Board Agenda for the Week of 06/03/2002

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments
Superintendent's Report
Division of Principals and Assistant Principals "Code of Ethics"

RECOGNITION

NEED (National Energy Education Development) Youth Awards
The WCPSS EnergySavers Program recognized the following schools as National and State NEED award recipients.
WCPSS EnergySavers - Region of the Year - State Level
Lockhart Elementary School - Elementary School of the Year - National Level
Knightdale Elementary School - Elementary School of the Year - National Level
Fox Road Elementary School - Rookie of the Year - National Level
Green Hope High School - Senior School of the Year - NC State Level
North Ridge Elementary School - Honorable Mention - NC State Level
Students from these schools took on individual energy conservation projects that they documented and shared with NEED. As a result, they will be honored on the State and National levels at the NEED National Recognition Ceremonies held in June, in Washington, DC.

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.

INFORMATION ITEMS

PROGRAM

1. Assignment of New Subdivisions to School (5 minutes)
Staff will present the recommendations for the following subdivisions: The Green at Scotts Mill (phase 3), Battle Ridge (phase 2), Chastain (phase 7), and Grissom Farm (phase 1). Transportation costs will increase due to travel distance. Other facilities-related costs will be avoided. This item is presented for information.

CONSENT ITEMS

APPROVAL OF MINUTES

March 12, 2002 - Human Resources Committee
March 19, 2002 - Program Committee
April 2, 2002 - Policy Committee
April 16, 2002 - Program Committee
May 14, 2002 - Human Resources Committee

FACILITIES

1. Bids: Fuquay-Varina Middle Addition and Renovations
Pre-approval for bids was received at the May 21, 2002 board meeting. Bids for Fuquay-Varina Middle addition and renovations were received on May 23, 2002. Staff and Pearce Brinkley Cease & Lee P.A. recommend award of the single-prime construction contract to Shelco, Inc., in the amount of $11,340,550. The lowest combination of multi-prime bids was $11,474,103. Fiscal Implications - Funding is available from the total project budget of $14,518,206, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

2. Bids: Millbrook Elementary Addition and Renovations
Pre-approval for bids was received at the May 7, 2002 board meeting. Bids for Millbrook Elementary additions and renovations were received on April 30, 2002. Staff and Innovative Design, Inc., recommend award of the single-prime contract to DeVere Construction Company, Inc., in the amount of $5,976,794. The multi-prime bids are not an option because there was not a responsive plumbing bid. Fiscal Implications - Funding is available from the total project budget of $8,128,021, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

3. Bids: HVAC Renovations - Powell Elementary
Bids for the HVAC renovations at Powell Elementary were received on May 7, 2002. Staff and Padia Consulting, Inc., recommend award of the general construction contract to Jacobsen Construction Inc in the amount of $608,096; mechanical contract to Baker Mechanical, Inc., in the amount of $1,087,000; and the electrical contract to P. R. Faulk Electrical Corporation in the amount of $238,500. The total of these multi-prime bids is $1,933,596. The lowest single-prime bid was $2,033,219. Fiscal Implications - Funding is available from the total project budget of $3,811,338, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

4. Bids: Project Enlightenment Addition and Renovations
Bids for Project Enlightenment addition and renovations were received on May 16, 2002. Staff and The Roberts Group, PA, recommend award of the single-prime construction contract to Beers Skanska, Inc., in the amount of $3,986,800, including alternates. The lowest multi-prime bid including alternates is $3,993,010. Fiscal Implications - Funding is available from the total project budget of $5,205,103, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

5. Bids: Vance Elementary Addition and Renovations
Bids for Vance Elementary Phase I addition and renovations were received on May 9, 2002. Staff and Moseley Wilkins & Wood recommend award of the single-prime general construction contract to Patriot Building Company, Inc., in the amount of $727,398. Multi-prime bids were not opened due to an insufficient number of plumbing bids. Fiscal Implications - Funding is available from the total project budget of $2,264,631, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

6. Interlocal Agreement - Cedar Fork Elementary Site, Morrisville
In May 2001, the Board of Education acquired 26 acres of land off Church Street in Morrisville for a new elementary school, community park and a future Wake County library. Wake County contributed $200,000 towards land acquisition and the Town of Morrisville is funding a full size gymnasium. Wake County and Morrisville officials request an Interlocal Agreement setting forth the responsibilities of all parties. Fiscal Implications - Not Applicable. Recommendation for Action - Staff requests Board approval of an Interlocal Agreement with Wake County, the Town of Morrisville and the Board of Education setting development responsibilities for the Cedar Fork Elementary tract of 26 acres.

7. Deed of Easement for Street and Right Of Way - Stough Elementary
Improvements to Edwards Mill Road and renovation of Stough Elementary require the relocation of an access drive from Edwards Mill Road through the Highwoods Development providing for a cul-de-sac on Stough Elementary property. The City of Raleigh requires a deed of easement for access to the street on Board property. Fiscal Implications - None. Recommendation for Action - Staff requests Board approval of a Deed of Easement to the City of Raleigh for street and Right of Way at Stough Elementary

8. Sewer Line Easement - Turner Creek Road Elementary
To provide sewer service for the new Turner Creek Road Elementary, a sewer line easement which includes a 20-feet wide permanent easement and a 10-feet wide temporary construction easement is required across private property owned by Bertha S. Herndon. The easement will allow the Town of Cary to provide sewer service. Fiscal Implications - Cost of sewer line easement, 30-feet wide by approximately 1,125-feet in length, is $25,000.00. Funds are available in project budget. Recommendation for Action - Staff requests Board approval to purchase a sewer line easement from Bertha S. Herndon to serve the new Turner Creek Road Elementary.

9. Communications Tower Lease - Wakefield
Terms and conditions of a Communications Tower Lease have been reached with Raleigh-Durham MSA Limited Partnership d/b/a Alltel providing for a monopole cell tower and equipment facility at Wakefield High. The lease has an initial term of five (5) years with an option for one (1) additional five (5) year period. The tower will replace a light standard at the baseball field and will resemble a flagpole. Lights currently on a concrete pole will be relocated on the new tower at the same height as on other light standards.
Fiscal Implications - Base rent for 1st five (5) year period:$45,000 annually
One time easement fee: $20,000
One time administrative fee$10,000
If lease is extended for one (1) additional five (5) year period base rent of $45,000 per year is increased by the greater of an adjustment in the C.P.I. Index or 25%.
Recommendation for Action - Staff requests Board approval of a Communications Tower Lease with Alltel for a five (5) year period with an option to renew for one (1) additional five (5) year period including an access easement at Wakefield High.

10. Resolution - Cell Tower Lease, Wakefield High
The Wake County Board of Education is required by North Carolina General Statute � 160A-272 to approve a resolution authorizing leases of its property for periods greater than one (1) year. Raleigh-Durham MSA Limited Partnership d/b/a Alltel requests a five (5) year lease with an option for one (1) additional five (5) year period for approximately 800 square feet at Wakefield High for a cellular tower and equipment area.
Fiscal Implications - Base rent for 1st five (5) year period:$45,000 annually
One time easement fee: $20,000
One time administrative fee$10,000
If lease is extended for one (1) additional five (5) year period base rent of $45,000 per year is increased by the greater of an adjustment in the C.P.I. Index or 25%.
Recommendation for Action - Staff requests Board approval of a resolution approving a lease to Raleigh-Durham MSA Limited Partnership d/b/a Alltel for a cellular tower at Wakefield High.

11. Resolution: Closing of Completed Phase IIIB Projects
Resolution requests closing of completed Phase IIIB projects to include Energy Management, Air Conditioning, Davis Drive Middle, Durant Road Middle, Green Elementary, Vocational Equipment, Athens Drive High, Douglas Elementary, Northwoods Elementary, Smith Elementary, Bugg Elementary, Jones Dairy Elementary, Jeffrey's Grove Elementary, Holly Springs Elementary, Baucom Elementary, Briarcliff Elementary, East Millbrook Middle, York Elementary, Washington Elementary, Timber Drive Elementary, Cary High, Root Elementary, and the Pre K Program. These projects have been closed by Wake County Finance. Fiscal Implications - The consolidated amount closed from these projects is $66,920.75. These funds will be transferred to the Program Contingency Project. Recommendation for Action - Board approval is requested.

FINANCE

1. Activity Bus Purchase
In an effort to assist schools desiring to purchase activity buses, Wake County Public School System has established a program whereby used activity buses are purchased from the central fleet. Under the agreement, buses are sold for eighty (80) percent of current purchase price with payment in five (5) installments over a five (5) academic year period. All collected funds are deposited in restricted fund balance until a sufficient amount is accumulated to purchase more activity buses. Fiscal Implications: Total funds available in restricted fund balance is $361,000.

2. Change Order 1 To Awkman Consulting (Dwight Snow) Service Agreement
On December 18, 2001 the Board approved an agreement with Mr. Snow to provide maintenance and support of WCPSS AIX/UNIX operating systems and other related utilities associated with production systems and procedures. Hourly rate was $115 and contract was to end on June 30, 2002. Technology Services wishes to continue these services through the first half of the 2002-03 fiscal year until a vendor can be chosen through the Request for Proposal (RFP) process to provide this type of support. Change order 1 extends the term through December 31, 2002. Hourly rate will remain $115. Fiscal Implications: Total amount of change order is not to exceed $115,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

3. Change Order 1 To Excel Consulting Solutions (Mamta Rao) Service Agreement
Technology Services entered into an agreement with Ms. Rao on April 30, 2002 to provide Maximo integration support as well as functional and technical support of WCPSS accounting modules. Hourly rate was $100 and contract was to end on June 30, 2002. Technology Services wishes to continue these services through the 2002-03 fiscal year. Change order 1 extends the term through June 30, 2003 and allows for a flat rate to be invoiced bi-monthly for hours provided. This rate is based on a 45-hour work week. Hourly rate remains $100. Fiscal Implications: Total amount of change order is not to exceed $192,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

4. Change Order 1 To Netcomlogic (Pradeep Sharma) Service Agreement
Technology Services entered into an agreement with Mr. Sharma on March 11, 2002 to provide analysis and recommendations related to data warehousing, develop methodology for upgrades and support of existing systems and provide production and database support. A flat monthly rate of $18,750 was agreed upon based on $93.75/hour for a 50-hour work week. The contract was to end on June 30, 2002. Technology Services wishes to continue these services through the 2002-03 fiscal year. Change order 1 extends the term through June 30, 2003. Change order 1 is based on a flat monthly rate of $17,728. Fiscal Implications: Total amount of change order is not to exceed $195,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

5. Change Order 1 To Sj Solutions (Sanjeev Saxena) Service Agreement
Technology Services entered into an agreement with Mr. Saxena on March 26, 2002 to provide functional and technical support of WCPSS purchasing and warehouse modules of the Oracle Financial ERP. Hourly rate was $92 and contract was to end on June 30, 2002. Technology Services wishes to continue these services through the 2002-03 fiscal year. Change order 1 extends the term through June 30, 2003 and allows for a flat rate of $8,000 to be invoiced bi-monthly for hours provided. This flat rate is based on a 45-hour work week. Fiscal Implications: Total amount of change order is not to exceed $192,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

6. Second Year Of Two-Year Service Agreement: Stephen W. Mcnatton
At their June 11, 2001 meeting, the Board of Education approved a two-year agreement beginning July 1, 2001 to retain the services of Mr. Stephen W. McNatton to provide system administration services for UNIX based computer systems and application systems, including DNS, FTP, Proxy, Firewall and Content Management services. These services are essential in managing internet and intranet services throughout the school district. The second year of this agreement will begin July 1 and terminate at the end of the 2002-03 fiscal year. Rate remains fixed and will continue to be invoiced monthly. Fiscal Implications: Total amount of agreement is $384,000 with $192,200 having been paid out in the 2001-02 fiscal year and $192,200 to be paid out in the 2002-03 fiscal year. Funding is planned for and will be made available in the Technology Services Division current expense budget for the 2002-03 fiscal year.

7. Change Order 2 To Devaul Consulting (Tim Devaul) Service Agreement
On September 4, 2001 the Board approved Change Order 1 to an agreement with Mr. Devaul which extended his services in providing maintenance and support of software systems related to Human Resources, Payroll and Finance/Accounting functions and UERS maintenance through June 30, 2002. Mr. Devaul has also acted as lead developer and manages the workload of the other contractors. Hourly rate was $61.05. Technology Services wishes to extend these services again which will carry us through the 2002-03 fiscal year. Change order 2 extends the term through June 30, 2003 and allows for a flat rate of $6,093.75 to be invoiced bi-monthly for hours provided. This flat rate is based on a 45-hour work week. Fiscal Implications: Total amount of change order is not to exceed $146,250. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

8. Change Order 1 To Datanet/Pomeroy Break And Fix Service Agreement
Services initiated the Request for Proposals (RFP) process in early 2001 related to the repair of desktops, laptops and printers. Datanet/Pomeroy was awarded a contract after submitting a proposal which met all criteria. A contract was initiated August 1, 2001 for the 2001-02 fiscal year. This contract allows for renewal of up to two consecutive one-year terms. Technology Services wishes to extend these services through the 2002-03 fiscal year. Change order 1 extends the term through June 30, 2003. Fee schedule for repair services will remain unchanged. Fiscal Implications: Total amount of change order is not to exceed $80,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

PROGRAM

1. Grant Proposals
Entitlement (#653): North Carolina Department of Public Instruction, Language Acquisition Grant / Central Office, Curriculum and Instruction. Competitive (#654): United States Department of Education, Physical Education Program / Central Office, Curriculum and Instruction. Competitive (#657): North Carolina Department of Public Instruction, Learn and Serve / Carnage and Ligon Middle School. Competitive (#658): Coca-Cola Foundation / Conn Elementary. Fiscal implications vary by grant. Staff recommends that the board approve the applications.

2. Scientific Learning
Fast ForWord is a reading intervention program that focused on foundational skills related to auditory discrimination. Fast ForWord was initiated at Creech Road and York Elementary Schools for Special Education students in 1999-2000. In 2000-2001, Durant Road Middle School was added. Success of the program initiated expansion of the pilot to 10 elementary and middle schools. The proposal is to pilot Fast ForWord at 10 schools so the evaluation of the materials can be conclusive. The contract provides for expansion to more schools in 2003-2004 and 2004-2005 if the evaluation is supportive. Total cost of the 2002-2003 contract shall not exceed $172,433.00, to be paid from at-risk funds.

HUMAN RESOURCES

1. Recommendations for Employment

2. Recommendations for Administrative Appointments

3. Recommendations for Administrative Transfers

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

HUMAN RESOURCES

1. Superintendent's Teacher Advisory Council Recognition and Sub-Committee Recommendations (5 minutes)

FACILITIES

1. Schematic Design: Northwoods Elementary Renovation (2 minutes)
Staff will present the schematic design documents prepared by Arcadis G&M of North Carolina, Inc., for the renovation of Northwoods Elementary. Fiscal Implications - Funding is available from the total project budget of $2,991,600, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

2. Award of Plumbing Contract: East Garner Middle (5 minutes)
Staff will present for approval the settlement agreement with the surety and the contract with Bradburn Plumbing Co., Inc. (the replacement contractor) for the East Garner Middle School addition and renovations project. The performance bond requires the surety to be responsible for any costs to complete the plumbing work that are in excess of Tommy V. Strigo, Inc.'s contract balance. Staff recommends award of the plumbing contract to Bradburn Plumbing Co., Inc., in the amount of $408,592. Fiscal Implications - The total project budget of $10,712,853 consists of $10,644,843, as provided in the PLAN 2000 School Building Program and $68,010 provided from the surety due to Tommy V. Strigo, Inc.'s default. Recommendation for Action - Board approval.

PROGRAM

1. Age Limit for Before-and After-School Programs (5 minutes)
This is a recommendation that all children in WCPSS before-and after-school programs must be four years of age by October 16 of each year. Current staffing ratio is 1:25, which was created according to state guidelines for children age four and above. Accepting younger children into these programs would increase the personnel costs of the programs because of a different staffing ratio. There are no fiscal implications. This item is submitted for board approval.

2. Before-and After-School Fee Increase (5 minutes)
WCPSS Before-School Programs proposes a fee increase based on an hourly rate of $1.00 per hour to $1.50 per hour. There are 64 school-operated programs. WCPSS After-School Programs proposes a fee increase based on an hourly rate of $2.50 per hour to $2.75 per hour. There are 32 school-operated programs. All fees will be fixed to the nearest fifteen-minute increment. The last increase in fees occurred during the 1998-99 school year. Fiscal implications are provided on hand out. Staff recommends that the Board approve the proposal.

3. Assignment of New Subdivisions to Schools (5 minutes)
Staff presented recommendations for the following subdivisions: Brier Creek Country Club (track 12), The Villas at Brier Creek (apartments), Moorlands and Winslow Ridge at Sunnybrook (town homes). Transportation costs will increase due to travel distance. Other facilities-related costs will be avoided. This item is presented for board approval.

POLICY

1. REVISION OF POLICY 8320 -STATE DIVISION OF PURCHASE AND CONTRACT

Revised; First Reading (waiver of second reading requested) (2 minutes)
Wake County Board of Education Policy 8320 is being revised to include language related to minority business participation in state purchase contracts.

2. DELETION OF POLICY 8357 - MINORITY BUSINESS ENTERPRISE PARTICIPATION IN CONSTRUCTION AND PURCHASE CONTRACTS

Revised; First Reading (waiver of second reading requested) (2 minutes)
Wake County Board of Education Policy 8357 is being deleted and the necessary language for this policy is being added to Policy 8320 STATE DIVISION OF PURCHASE AND CONTRACTS. The construction contract's language has been revised and inserted into a new Policy 7260 MINORITY BUSINESS ENTERPRISE PARTICIPATION IN CONSTRUCTION CONTRACTS that the board of education approved on May 21, 2002.

3. REVISION OF POLICY 6426 - WIRELESS COMMUNICATION DEVICES AND LASER POINTERS

Revised; Second Reading (2 minutes)
This policy has been revised to permit the use of any approved wireless communication device on school property after the conclusion of the instructional day and to provide clarity of the policy content.

CLOSED SESSION

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

HUMAN RESOURCES

1. Recommendations for Non-Renewals (10 minutes)

EMPLOYEE EXCELLENCE AWARD

Seven (7) finalist as nominated by their fellow employees
INFORMATION ITEMS (cont'd)

1. Report on Settlements by Attorney
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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