Board Agenda for the Week of 02/26/2001

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments
Process and Criteria for Selecting a New Board Member
Superintendent's Report

APPROVAL OF MEETING AGENDA

PUBLIC HEARING FOR ITEMS ON THE AGENDA

COMMITTEE REPORTS

CONSENT ITEMS

APPROVAL OF MINUTES

January 25, 2001 Finance Committee Meeting
February 5 Program Committee Meeting
February 12, 2001 Board Meeting

FINANCE

1. Exclusive Beverage Vending Contract
The contract between WCPSS and Pepsi Bottling Ventures provides an exclusive beverage vending agreement for a period of five years. Fiscal Implications: $1,000,000 in marketing fees and 42% commission on sales are generated in the first year. High schools will each receive $12,000 in marketing fees annually. All schools will receive commissions on sales. $1,000,000 was budgeted as Other Local Revenue in the current budget. This contract provides $820,000 of that amount plus commissions generated from non-school vending in WCPSS. $525,000 in marketing fees and commissions are generated in subsequent years with schools receiving marketing fees and commission revenue as in year one.
2. Exclusive Beverage Vending Agreement Revenue Distribution Plan
The recommended plan provides at least the current level of revenue generated from existing beverage vending agreements for schools. Inclusion of new schools is also addressed. Fiscal Implications: $1,000,000 in marketing fees and commissions are generated in the first year. High schools will each receive $12,000 in marketing fees annually. All schools will receive commissions on sales. $1,000,000 was budgeted as Other Local Revenue in the current budget. This plan provides $820,000 of that amount plus commissions generated from non-school vending in WCPSS.

PROGRAM

1. Broughton High School Field Trip to Villafranca, Spain
Students participating will be representative of grades 9-12. Approximately 6 students will participate and 2 chaperones. Students will depart from Raleigh on Wednesday, March 28, and return on Monday, April 16, 2001. Purpose of the field trip is to participate in the Spanish Exchange Program. This is the third year participating in this exchange. Cost per student will be approximately $1,500. The total cost will be approximately $9,000. Funding will be provided by various fund raising events and parents. This item is recommended for consent.

FACILITIES

1. Easement and Right-of-Way Plats - Middle Creek High and West Lake Elementary

The Town of Cary requires 1.77 acres of temporary construction easement, 0.23 acres of permanent drainage easement, and 0.05 acres of additional right-of-way to complete road improvements and to install a traffic signal at the intersection of West Lake and Optimist Farm Roads. These improvements will serve the new Middle Creek High School and the existing West Lake Elementary School. Fiscal Implications - None. Recommendation for Action - Staff recommends the board grant the easements and right-of-way.
2. Construction Documents: Morrisville Elementary Site Improvements

Staff will present construction documents prepared by CLH Design, P.A. for Morrisville Elementary site improvements. The project scope of work includes retaining walls, site drainage and grading designed to correct severe erosion and safety issues. Board approval is requested. Fiscal Implications - Funds are available from the total project budget of $303,500, which includes $75,000 from the PLAN 2000 deferred maintenance budget and $228,500 from the Phase IIIB deferred maintenance budget. Recommendation for Action - Staff recommends board approval of the construction documents.
3. Design Consultant Agreement: Heritage Elementary (E-2)

Negotiations have been completed with Pearce, Brinkley, Cease & Lee, PA for the design of Heritage Elementary (E2). The form of agreement is the standard form approved by the board attorneys. Board approval is requested. Fiscal Implications - Funding is available from the total project budget is $10,662,555. The total project budget consists of $10,662,555 from the PLAN 2000 School Building Program budget. The project budget includes proposed compensation for the design consultant of $436,900. Recommendation for Action - Board approval is requested.
4. Ballentine Elementary (E-1) - Sunset Lake Road Improvements
Board approval is requested to pay First American Land (PS/SE Ballentine Farms, LLC) $121,499.44 for road improvements along Sunset Lake Road for the Ballentine Elementary (E1) site. The road improvements were identified as part of the initial purchase agreement with First American Land (PS/SE Ballentine Farms, LLC). First American Land (PS/SE Ballentine Farms, LLC), as part of a project that provided water, sewer, and road improvements for the school and the adjacent subdivision, has accomplished the road improvements. Board approval is requested.

Fiscal Implications - Funding is available from the total project budget of $10,244,233. The total project budget consists of $10,194,233 from the PLAN 2000 School Building Program and $50,000 from Phase IIIB funds. Recommendation for Action - Board approval is requested.
5. Bids: Reedy Creek Middle

Bids were received on February 20, 2001 for Reedy Creek Middle (M-1). Staff and Cherry Huffman Architects, PA recommend award of the general contract to (low bidder, in the amount of (low bid); the mechanical contract to (low bidder), in the amount of (low bid); the electrical contract to (low bidder), in the amount of (low bid); the plumbing contract to (low bidder), in the amount of (low bid). Fiscal Implications - Funding is available from the total project budget of $21,152,754. The total project budget consists of $20,452,754 from the PLAN 2000 School Building Program budget and $700,000 is from the board- approved 1996 State Bond project budget. Recommendation for Action - Board approval is requested.
6. Termination of General Contract: Wake Forest-Rolesville High Addition and Renovations
After consulting with the board attorney, Stredvey Construction Company, Inc. was notified of the school system's intent to terminate their contract on the project at Wake Forest-Rolesville High. This was due to their failure to provide adequate resources to complete the project. The board approved a termination of this contract on January 24, 2000. The contract was not terminated at that time due to certain assurances being received from the contractor at that time. Staff now believes this contractor is not capable of completing this project. Board approval is requested to grant the superintendent, or his designee, the right to execute the termination of the contract with Stredvey Construction Company effective February 26, 2001. Fiscal Implications -

All potential claims, liquidated damages, and additional costs will be forwarded to the contractor's performance bonding company. Recommendation for Action - Board approval is requested.
7. Release of Claims: Southern Bank & Trust Company

In closing out the recent Daniels Middle School renovation project, final payment to Four Seasons Heating & Cooling Co., in the amount of $29,903.32, should have been made payable to the contractor's surety company. In error, this payment was made jointly to Four Seasons Heating & Cooling Co. and to Southern Bank & Trust Company. Southern Bank & Trust has reimbursed the school system $25,000, contingent upon board of education approval of a Release of All Claims. The remaining $4,903.32 was paid to an attorney representing the contractor. Recovery of this final portion of the total payment is underway. Fiscal Implications - Board approval assures reimbursement of $25,000. Recommendation for Action - Staff and board attorney recommend approval of the Release of All Claims.

ACTION ITEMS

PERSONNEL

1. Recommendation for Administrative Appointments

INFORMATION ITEMS

PERSONNEL

1. Recommendation for Administrative Transfer

PROGRAM

1. Proposed Makeup Day for Day Missed for Schools on Modified Calendar
Southeast Raleigh High School and Centennial Campus Middle School will hold their makeup day on Monday, March 5, 2001. Partnership Elementary will hold its makeup day on Friday, June 1, 2001. Carver Elementary will hold its makeup day on Monday, March 12, 2001.

FACILITIES

1. UNDERWOOD ELEMENTARY FEASIBILITY REPORTS

The Board asked staff to perform an evaluation of the facility needs and deficiencies to support the existing magnet program at Myrtle Underwood Elementary. Two architectural firms, Kurt Eichenburger/architect AIA and HagerSmith Design, PA responded with feasibility reports on the building. Both reports cite the ability to renovate and add to the existing building, but require extensive renovation to address structural deficiencies, masonry problems, roofing, electrical, mechanical and plumbing system replacements. Fiscal Implications - Funding is available from the total project budget which consists of $7,000,000 from the PLAN 2000 School Building Program, and a current project balance of $1,119,297 of which $583,925 is left in Phase IIIB funds and $535,372 left in State Bond funds. Recommendation for Action- For information and discussion at this time.

CLOSED SESSION

To consider confidential personnel file information 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.
RECOGNITION - 6:30 p.m.
1. Talton and Goodmon Dedication

SPOTLIGHT ON STUDENTS

Fifteen students will be recognized as Spotlight on Students awards winners.
RECOGNITIONS continued
2. Coach of the Year
3. NCSU Mathematics Competition Winners
The NCSU Excellence in Mathematics Award will be presented to the Leesville Road High School Mathematics Team for their first place finish in the NCSU Mathematics Competition. A monetary award will be presented to the first four individual winners for their finish in the NCSU Mathematics Competition.
INFORMATION continued

PROGRAM

1. Student Reassignment Plan
The Board will discuss with staff the Student Reassignment Plan with attention given
to input received at the public hearing. The staff will entertain recommendations for modification from the Board. No fiscal implications. Presented for information.

PUBLIC HEARING FOR ITEMS NOT ON THE AGENDA

ADJOURNMENT

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