus loop and parking renovation at Daniels Middle. Fiscal Implications: Funding is available from the total project budget of $5,603,211, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

6. CONSTRUCTION DOCUMENTS: NORTHWOODS ELEMENTARY RENOVATION

Staff has reviewed the construction documents and requests Board approval, and authorization to advertise for bids for the renovation of Northwoods Elementary. Fiscal Implications: Funding is available from the total project budget of $5,772,742, of which $4,178,070 is from the PLAN 2000 School Building Program, and $1,594,672 is from PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.

7. BIDS: WENDELL ELEMENTARY GYMNASIUM RENOVATION

Bids for the gymnasium renovation at Wendell Elementary were received on January 13, 2004. Staff and MBAJ Architecture recommend: award of the general contract to Scotia Construction, Inc. in the amount of $724,000; award of the plumbing contract to Keen Plumbing Company in the amount of $47,798; award of the mechanical contract to Central Heating & Air Conditioning of Kinston, Inc. in the amount of $189,470; and award of the electrical contract to Electrical Maintenance and Services, Inc. (EMSCO) in the amount of $259,000. The total of the low multi-prime bids is $1,220,268, and the low single-prime bid is $1,308,800. Fiscal Implications: Funding is available from the total project budget of $1,595,891 from the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

8. GRASS MOWING AT 104 SITES

The contract term is March 29, 2004, through November 19, 2004, for 103 school sites and one office site. Staff recommends extending the contracts awarded in 2003 for the 2004-mowing season, as stated in the bid specifications for bid #03-216. Contracts will be awarded as follows: Baines' Landscaping, Inc., $33,150.00; Faithful Lawn Care, Inc., $159,525.00; Herb's Lawn Care Service, $145,500.00; Olive Farms, $145,500.00; Pinnacle, Inc., $16,950.00; Quality Lawn Care Co., $117,525.00. Fiscal Implications: The contracts total $288,540.00 for the 2003-2004 fiscal year; funds are available from the current expense budget for the period from March 29, 2004, through June 30,2004. Funds totaling $329,610.00 are included in the 2004-2005-budget request for the remaining contract period, from July 1, 2004 to November 22, 2004. Recommendation for Action: Board approval is requested.

9. PREFERRED BRANDS OF EQUIPMENT FOR CONSTRUCTION PROJECTS

N.C.G.S. 133-3 requires performance standards to be used when specifying products. Senate Bill 1217, approved by the General Assembly, allowed preferred brands of equipment to be bid as an alternate on school system projects, provided that the Board approved the performance standards. To be approved, the alternate must provide either a cost savings or maintain/improve the functioning of a process or system affected by the brand alternate. Approval is requested for three manufacturers of digital control equipment used to maintain and automate the mechanical and electrical equipment within our new and existing schools. Staff recommends approval of Automated Logic, Metasys, and Tridium/Invensys as manufacturers of digital control equipment. The selection of these three manufacturers resulted from responses of eleven vendors that were evaluated and short-listed to six by an engineering consultant. The six remaining firms were interviewed by a six-member selection panel and provided product demonstrations. The three manufacturers demonstrated lower maintenance costs, quick, reliable and locally available authorized service, consistent standards between schools to provide ease of maintenance and training, and web-based access to control new and existing equipment within the schools. Fiscal Implications-The approval will permit competitive bidding of our control systems subcontracts. The three manufacturers provide similar products and programming standards. The bid alternate will be listed with bid recommendations. Recommendation for Action-Board approval is requested.

FINANCE

1. GIFTS TO THE SYSTEM

Thirty-nine gifts have been donated to the Wake County Public School System.
The approximate value of the gifts is $19,788.12. Fiscal Implications: Not applicable.

2. BUDGET AMENDMENTS AND TRANSFERS, 2003-2004

To report changes in the budget resolution resulting from transactions processed during
October - December 2003. Fiscal Implications:
Adjust State Public School Fund+ $17,007,673
Adjust Local Current Expense Fund+ $4,862,939
Adjust Federal Programs Fund+ $10,948,198
Adjust Capital Outlay Fund+$82,617,984
Adjust Multiple Enterprise Fund+ $40,391
Net Changes+$115,477,185

3. AUTHORIZATION FORMS

These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Wake Forest-Rolesville Middle. Fiscal Implications: These authorization forms are required for bank records.

HUMAN RESOURCES

1. RECOMMENDATION FOR EMPLOYMENT

2. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT

BOARD ADVISORY COUNCIL NOMINATIONS

ACTION ITEMS

FACILITIES

1. SCHEMATIC DESIGN: MARTIN MIDDLE ADDITION AND RENOVATIONS

Staff will present the schematic design documents prepared by Davis Kane Architects, P.A. for the construction of Martin Middle addition and renovations. Fiscal Implications: Funding is available from the total project budget of $22,479,417, of which $1,157,258 is from the PLAN 2000 School Building Program and $21,322,159 is from the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.

INFORMATION

FACILITIES

1. MAINTENANCE EXCELLENCE INITIATIVES

Staff will provide updates on regional maintenance, organizational restructuring, facility assessments and equipment inventories. Staff will introduce a new strategic plan to move Maintenance and Operations towards industry standard benchmarks in maintenance excellence. Fiscal Implications: No fiscal impact to current year budget. Recommendation for Action: For Board information only.

FINANCE

1. POTENTIAL CHANGES IN LOCAL EXPENITURES FOR 2003-2004

To report potential changes in local expenditures for 2003-2004 as of December 31, 2003. Fiscal Implications: Potential adjustments within the local budget. Transactions transferring budget between accounts will be reported to the Board of Education with all Budget Amendments and Transfers quarterly.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 115C-319 and to consider confidential student information protected under the Family Educational Rights and Privacy Act (FERPA) and G.S. 115C-402.
ACTION ITEMS (cont'd.)

HUMAN RESOURCES

1. RECOMMENDATION FOR ADMINISTRATIVE TRANSFER

SPOTLIGHT ON STUDENTS

Seventeen students will be recognized as Spotlight on Students award winners.
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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