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. YEAR 2008 LEGISLATIVE SUMMARY

Staff will present Year 2008 Legislative Summary from the North Carolina General Assembly. Fiscal
Implications: None. Recommendation for Action: Staff is presenting for information only.

2. WALK-THROUGH MODEL

A presentation will be given on classroom walkthroughs as a means for schools to collect data.
Walkthroughs were customized to collect data on the implementation of the Sheltered Instruction
Observation Protocol (SIOP) during the 2007-08 school year. Training on the use of classroom
walkthroughs will be expanded into all high schools, all middle schools, and 42 elementary schools during
the 2008-09 school year. Fiscal Implications: No funding is being requested. Recommendation for
Action: This item is presented for information.

3. NAME SELECTION FOR NEW MIDDLE SCHOOL IN ROLESVILLE (M-6)

On or about July 16, 2008, the Board of Education acquired approximately 37.51 acres for use as a middle
school in the M-6 target area, with a school scheduled to open in 2011. Naming of the new middle
school facility is now required. The following names are proposed for consideration (1) Tom's Creek
Middle (2) Burlington Mills Road Middle, and (3) Rolesville Middle.
Tom's Creek Middle is proposed because of the site's proximity to Tom's Creek, into which water from
the site drains, and which is the nearest notable geographic or natural feature. Burlington Mills Road
Middle is proposed as it identifies the road from which the school will be accessed and will help to
specifically identify the location of the site, although Burlington Mills Road does extend from Highway
401 in Rolesville in a northwesterly direction into Wake Forest and terminates at Capital Boulevard (US-1
Highway). Rolesville Middle is proposed as it identifies the town within which the school site is located,
and will help to identify the location of the site. Fiscal Implications: None. Recommendation for
Action: None, as this item is presented for information only and Board approval will be requested at the
second presentation to the Board.

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

June 10, 2008-Facilities Committee Meeting Minutes
June 12, 2008-Board of Education Work Session Meeting Minutes
July 15, 2008-Committee of the Whole Minutes
July 15, 2008-Board of Education Meeting Minutes

FINANCE

1. GIFTS TO THE SYSTEM

One hundred and twenty-two gifts have been donated to the Wake County Public School System. The
approximate value of the gifts is $131,200.00. Fiscal Implications: Not applicable. Recommendation for
Action: No action is required.

2. CONTRACT: SECURITY SERVICES FOR 2008-2009

Board approval is requested for contracted security services for the Alarm Monitoring Center, night
patrol, administration buildings, bicycle patrol officers, security officers on elementary school campuses.
Staff recommends that AlliedBarton Security Services be awarded the contract for the 2008-2009 and
2009-2010 school years. The annual value of this contract is approximately $1,358,500. The rates will
remain the same for the next two years. Fiscal Implications: Funds are available through budgeted
security contract services in the amount of $1,358,500. Recommendation for Action: Staff is requesting
Board approval.

3. RENEWAL OF ADMINISTRATIVE ASSISTANTS, LTD. (AAL) MAINTENANCE

AGREEMENT

WCPSS has an agreement with AAL to provide maintenance and support of the eSIS software used for
NCWISE. This contract was the result of WCPSS becoming its own data center in 2003 and the need for
direct contact with AAL. The software license fee is covered by the Department of Public Instruction as
agreed to in a Memo of Understanding. Cost of maintenance last year was $168,920.00. Cost to renew
maintenance for the 2008-09 fiscal year is $179,055.20. This year's fee will include Year-End Transition
(YET) support which has typically been outside the scope and required a separate charge of
approximately $5,000.00 to be incurred in June. It is inclusive for 2008-09. Fiscal Implications: Total
amount of change order is $179,055.20. Funding for contracted services was identified and planned for in
the Technology Services 2008-09 operating budget request. Recommendation for Action: Staff is
requesting Board approval of the renewal.

4. CHANGE ORDER 2: WHITLEY ELECTRONICS, INC. AGREEMENT

Whitley Electronics has been providing field inspection services on voice and data cabling projects as well
as installation of wireless equipment for the last few years. Services related to upgrading the data
infrastructure at select sites throughout the district were added to the scope in February 2008. Total
amount encumbered last year through a combination of bond funds and operating budget was $220,000.
This year all services will be funded through bond monies. Change Order 2 will increase funding $250,000
to account for anticipated invoiced amounts during the 2008-09 fiscal year.
Fiscal Implications: Total amount of change order is $250,000. Funding is provided in the Technology
Services allotment of CIP 2006 funds. Recommendation for Action: Staff is requesting Board approval of
change order.

5. RENEWAL OF NOVELL SCHOOL LICENSE AGREEMENT

WCPSS utilizes a network operating system licensed under a renewable School License Agreement with
Novell, Inc. This software is currently one of our basic requirements in providing network access
throughout the district. Our annual enrollment fee is calculated at $2 per license and is based on the
number of students enrolled at schools running Novell. The enrollment fee is reviewed each year to
determine appropriate level of license and the total cost is adjusted if necessary. Last year the license fee
was $200,000. There is a need to increase the number of licenses by 15,000 to remain legal. The total
number for this year's renewal is 115,000 thus increasing the fee paid to $230,000. Renewal will run
through July 2009. Fiscal Implications: Total amount of renewal is $230,000. Funding for contracted
services was identified and planned for in the Technology Services 2008-09 operating budget request.
Recommendation for Action: Staff is requesting Board approval of renewal.

FACILITIES

1. FEE-IN-LIEU OF CONSTRUCTION: ALSTON RIDGE ELEMENTARY (E-30)

The Town of Cary has required a $192,365 fee-in-lieu of the cost of construction for Alston Ridge
Elementary School. This fee covers one-half of the cost for the future construction of a 1,800 foot long
median along the Alston Avenue school frontage road. The estimate for the median was developed by
CLH Design, PA, based on Town of Cary median requirements. This fee-in-lieu is a condition of the site
permit and a requirement of the Certificate of Occupancy. Fiscal Implications: Funding is available from
the total project budget of $23,455,935, of which $22,746,540 is from CIP 2006 and $709,395 from CIP
2006 Offsite Improvements. $192,365 of the offsite improvements funding is temporarily encumbered
from CIP 2006 Program Contingency. Recommendation for Action: Board approval is requested.

2. BIDS: PAVING OF BUS LOT AT WEST MILLBROOK MIDDLE

Bids for the paving of the bus lot at West Millbrook Middle School were received on June 10, 2008. Staff
recommends award of the single-prime contract to Eastern Services LLC, d/b/a Raleigh Paving, in the
amount of $194,100. Fiscal Implications: Funding is available from the total project budget of
$67,813,687 for CIP 2006 Life Cycle Replacement of Building Components. Recommendation for
Action: Board approval is requested.

3. CHANGE ORDER NO. 8: CARY HIGH (PLAN 2004)

Board approval is requested for Design Phase Change Order No. 8 to Pearce, Brinkley, Cease, & Lee
Architecture, PA. This change order, in the amount of $178,073.74, is for partial payment for additional
architectural services offset against the cost of their errors and omissions in the design of this project. A
final accounting of additional services will occur when the project is complete. The additional services
provided by the architect are the result of J. M. Thompson Company's failure to complete the project on
schedule and will be charged against the $325,000 settlement amount from them for their late finish.
Fiscal Implications: Funding is available from the total project budget of $27,833,762, of which
$1,276,290 is from PLAN 2000 and $26,557,472 from PLAN 2004. Recommendation for Action: Board
approval is requested.

4. CHANGE ORDER NO. CM-05: BRYAN ROAD ELEMENTARY (E-31)

Board approval is requested for Change Order No. CM-05 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 $135,093.31, is to reduce the
contract amount based upon the cancellation by the Board of the early steel package at the May 6, 2008
meeting. This reduction reflects the final negotiation with the steel supplier of cancellation costs in the
amount of $64,907 for their contract. 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
was recently reallocated to the Wake Forest-Rolesville High project. $1,319,541 will remain in this project
to fund current design and construction contracts. Recommendation for Action: Board approval is
requested.

5. CHANGE ORDER NO. GC-12: HERITAGE HIGH EMERGENCY GENERATOR

Board approval is requested for Change Order No. GC-12 to the Heery International, Inc., and D.H.
Griffin Construction, LLC, Joint Venture, for their Construction Management at Risk contract for
construction of the new Heritage High School in Wake Forest. This change order, in the amount of
$290,570, is for furnishing and installing an emergency generator for the school, which has been identified
as a Recovery Shelter by Wake County Emergency Management. Wake County will reimburse the Board
for this change order. Fiscal Implications: Funding is available from the total project budget of
$63,311,096, of which $1,564,638 is from PLAN 2000 Start Up, $513,391 from Plan 2004, $56,129,055
from CIP 2006 and $1,459,904 from CIP 2006 Offsite Improvements. $3,353,538 will be provided by the
Town of Wake Forest and the Wake County Parks and Recreation Department for additional ball fields
and upgrades to the school's ball fields, and $290,570 will be provided by Wake County for the emergency
generator. Recommendation for Action: Board approval is requested.

6. CHANGE ORDER NO 5: NEW PROTOTYPE HIGH (H-6)

Board approval is requested for Change Order No. 5 to Cherry Huffman Architects, P.A. This change
order, in the amount of $109,300, is for additional design services for roadway design for the 2,400 foot
long collector street and the 2,000 foot long private drive required by the City of Raleigh. This amount of
site design was not anticipated when the design contract was negotiated two years ago, as the site was
recently acquired. Fiscal Implications: Funding is available from the total project budget of $73,364,856,
of which $1,000,000 is from PLAN 2004 Start-Up, $72,255,556 from CIP 2006, and $109,300 from CIP
2006 Offsite Improvements. $409,300 of the project budget has been temporarily encumbered from CIP
2006 Program Contingency until the remainder of the construction funding for this project has been
appropriated and the CIP 2006 Offsite Improvement fund has been replenished. Recommendation for
Action: Board approval is requested.

7. CHANGE ORDER NO. GC-06: HOLLY GROVE MIDDLE (M-9)

Board approval is requested for Change Order No. GC-06, to D. H. Griffin Construction Company,
LLC, for their Construction Management at Risk contract for the construction of the new Holly Grove
Middle School. This change order, in the amount of $2,559,132, is to establish a guaranteed maximum
price (GMP) for the final 13 bid packages, which are part of the 42 construction packages for this project.
The total GMP is $34,124,960 for this project. A list of the bid packages is attached. Fiscal Implications:
Funding is available from the total project budget of $42,955,675, of which $42,490,315 is from CIP 2006,
and $465,360 is from Wake County Parks and Recreation and the Town of Holly Springs for field
improvements. Due to favorable site conditions, the project bid under budget and a future reallocation,
in the amount of $785,133, will be made to the CIP 2006 Reserve fund. Recommendation for Action:
Board approval is requested.

8. CHANGE ORDER NO. GC-05: MILLS PARK MIDDLE (M-10)

Board approval is requested for Change Order No. GC-05, to D. H. Griffin Construction Company,
LLC, for their Construction Management at Risk contract for the construction of the new Mills Park
Middle School. This change order, in the amount of $14,582,094, is to establish a guaranteed maximum
price (GMP) for GC-05, which includes the final 25 of the 42 construction packages for this project. A
list of bid packages is attached. The total GMP for this project is $38,484,009. The project bid over
budget by $1,994,255 as a result of more extensive site conditions and the building being more than
originally estimated. Fiscal Implications: The proposed project budget is $46,082,105, of which
$42,509,271 is from CIP 2006, $281,874 from CIP 2006 Offsite Improvements, $281,874 from the Town
of Cary for road improvements, and $1,014,831 from the Town of Cary Parks Department for field
improvements. A future reallocation from CIP 2006 Program Contingency, in the amount of $1,994,255,
will be needed due to being over budget. The offsite improvements funding is temporarily encumbered
from CIP 2006 Program Contingency. Recommendation for Action: Board approval is requested.

INSTRUCTIONAL PROGRAM

1. TITLE I NO CHILD LEFT BEHIND SCHOOLS OF CHOICE

Under No Child Left Behind legislation, a Title I school that has not met the Adequate Yearly Progress
(AYP) goals for two consecutive years must offer parents the option to transfer their child to another
school. Based on 2007-2008 scores, these schools will be in Year 1 of Title I School Improvement and
will be required to offer choice. Fiscal Implications: Transportation costs. Recommendation for Action:
Staff recommends the Board approve the receiving schools.

2. GRANT PROPOSALS

Competitive (#00409): Wake Education Partnership, Teacher Leadership / Individual schools.
Competitive (#00509): North Carolina Electric Cooperatives, Bright Ideas / Individual schools.
Competitive (#00609): Lowe's Toolbox for Education / Individual schools.
Contract (#00709): The Exceptional Children's Assistance Center / Instructional Services Division, Project Enlightenment.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by grant program.
Recommendation for Action: Staff is requesting Board approval.

HUMAN RESOURCES

1. RECOMMENDATION FOR EMPLOYMENT

A. Professional
B. Support

2. CRIMINAL RECORD CHECKS

In order to facilitate a safe learning and working environment for students and employees, Human
Resources runs criminal record checks on all substitutes and applicants recommended for employment.
Fiscal Implications: $100,000 from Contract Services Budget. Recommendation for Action: Staff is
requesting Board approval.

BOARD ADVISORY COUNCIL NOMINATIONS

This represents new nominations to the Board Advisory Councils. The nomination forms are attached for the Board's review and consideration. Fiscal Implications: None. Recommendation for Action: Board approval is requested.

COMMITTEE CHAIRS' REPORT

ACTION ITEMS

FACILITIES

1. BIDS: PANTHER CREEK HIGH MODULAR ADDITIONS

Bids were received on July 17, 2008 for the on-site relocation, setup, and connecting/installing all services
(power, water, sewer, data, ADA access, fire protection, and security) for one six-classroom unit and
connecting/installing all services for two eight-classroom units at Panther Creek High School. The six
classroom unit had previously been moved to Panther Creek from Enloe High and staged for future
installation. A separate contract had previously been issued to Comark Building Systems, Inc., for the
purchase of the two eight-classroom units, which included block, level, and tie-down. Staff and Rotman
Architecture, P.A., recommend award of the single-prime contract to Beau Chene Company, LLC, in the
amount of $557,000. Reference the attachment for details of the per classroom costs. Fiscal
Implications: Funding is available from the total project budget of $12,518,625, all of which is from the
CIP 2006 9th-Grade Center project. Originally CIP 2006 had $6,313,009 budgeted for a stand alone
modular 9th-grade center, but Growth and Planning is recommending that capacities be increased at
various high school campuses instead. On March 18, 2008 the Board approved the purchase of five 8
classroom modular units. They were charged to the Mobile Classroom Relocation budget. Due to four
of the five units going to high schools, the recommendation is to recode the charges for those four to
the 9th-Grade Center budget. Recommendation for Action: Board approval is requested.

HUMAN RESOURCES

1. PROVIDE FUNDING FOR "CRITICAL NEEDS" (SPECIAL EDUCATION,

MATHEMATICS, SCIENCE, ENGLISH AS A SECOND LANGUAGE (ESL), AND

FOREIGN LANGUAGES) BONUSES IN ORDER TO HONOR COMMITMENTS MADE

TO PROSPECTIVE TEACHERS PRIOR TO JULY 15, 2008

Prior to July 15, 2008, the Wake County Public School System had an established practice of providing a
one-time $1,000 bonus to highly qualified, licensed teachers who accepted full-time employment in the
district's critical needs areas of mathematics, science, special education, ESL, and foreign languages. This
recruitment incentive was widely publicized on the WCPSS website and in numerous recruitment
materials that were distributed to thousands of teacher candidates throughout the nation. WCPSS
recruiters regularly promoted the critical needs bonus as a selling point when marketing the school district
to critical needs teachers at local, regional, and national teacher job fairs. As a result of the district's
extensive recruitment efforts, numerous applicants accepted employment opportunities with WCPSS with
the expectation of receiving the $1,000 bonus. Funding critical needs bonuses will enable the Wake
County Public School System to honor the commitments that were made to critical needs candidates who
accepted early contracts with the district and to those who accepted job offers prior to July 15, 2008.
Fiscal Implications: Approximately $300,000 will be needed in order to provide the bonus to
critical needs candidates who have been hired or who have accepted early contracts prior to July 15, 2008.
Recommendation for Action: Board approval is requested.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 143-318.11(a) (6) and 115C-319.
To consider confidential student information protected under G.S. 115C-402 and the Family Educational and Privacy Rights Act, 20 U.S.C. 1232g.
To establish or instruct the Board's staff or negotiating agents concerning the position to be taken by or on behalf of the Board in negotiation of (i) the price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease: or (ii) the amount of compensation and other material terms of an employment contract or proposed employment contract. N.C.G.S. 143-318.11(a)(5).
ACTION ITEMS- Cont'd

HUMAN RESOURCES

1. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)

2. RECOMMENDATION FOR ADMINISTRATIVE TRANSFER(S)

ADJOURNMENT

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