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WCPSS--Board of Education

OPEN SESSION


CALL TO ORDER - 3 P.M.


QUORUM DETERMINATION


PLEDGE OF ALLEGIANCE


INFORMATION

Chair's Comments
Superintendents Comments

APPROVAL OF MEETING AGENDA


INFORMATION ITEMS


1. AUTOMATED PREPAYMENT PROGRAM FOR PARENTS: MYLUNCHMONEY.COM

The existing software company (School-Link Technologies, Inc.) used for the cafeteria point of sale has a
new service for school lunch programs that allows parents to make prepayments for school meals by the
Internet or by telephone, using a credit or debit card. The program will eliminate the manual entry of
prepayments because the new program communicates directly with student lunch accounts. Some of the
advantages to the program are: convenience for parents, accuracy for accountability, and reduced number
of students without lunch money, because the system notifies parents by email when accounts are low. A
future feature of the program is to allow parents to see what students have purchased over the past seven
days. Fiscal Implications: There is no cost to the district for this service. This program is less expensive
per transaction than the one that is currently being used by parents. The vendor, at the end of this school
year, is terminating the existing program. Recommendation for Action: Information only.

2. CHECK RECOVERY PROGRAM: ePAYMENTS CORP.
The vendor, ePayments Corp., will provide a system of recovery of non-sufficient checks for funds due to
the Child Nutrition Services program. Also provided is public information initiatives for parent
notification, website information, marketing materials, etc. There will be notification to check writers
prior to recovery and an avenue for voluntary payment. The vendor references noted the company's high
level of dignity, respect, and customer service to the check writers. Fiscal Implications: There is no cost
to the CNS program for this service. The CNS program will receive 100% guarantee on all returned items,
including closed accounts. Recommendation for Action: Information only

3. DEPARTMENT OF PUBLIC INSTRUCTION'S ANNUAL SCHOOL BUS INSPECTION

Annually the North Carolina Department of Public Instruction performs an unannounced inspection of
each school system's bus fleet. The inspection of Wake County Public School System's fleet was
conducted in mid-April. Staff will provide a summary of inspection results. Fiscal Implications: None.
Recommendation for Action: Report is provided for information only.

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

March 19, 2008-Joint Board of Education & County Commissioner's Meeting Minutes
April 22, 2008-Work Session and Committee of the Whole Meeting Minutes
April 22, 2008-Board of Education Meeting Minutes

FINANCE


1. GIFTS TO THE SYSTEM

Eighty-nine gifts have been donated to the Wake County Public School System. The approximate value
of the gifts is $40,178.84. Fiscal Implications: Not applicable. Recommendation for Action: No action is
required.

FACILITIES


1. TEMPORARY UTILITY EASEMENT: PROGRESS ENERGY (RIVER BEND


ELEMENTARY)

As part of the construction process and in order to provide service to the River Bend Elementary site,
Progress Energy Carolinas, Inc., requires a temporary easement to construct, relocate, maintain, and
operate electric and/or communication facilities thereon consisting of poles, cables, wires, underground
conduits, enclosures and other pertinent facilities. The temporary easement to be granted will allow for
installation of utility service equipment where needed upon the site, with the precise location to be
determined by mutual agreement and to be memorialized by site maps or drawings upon installation. The
temporary easement will expire upon the installation and energizing of the permanent utility facilities. The
requested easement will not interfere with the Wake County Public School System's present or future use
of the property. A copy of the proposed Easement is attached. Fiscal Implications: None.
Recommendation for Action: Staff request Board approval.

2. UTILITY EASEMENT: PROGRESS ENERGY (HERBERT AKINS ROAD ELEMENTARY)

As part of the construction process and in order to provide service to the Herbert Akins Road Elementary
site, Progress Energy Carolinas, Inc., requires an easement to construct, relocate, maintain, and operate
electric and/or communication facilities thereon consisting of poles, cables, wires, underground conduits,
enclosures and other pertinent facilities. The easement to be granted will allow for installation of utility
service equipment where needed upon the site, with the precise location to be determined by mutual
agreement and to be memorialized by site maps or drawings upon installation. The requested easement
will not interfere with the Wake County Public School System's present or future use of the property. A
copy of the proposed Easement is attached. Fiscal Implications: None. Recommendation for Action:
Staff request Board approval.

3. PUBLIC WATER SUPPLY AND DISTRIBUTION EASEMENT: CITY OF RALEIGH


(ZEBULON MIDDLE)

The City of Raleigh ("City") is working with the Town of Zebulon on a major environmental project and
is installing a reclaimed water line adjacent to Zebulon Middle. The City is seeking a public water supply
and distribution easement along a portion of the school's southern boundary line. Construction is
scheduled to start in November or December 2008 and should last approximately 3-4 weeks. Zebulon
Middle is currently operating on the traditional calendar. If school is in session, the City is willing to work
with school administration to minimize disturbance by scheduling segments of the construction on
weekends.
Staff has negotiated with the City, and terms and conditions have been reached regarding compensation
for the acquisition of the temporary construction easement (7,516 sq. ft.) and the acquisition and
dedication of the public water supply and distribution easement (24,233 sq. ft.). In addition, the City will
install, in a mutually agreeable location, a tap and a meter on the reclaimed water line for future use by the
Board. Furthermore, the City has agreed to waive the development fees associated with the tap
connection and meter. The tap will allow the Board to use the reclaimed water for future field irrigation
purposes. All plant and landscape materials affected by the installation will be replaced or relocated by the
City.
Pursuant to the Sales Tax Agreement, the Zebulon Middle site has been transferred to Wake County,
which must approve and execute the easement conveyance. The requested easement will not substantially
interfere with the present or future use of the property. A copy of the Deed of Easement and the
Easement Plat is attached with the areas of the easements identified thereon. Fiscal Implications: The
City of Raleigh will compensate the Board in the amount of $19,090 for the easements involving Zebulon
Middle. Funds will be allocated to the Capital Outlay within the annual operating budget.
Recommendation for Action: Staff requests Board approval.

4. THREE PARTY RIGHT-OF-WAY ENCROACHMENT AGREEMENT: DEPARTMENT OF


TRANSPORTATION AND CITY OF RALEIGH (SMITH ELEMENTARY)

As a part of the renovations to Smith Elementary, a water line must be installed within the existing right
of-way of public roads SR 2797 (Maxwell Dr.) and SR 3740 (Vanessa Dr.) in Garner, NC. As a condition
of permit approval and issuance, a three party right-of-way encroachment agreement with the North
Carolina Department of Transportation ("DOT") and the City of Raleigh ("City") is required to permit the
specified utility improvements to encroach within the limits of the existing public right-of-way subject to
conditions stated therein. In addition, upon completion of the improvements and dedication of the water
line to the City, the City agrees to assume all responsibilities and rights and to perform all obligations as
agreed to in the Agreement by the Board. A copy of the Agreement is attached. Fiscal Implications:
None. Recommendation for Action: Staff requests Board approval.

5. TWO PARTY RIGHT-OF-WAY ENCROACHMENT AGREEMENT: DEPARTMENT OF


TRANSPORTATION (SMITH ELEMENTARY)

As a part of the renovations to Smith Elementary, road improvements must be made within the existing
right-of-way of public road SR 2797 (Maxwell Dr.) in Garner, NC. As a condition of permit approval and
issuance, a two party right-of-way encroachment agreement with the North Carolina Department of
Transportation ("DOT") is required to permit the specified road improvements to encroach within the
limits of the existing public right-of-way subject to conditions stated therein. A copy of the Agreement is
attached. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

6. BIDS: MODULAR UNITS FOR ROOT ELEMENTARY SWING SCHOOL

Bids were received on April 18, 2008 for connecting/installing all services (power, water, sewer,
accessibility, data, fire protection, and security) required for permitted occupancy of a 26-classroom
modular school, administrative space equivalent of seven classrooms, and multi-purpose lunchroom space
equivalent of five classrooms at North Hills East. Staff and Gurel Architecture, PA, recommend award of
the single-prime contract to Scotia Construction, Inc., in the amount of $804,000. Fiscal Implications:
Funding is available from the total project budget of $21,928,650, of which $300,000 is from PLAN 2004
and $21,628,650 from CIP 2006. Recommendation for Action: Board approval is requested.

7. MATERIALS TESTING SERVICES: ROOT ELEMENTARY

Negotiations have been completed with S&ME, Inc., to provide construction materials testing and special
inspection services for the Root Elementary Additions and Renovations Project, in an amount not-to
exceed $151,300, in accordance with the Master Geotechnical, Material Testing, Special Inspections,
and/or Wetland Delineation Services Agreement. Fiscal Implications: Funding is available from the total
project budget of $21,928,650, of which $300,000 is from PLAN 2004 and $21,628,650 from CIP 2006.
Recommendation for Action: Board approval is requested.

8. CHANGE ORDER NO. CM-04: BUGG ELEMENTARY

Board approval is requested for Change Order No. CM-04 to Clancy & Theys Construction Company,
Inc., for their Construction Management at Risk contract for additions and renovations at Bugg
Elementary School. This change order, in the amount of $7,703,334, is to establish a guaranteed
maximum price (GMP) for the final 27 bid packages, which are part of the 30 construction packages for
this project. In addition, $217,732 (2%) of the owner's contingency has been encumbered in order to
improve the efficiency of the change order process. The total GMP for this project is $13,104,837
including the additional 2% owner contingency. A list of the bid packages is attached. Fiscal Implications:
Funding is available from the total project budget of $19,569,538, of which $19,459,878 is from CIP 2006,
$75,000 is from PLAN 2004, and $34,660 from PLAN 2000. Recommendation for Action: Board
approval is requested.

9. CHANGE ORDER NO. GC-06: RIVER BEND ELEMENTARY (E-19)

Board approval is requested for Change Order No. GC-06 to Barnhill Contracting Company, Inc., for
their Construction Management at Risk contract for construction of the new River Bend Elementary
School. This change order, in the amount of $456,635.24, is primarily for an additional seven months of
lump sum general conditions ($181,522.50) for the Construction Manager and additional costs
($426,977.07) from the sub-contractors caused by a delayed start of building construction. The delay was
due to the complex approval process for the planned unit development that the developer had to go
through, before the City of Raleigh could issue a building permit. This change order also includes a credit
for the deletion of the fire pump. The new substantial completion date for this project is November 19,
2008. Fiscal Implications: The proposed total project budget is $20,873,210, of which $2,292,654 is from
PLAN 2004, $18,115,691 from CIP 2006, $259,622 from CIP 2006 Offsite Improvements, $187,243 from
CIP 2006 Program Contingency, and $18,000 from the City of Raleigh. A reallocation will be brought to a
future Board meeting to reallocate the contingency funds to this project. Recommendation for Action:
Board approval is requested.

10.DESIGN CONSULTANT SELECTION AND AGREEMENT: E-21 ELEMENTARY

The CIP 2006 School Building Program includes a new elementary school, designated E-21, located in the
City of Raleigh at the intersection of Rock Quarry and Sunnybrook Roads, near the Time Warner Cable
Walnut Creek Amphitheatre. This resolution is presented to waive the traditional designer selection
process and to select Cherry Huffman Architects, PA, for the design of E-21 elementary. E-21 is
scheduled to open in 2010. This request is in accordance with NCGS 143-64.32, which allows exemptions
to the statutory designer selection process. The specific reason for this exemption is that this is a re-use of
the Mills Park Elementary prototype and it fits the site the best of the three current elementary prototypes.
This will shorten design time, reduce cost, and help expedite the project. Staff recommends selection of
Cherry Huffman Architects, PA.
Negotiations have been completed with Cherry Huffman Architects, PA, for the design of this project.
The form of agreement is the standard form approved by the Board attorney. Fiscal Implications:
Originally E-28 was scheduled to open in 2009. Subsequently it was replaced by E-21 with an opening
date of 2010 - one year later. The proposed project budget is $23,945,367, of which $22,662,184 is from
CIP 2006 and $1,283,183 is to be reallocated from CIP 2006 Reserve at a future meeting due to the
opening date change. The total project budget includes proposed compensation for the design consultant
of $784,677 for this project. Recommendation for Action: Board approval is requested.

11.CONSTRUCTION MANAGER AT RISK AGREEMENT: E-21 ELEMENTARY

The CIP 2006 School Building Program includes a new elementary school, designated E-21, located in the
City of Raleigh at the intersection of Rock Quarry and Sunnybrook Roads, near the Time Warner Cable
Walnut Creek Amphitheatre. Negotiations have been completed with Clancy & Theys Construction
Company, Inc., for the construction manager's pre-construction services only. 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 all be incorporated into the next
revision of the standard form of agreement. Cherry Huffman Architects, PA, was selected as the designer
for this project. Fiscal Implications: Originally E-28 was scheduled to open in 2009. Subsequently it was
replaced by E-21 with an opening date of 2010. The proposed project budget is $23,945,367, of which
$22,662,184 is from CIP 2006 and $1,283,183 is to be reallocated from CIP 2006 Reserve at a future
meeting due to the date change. The total project budget includes proposed compensation for the
Construction Manager of $80,000 for pre-construction basic services. Recommendation for Action:
Board approval is requested.

12.DESIGN CONSULTANT AGREEMENT: BRYAN ROAD MIDDLE (M-12)

The next building program includes a new middle school designated M-12, located on Bryan Road in
Garner. Middle school seats will be needed in Garner in 2011 when this school is scheduled to open.
Negotiations have been completed with Skinner Lamm & Highsmith Architects, PA, for the design of this
project. The form of agreement is the standard form approved by the Board attorney. Fiscal
Implications: The total proposed budget will be determined with the development of the next building
program. The current estimated budget is approximately $44,000,000, of which $1,200,000 is currently
available from CIP 2006. The remaining funds will be provided from the next building program. The
total project budget includes proposed compensation for the design consultant of $1,286,122. The
amount authorized by this contract funds the design through the Permitting Phase. Thus, this agreement
is for $707,367. The remaining amount of $578,755 will be authorized by change order in the next
building program. The contract authorized by this action will be awarded from currently available funds.
Recommendation for Action: Board approval is requested.

13.CONSTRUCTION MANAGER AT RISK AGREEMENT: BRYAN ROAD MIDDLE (M-12)

The next building program includes a new middle school designated M-12, located on Bryan Road in
Garner. Negotiations have been completed with D.H. Griffin Construction, Inc., for the construction
manager's pre-construction services only. 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 all be incorporated into the next revision of the standard form of
agreement. Skinner Lamb & Highsmith, PA, was 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 approximately $44,000,000, of which $1,200,000 is currently
available from CIP 2006. The remaining funds will be provided from the next building program. The
total project budget includes proposed compensation for the Construction Manager of $70,000 for pre
construction basic services. The contract authorized by this action will be awarded from currently
available funds. Recommendation for Action: Board approval is requested.

INSTRUCTIONAL PROGRAM


1. BROUGHTON HIGH SCHOOL TRIP TO ANTIGUA, GUATEMALA

Students participating will be representative of grades 10-12.
Approximately 18 students will participate and four chaperones.
Students will depart from RDU on Saturday, November 22, and return on Saturday, November 29, 2008. Only two days of school will be missed as this is over Thanksgiving.
This trip supports Broughton's service requirement, as well as the Spanish, history, art and science curricula. It gives students a chance to do community service on the international level and develop awareness, a key component of the IB program.
Fiscal Implications: The cost per student will be approximately $1250.00. The total cost will be
approximately $22,500.00. The Capital Foundation at Broughton provides scholarship assistance for
students who cannot afford to pay the cost of the trip. Recommendation for Action: This item is
recommended for consent.

2. GRANT PROPOSALS

Competitive (#1228): ExxonMobil Educational Alliance Program / Individual schools.
Competitive (#1229): SHOPA Foundation for Education Excellence, Kids In Need / 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.

POLICY


1. POLICY 6230 - ASSURANCES OF APPROPRIATE SERVICES FOR ACADEMICALLY


GIFTED STUDENTS

Policy 6230 addresses the identification and assurances of appropriate services for Academically Gifted
Students in Wake County. The Wake County Public School System Academically Gifted Program is
governed by the requirements of N.C. General Statutes Article 9-B. Academically or Intellectually Gifted
Students. The Wake County Public School System Academically Gifted Program plan addresses
identification and service delivery as required by law. Fiscal Implications: None. Recommendation for
Action: Staff is requesting Board approval.

2. POLICY 6860- CO-CURRICULAR ACTIVITIES AND ATHLETICS

Policy 6860.5 on Co-Curricular Activities and Athletics is amended to permit exemptions from medical
examinations due to a bona fide religious objection if approved by the Senior Administrator for Athletics.
The change has been approved by the Policy Committee. Fiscal Implications: None. Recommendation
for Action: Staff is requesting Board approval.

HUMAN RESOURCES


1. RECOMMENDATION FOR EMPLOYMENT

A. Professional
B. Support


COMMITTEE CHAIRS' REPORT


ACTION ITEMS


FACILITIES


1. RESOLUTION: APPROPRIATION FOR E-25 ELEMENTARY

Resolution requests funds for the CIP 2006 School Building Program previously approved by the Board.
This request will provide the remainder of funding for E-25 Elementary. Once these funds are
appropriated, they will be reallocated in a separate précis to the Wake Forest-Rolesville High project in the
next building program. Total of this appropriation request is $20,830,887. Appropriations for CIP 2006
to date total $831,380,120. The total CIP 2006 appropriation, including this request, will equal
$852,211,007. This leaves a balance of $203,663,830 to be appropriated from the total CIP 2006 Building
Program sum of $1,055,874,837.

2. CHANGE ORDER NO. CM-04: BRYAN ROAD ELEMENTARY

Board approval is requested for Change Order No. CM-04 to Clancy & Theys Construction Company,
Inc., for their Construction Management at Risk contract for construction of the new Bryan Road
Elementary School. This change order, a reduction in the amount of $2,058,622, is to cancel the early steel
package that was awarded by the Board at their March 18, 2008 meeting. Due to the tight timeline for
construction of Bryan Road Elementary School (E-31) and the fact that the Garner area did not grow at
the projected rate for elementary seats, staff recommends that remaining available funding be reallocated
to the Wake Forest-Rolesville High project. This project will now be funded in the next building program
with a scheduled opening of 2011 instead of 2009. Fiscal Implications: $21,450,000 of the total project
budget will be available for reallocation to the Wake Forest-Rolesville High project in the next building
program. $1,296,541 will remain in this project due to current design and construction contracts.
Recommendation for Action: Board approval is requested.

3. RESOLUTION: CIP 2006 FUNDING REALLOCATION FROM E-25 AND E-31 TO WAKE


FOREST-ROLESVILLE HIGH

On February 5, 2008, the Board approved a resolution for $11,000,000 from CIP 2006 Reserve to be
reallocated to Wake Forest-Rolesville High renovation and addition project, to allow early work packages
to be bid and to permit use of Heritage High as a swing school in 2009-2010. To ensure that this project
will be constructed during the available time period, additional funding would be needed. Work packages
would begin in early 2009 with the major construction beginning summer 2009.
Due to the timing for acquiring all of the needed property for E-25 elementary school required by the
revised site plan and the increasing time required for the Public-Private Partnership to be finalized, staff
recommends that $22,400,000 of its funding be reallocated to the Wake Forest-Rolesville High project. It
will now be funded in the next building program with a scheduled opening of 2011 instead of 2010.
In addition, staff recommends that $21,450,000 of the Bryan Road Elementary School funding also be
reallocated to the Wake Forest-Rolesville High project. Bryan Road will now be funded in the next
building program with a scheduled opening of 2011 instead of 2009. Fiscal Implications: The current
estimated budget for the Wake Forest-Rolesville High project is $62,800,000, of which $2,500,000 is
currently available from the CIP 2006, $200,000 from PLAN 2004 Start-Up, $22,400,000 from this
reallocation from E-25, $21,450,000 from this reallocation from Bryan Road Elementary, $11,000,000
from the previous reallocation from CIP 2006 Reserve, and $5,250,000 from savings yet to be identified
from previous bond programs. A small amount of additional funding may be needed from the next
building program after all escalation factors are finalized. Recommendation for Action: Board approval is
requested.

POLICY


1. APPOINTMENT TO WAKE TECHNICAL COMMUNITY COLLEGE BOARD OF


TRUSTEES

In accordance with NC General Statute 115D-12, the Board of Education appoints four of the trustees on
the Wake Technical Community College Board of Trustees. Terms are for four years and are staggered.
The term for Harvey Montague will expire on June 30, 2008. Attached is a spreadsheet showing the
current appointees of the Board of Education as well as a biographical profile of Harvey Montague, who is
being considered for reappointment by the Board. Fiscal Implications: None. Recommendation for
Action: Presented for reappointment by the Board of Education.

RECOGNITION


SPOTLIGHT ON STUDENTS

Twenty-two 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 CAREER STATUS FOR REVIEW


2.RECOMMENDATION FOR ADMINSTRATIVE APPOINTMENT(S)


3.RECOMMENDATION ADMINSTRATIVE APPOINTMENT


ADJOURNMENT


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