WCPSS--Board of Education WCPSS--

Board of Education

Board Agenda for the Week of 06/15/2004

ANNUAL MEETING AGENDA /OPEN SESSION

CALL TO ORDER - 4:00 p.m.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

ELECION OF OFFICERS

SUMMARY / ANNOUNCEMENTS

ADJOURNMENT

OPEN SESSION

INFORMATION

Chair's Comments
Superintendent's Report

PUBLIC COMMENT

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 hearing, any speakers remaining will be recognized at the end of the agenda for their comments.

APPROVAL OF MEETING AGENDA

CONSENT ITEMS

APPROVAL OF MEETING MINUTES

March 9, 2004 - Committee Relations Meeting
April 20, 2004 - Committee Relations Meeting
May 11, 2004 - Committee Relations Meeting
April 13, 2004 - Open Meeting
May 4, 2004- Open Meeting
May 18, 2004 - Open Meeting
April 13, 2004 - Closed Session
May 4, 2004 Closed Session
May 18, 2004 - Closed Session
June 1, 2004 - Closed Session

FACILITIES

1. RESOLUTION: FUNDING FOR PLAN 2004 SCHOOL BUILDING PROGRAM

Resolution requests funds for the PLAN 2004 School Building Program previously approved by the Board. This request will provide funding for system wide improvements, furniture replacement, commissioning, Elementary E14, re-roofing, North Garner Middle, and Ligon Middle. Fiscal Implications: Total of this appropriation request is $21,861,751. Appropriations for PLAN 2004 to date total $110,382,496 and the total PLAN 2004 appropriations including this request equal $132,244,247. Recommendation for Action: Board approval is requested.

2. RESOLUTION: LONG-RANGE BUILDING PROGRAM FUNDING REALLOCATION

Resolution requests reallocation of project funds from the PLAN 2004 projects at North Garner Middle, Ligon Middle, Commissioning and Program Contingency to Permit Fees, Panther Creek High and Holly Springs High. Prior to bid and award of construction contracts, permit fees are reallocated from individual projects to a Permit Fees Project that is used to pay for building permits. Commissioning is individually reallocated to each project from the Commissioning Project after the project is bid and awarded. At the May 4, 2004 Board meeting, the use of Program Contingency was approved for the award of the Panther Creek Stadium. Total reallocation amount is $1,699,235. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.

3. BIDS: CENTRAL SERVICES COMPLEX ROOF REPLACEMENT

Bids for the roof replacement at Central Services Complex were received on May 15, 2004. Staff and Mactec Engineering and Consulting, Inc. recommend award of the single-prime contract to Owens Roofing, Inc. in the amount of $214,145. Fiscal Implications: Funding is available from the total project budget of $317,000, as provided in the re-roofing component of the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.

4. BIDS: ENLOE HIGH PARKING LOT

Pre-approval is requested for bids for construction of a parking lot at Enloe High, if the bids are within $400,000. This parking lot is part of the upcoming major capital project. Staff will provide recommendation for award and bid tabulations at a future Board meeting. Pre-approval allows acceleration of preliminary construction activities at minimal financial risk. Fiscal Implications: Funding is available from the total project budget of $31,347,889, of which $9,151,942 is from the PLAN 2000 School Building Program, and $22,195,947 is from the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.

5. BIDS: MAINTENANCE AND OPERATIONS DEPARTMENT MASTER JOB ORDER CONTRACTS AND SERVICE AGREEMENTS

Bids for the Maintenance and Operations Department Master Job Order Contracts and Service Agreements were received. A Job Order Contract (JOC) is for construction or repair with indefinite demand or quantity. The total award of these contracts is $2,355,000. A Service Agreement (SA) is for services other than construction or repair. The Service Agreement total is $110,825 and the price is the same as last year. Staff recommends award of the attached list of contracts with terms of July 1, 2004 to June 30, 2005. Fiscal Implications: Funding is included in the 2004-2005 budget request. Recommendation for Action: Board approval is requested.

6. SERVICE AGREEMENT FOR SOLID WASTE REMOVAL AT WAKE COUNTY SCHOOL LOCATIONS

Staff recommends continuation of the 2002-2003 solid waste removal agreement with BFI Waste Services, LLC, in the amount of $529,800.00. This is the third year of a three-year contract. The prices increased 2.3% over last year in accordance with contract provisions. The new contract term is July 1, 2004 to June 30, 2005. Fiscal Implications: Funding is included in the 2004-2005 current expense budget request. Recommendation for Action: Board approval is requested.

7. SERVICE AGREEMENTS FOR CONTRACT CLEANING SERVICES AT VARIOUS WAKE COUNTY SCHOOL LOCATIONS

Staff recommends continuation of the cleaning services contracts to Cenplex Building Services, Inc. (4 locations) in the amount of $230,024.54; McCuller's Maintenance, Inc. (4 locations) in the amount of $420,004.42; Royal Janitorial Services, Inc. (28 locations) in the amount of $2,669,702.32; and RTP Building Maintenance (34 locations) in the amount of $3,935,099.79. The new contract term is July 1, 2004 to June 30, 2005. The above prices are the same as last year. The individual school contracts have been combined into one contract per vendor. Fiscal Implications: Funding is included in the 2004-2005 current expense budget request. Recommendation for Action: Board approval is requested.

8. NAMES FOR NEW SCHOOLS

Names are needed for two new elementary schools, included in the PLAN 2004 building program, scheduled to open in 2006. One is located in the northeastern section of Wake County (E-11) and one is located in the northwestern section of Wake County (Brier Creek area). See attached narrative for background information to support recommendations for new school names. Fiscal Implications: None. Recommendation for Action: Staff recommends the school names underlined below:
Brier Creek Area - Brier Creek Elementary School
Mitchell Mill Area (E-11) - Harris Creek Elementary School

FINANCE

1. REPORT OF ADMINISTRATION APPROVED CONTRACTS

The attached summaries are provided as information in accordance with Board Policy 8361. The summaries list all change orders, and contracts having a value greater than $50,000 and not over $100,000 for May 2004. Fiscal Implications: Not applicable.

2. POMEROY IT SOLUTIONS BREAK AND FIX SERVICE AGREEMENT

The current 3-year break and fix repair agreement with Pomeroy will expire on June 30. In order to assure the district is receiving the best value for these services, Technology Services initiated a RFP in April 2004 related to the repair of desktops, laptops and printers. From the five proposals submitted, Pomeroy was again chosen to provide these services due to their competitive rates, quality of service and their waiver of all administrative fees associated with the service. A new contract will be initiated in the 2004-05 fiscal year. This contract allows for renewal after the initial term of up to four consecutive one-year terms. Fiscal Implications: Total amount to be encumbered for 2004-05 is $102,000. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

3. CHANGE ORDER 9 (CONTRACT EXTENSION) TO ADVANTAGE PROFESSIONALS OF RALEIGH LLC SERVICE AGREEMENT

Technology Services wishes to continue Advantage Professionals of Raleigh's (APR) agreement through the 2004-05 fiscal year. Technology Services has utilized contract personnel through APR since September 2001. In March 2002, APR was chosen through an RFP process to be listed as one of five preferred vendors serving as a resource for technical contract personnel. Current term is set to expire on June 30, 2004. Change order 9 extends the contract through June 30, 2005. Hourly rates of contract personnel remain static in the new term. Fiscal Implications: Total amount of change order is $512,640. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

4. CHANGE ORDER 4 (CONTRACT EXTENSION) TO ALLIANCE OF PROFESSIONALS & CONSULTANTS, INC. SERVICE AGRREMENT

Technology Services wishes to continue Alliance of Professionals & Consultants' (APC) agreement through the 2004-05 fiscal year. Technology Services has utilized contract personnel through APC since April 2000. In March 2002, APC was chosen through an RFP process to be listed as one of five preferred vendors serving as a resource for technical contract personnel. Current term is set to expire on June 30, 2004. Change order 4 extends the contract through June 30, 2005. Hourly rates of contract personnel remain static in the new term. Fiscal Implications: Total amount of change order is $1,443,880. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

5. CHANGE ORDER 3 (CONTRACT EXTENSION) TO EXCEL CONSULTING SOLUTIONS, INC. SERVICE AGREEMENT

Technology Services wishes to extend Excel Consulting Solutions' contract through the 2004-05 fiscal year. An agreement has been in place with Excel Consulting Solutions since April 2002 to provide Maximo integration support as well as functional and technical support of WCPSS accounting modules. Current term is set to expire on June 30, 2004. Change order 3 extends the contract through June 30, 2005. A flat rate of $8,000 will be invoiced twice a month. Fiscal Implications: Total amount of change order is $192,000. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services.

6. CHANGE ORDER 6 (CONTRACT EXTENSION) TO NETCOMLOGIC, INC., SERVICE AGREEMENT

Technology Services wishes to extend Netcomlogic's contract through the 2004-05 fiscal year. An agreement has been in place with Netcomlogic since March 2002 to develop methodology for upgrades and support of existing systems and to provide production and database support. Current term is set to expire on June 30, 2004. Change order 6 extends the contract through June 30, 2005. A flat rate of $17,728 will be invoiced once a month for eleven months for contractor's services. Along with the flat rate, an additional amount will be included in the monthly invoice based on the number of hours worked by additional staff provided through contractor. An estimate of this cost has been included in the requested amount of the change order. Fiscal Implications: Total amount of change order is $433,600. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

7. CHANGE ORDER 3 (CONTRACT EXTENSION) TO ST TECH, INC. SERVICE AGREEMENT

Technology Services wishes to extend ST Tech's contract through the 2004-05 fiscal year. An agreement has been in place with ST Tech since January 2003 to provide functional and technical support for all Payroll and Human Resources functions which includes the HRMS module of the Oracle ERP. Current term is set to expire on June 30, 2004. Change order 3 extends the contract through June 30, 2005. A flat rate of $8,000 will be invoiced twice a month. An additional amount will be included in each invoice based on the number of hours worked by additional staff provided through contractor. An estimate of this cost has been included in the requested amount of the change order. Fiscal Implications: Total amount of change order is $366,720. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

8. CHANGE ORDER 5 (CONTRACT EXTENSION) TO DEVAUL COMPUTER CONSULTING, INC. SERVICE AGREEMENT

Technology Services wishes to continue the agreement through the 2004-05 fiscal year. An agreement has been in place with DeVaul Computer Consulting since May 2001 to provide maintenance and support of software systems related to Human Resources, Payroll and Finance/Accounting functions and UERS maintenance. Current term is set to expire on June 30, 2004. Change order 5 extends the contract through June 30, 2005. A flat rate of $6,093.75 will be invoiced twice a month. An additional amount will be included in each invoice based on the number of hours worked by additional staff provided through contractor. An estimate of this cost has been included in the requested amount of the change order. Fiscal Implications: Total amount of change order is $205,440. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

9. SECURITY SERVICES AGREEMENT FOR 2004-2005

Board approval is requested for contracted security services for the high school parking lots, various elementary schools, night patrol, and the Alarm Monitoring Center. Staff recommends that the Lankford Protective Services, Inc. be awarded the contract for an hourly rate of $14.67. Two (2) Company Police will serve at two middle schools for a yearly rate of $34,000. The estimated value of this contract is $1,082,000. Lankford will provide highly trained bicycle patrol officers who will work in conjunction with the School Resource Officers and surveillance cameras in providing a safe environment for our students and staff. Fiscal Implications: Funds are available through budgeted security contract services funds.

PROGRAM

1. INFOHANDLER.COM SOFTWARE AND SERVICES AGREEMENT

InfoHandler.com provides a relational database for Special Education Services and Counseling and Student Services to record and track demographics, significant dates related to testing, services for students identified as and/or referred for special education services, and strategies for students referred to Student Support Teams. This is the third year of the three-year contract with infoHandler.com. Third-year amount provides for licensing and support/maintenance. The cost is $149,658.00 for the 2004-2005 fiscal year. Staff requests Board approval for continuation of the contract.

2. SCIENTIFIC LEARNING

Fast ForWord is a reading intervention program that focuses 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 during the 2002-2003 school year, and expansion to 24 schools in 2003-2004. During 2004-2005, 24 schools will be maintained. Exercise Option F of the 2002-03 contract with the agreement of Scientific Learning to include seven on-site training days and three workstations for Fast Forword Reading 4 in lieu of one of the 25 school sites. Total cost of the 2004-2005 contract is $312,053.00. Recommended that the Board approve the amendment.

3. NCS PEARSON, INC., CONTRACT (NOVANET)

NCS Pearson, Inc., will provide: 201 currently existing ports (connections) for the NovaNET educational software for access by all area high schools, 25 additional ports, installation and site setup for two new high schools (Middle Creek and Knightdale), and four training days, including technical and educational support and consultation. Total cost shall not exceed $229,610.00 (paid from State 069 and 072 funds). Staff recommends that this contract be approved.

4. CONTRACT: RICHARD MILBURN HIGH SCHOOL

Original contract with Richard Milburn High School was dated May 17, 1999. The new contract is effective July 1, 2004, through June 30, 2005, with the option to renew in 2005-2006 and 2006-2007. The contract provides an average of 165 seats for students each semester at a cost of $2,950.00 per seat per semester. The total cost of $973,500.00 to be paid from State at-risk program fund 069. Staff requests Board approval for the contract.

5. TUITION FEE FOR NONRESIDENT STUDENTS 2004-2005

The staff of the Office of Growth Management will present the fee for the 2004-2005 school year for nonresident students. This fee is based on the county tax appropriation for current expense, capital outlay, and capital improvement. There are no fiscal implications. This item is presented for Board approval.

POLICY

1. POLICY 2313/3013/4013-EMPLOYEE ACCEPTABLE USE POLICY

Revised; Second Reading
This policy is being updated to more broadly define the electronic information resources employees are accessing and define in greater detail the appropriate and inappropriate uses of these resources. Wording is also being added to account for the use of filters and other steps in security being utilized which are required by law.

2. POLICY 2314/3014/4014/6447-ELECTRONIC INFORMATION SECURITY

New; Second Reading
As a result of an information security audit conducted for Technology Services in the Fall 2003, this policy was drafted to define the purpose and objective of electronic information security.

3. POLICY 6446-STUDENT ACCEPTABLE USE POLICY

Revised; Second Reading
This policy is being updated to more broadly define the electronic information resources students are accessing and define in greater detail the appropriate and inappropriate uses of these resources. Wording is also being added to account for the use of filters and other steps in security being utilized which are required by law.

4. POLICY 7400 - COMMUNITY USE OF SCHOOL FACILITIES

Revised; Second Reading
Definitions have been added to policy for clarification of the four different methods by which the community may access school system facilities. Additional changes clarify scheduling agent for levels 1-3 and permits municipalities to schedule and rent out fields and outdoor facilities designated in a level 4 joint use agreement.

5. POLICY 7410 - CLASSIFICATION, FEE SCHEDULE, PROCEDURES AND GUIDELINES FOR FACILITY USE

Revised; Second Reading
Clarifying that BP7410 in general applies to requests for the use of school facilities in levels 1-3 and requests for use of designated fields/outdoor facilities in level 4 joint use agreements shall be referred to the appropriate municipality.

HUMAN RESOURCES

1.REQUESTS FOR LEAVE

2.RECOMMENDATIONS FOR ADMINISTRATIVE APPOINTMENTS

COMMITTEE CHAIRS' REPORTS

Community Relations Committee Recommendations

ACTION ITEMS

FACILITIES

1. SCHEMATIC DESIGN: BARWELL ROAD AREA ELEMENTARY (E10)

Staff will present the schematic design of E10 Elementary prepared by Small Kane Architects, PA for the construction of a new 792 student capacity elementary school, community center and park in cooperation with the City of Raleigh. Fiscal Implications: Funding is available from the total project budget of $14,516,821, of which $697,249 is from PLAN 2000 Start Up funds and $13,819,572 is from the PLAN 2004 School Building Program. The total project budget does not include proposed funding of $6,000,000 from the City of Raleigh as their actual budget is yet to be determined. Recommendation for Action: Board approval is requested.

2. BIDS: BROUGHTON HIGH HOLLIDAY GYM RENOVATION

Bids for the Broughton High School Holliday Gym Renovation were received on May 27, 2004. Bids received are over the original budgeted construction contract award price (CCAP) of $4,500,784. Staff and Cherry Huffman Architects will present their recommendations for award at this meeting. Fiscal Implications: Funding is available from the total project budget of $6,601,523, of which $5,601,523 is from the PLAN 2004 School Building Program, and $1,000,000 is from the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

POLICY

1. BOARD OF EDUCATION POLICY SERIES 1000

First Reading, request waiver of Second Reading
Attached is a sheet entitled "1000 Series Policy Changes - Board of Education that details the changes made to the policies in the 1000 Series. The only policies that had no changes are the following: Policies 1040, 1214, 1321, 1330, 1500, 1518, and 1600. There are two new policies, #1610 - Board Member Opportunities for Development suggested by NCSBA and #1050-Vacancies on the Board, requested by our board. The board also requested that staff work with legal counsel on the possibility of a policy to deal with censoring a member of the board. Counsel has requested an opportunity to meet with the policy committee early next fall to discuss the "censoring of board members." One policy, #1900, Print Shop Operations Priorities, and the corresponding R & P 1900 were removed from the 1000 Series and the numbers changed to Policy 2580 and R & P 2580 respectively and moved to the 2000 Series. Fiscal Implications- None. Recommendation for Action
All of these policies have been discussed with the board in two sessions of Committee of the Whole. We are asking for approval of First Reading and waiver of Second Reading.

INFORMATION

FACILITIES

1. WILEY ELEMENTARY

The original scope of the PLAN 2000 Wiley Elementary has not been accomplished due to life safety egress issues being subsequently discovered. At the May 18, 2004 meeting, the Board requested information on the cost of completing the original scope and the potential source of funding since the original budget was used for the life safety issue. Staff will present the estimated cost to complete the original scope and the proposed funding source. Fiscal Implications: Potential funding sources will be provided. Recommendation for Action: This is for information only.

2. VISION 2020 LONG RANGE FACILITIES AND ASSIGNMENT PLANNING

In response to the long-range projected growth in student enrollment, the need to ensure that all students learn in safe, high-quality learning environments, and the desire to integrate planning for student assignment with the construction of new schools, staff has prepared "Vision 2020" and will present it to the Board of Education for consideration. "Vision 2020" is an integrated construction and assignment planning process, which is long range in scope�15 years�and will be revised annually. The purpose of the presentation is threefold: 1) to explain and seek support for the improved, long-range planning process; 2) to present a proposal for tailoring construction schedules to reduce student reassignment; and 3) to present the capital facilities needs projection for new and existing schools for the next 15 years. Fiscal Implications: None at this time. Recommendation for Action: This is for information only.

PROGRAM

1. ASSIGNMENT OF NEW SUBDIVISIONS TO SCHOOLS

The staff of the Office of Growth Management will present recommendations for the following subdivisions: Bedford at Falls River (Phase 40, map 23), Bedford at Falls River (Phase 3), The Oaks at Brier Creek Apartments, Idelwood Village Drive, Edwards Mill Townhomes and Brier Creek Country Club (Phases 23 and 24). Transportation costs will increase due to travel time. Other facilities-related costs will be avoided. This item is presented for information.

HUMAN RESOURCES

1. ADMINISTRATIVE TRANSFER

CLOSED SESSION

To preserve the attorney-client privilege pursuant to G.S. 143-318.11 (a)(3) due to current litigation, Brandon Miles v. Wake County Board of Education.

PUBLIC COMMENT

CONTINUATION (if needed)

ADJOURNMENT

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