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Board Agenda for the Week of 08/09/2005 |
OPEN SESSION
Committee of the Whole - 2 p.m. Faclities-Continue Building Assumptions-(Year-Round Schools)CALL TO ORDER - 4 p.m.
QUORUM DETERMINATION
PLEDGE OF ALLEGIANCE
INFORMATION
Chair's CommentsSuperintendent's Report
PUBLIC COMMENT
Citizens who signed up to address the board during public comment will be called on in priority orderfirst 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.APPROVAL OF MEETING AGENDA
CONSENT ITEMS
APPROVAL OF MEETING MINUTES
May 17, 2005 - Open MeetingJune 7, 2005- Open Meeting
July 12, 2005 - Student Appeal Hearing Minutes
June 14, 2005 - Policy Committee Meeting
July 18, 2005 - Finance Committee Meeting
PROGRAM
1. CONTRACT WITH COMMUNITY PARTNERSHIP, INC.
WCPSS has contracted with developmental day centers for over 20 years to provide special education and related services to special education students ages three through twenty.2. CONTRACT WITH FRANKIE LEMMON SCHOOL AND DEVELOPMENTAL CENTER
WCPSS has contracted with developmental day centers for over 20 years to provide special education and related services to special education students ages three through twenty.3. CONTRACT WITH LEARNING TOGETHER, INC.
WCPSS has contracted with developmental day centers for over 20 years to provide special education and related services to special education students ages three through twenty.4. CONTRACT WITH TLC OPERATIONS, INC.
WCPSS has contracted with developmental day centers for over 20 years to provide special education and related services to special education students ages three through twenty.5. CONTRACT WITH CHARLIE GADDY DEVELOPMENTAL CENTER (EASTER SEAL - UCP)
WCPSS has contracted with developmental day centers for over 20 years to provide special education and related services to special education students ages three through twenty.6. CONTRACT WITH WHITE PLAINS CHILDREN'S CENTER
WCPSS has contracted with developmental day centers for over 20 years to provide special education and related services to special education students ages three through twenty.7. CONTRACT WITH HILLTOP HOME (RESIDENTIAL CENTER)
This is the seventh year that monies for Community Residential Centers have been processed through the local education agency (PRC 63). These are flow through funds allocated out of NC Department of Public Instruction. There are two community residential centers in Wake County, Tammy Lynn Center and Hilltop Home.8. CONTRACT WITH TLC OPERATIONS, INC. (RESIDENTIAL CENTER)
This is the seventh year that monies for Community Residential Centers have been processed through the local education agency (PRC 63). These flow through funds allocated out of NC Department of Public Instruction. There are two community residential centers in Wake County, Tammy Lynn Center and Hilltop Home.9. CONTRACT WITH INTERPRETERS, INC.
In July 2003, the North Carolina Department of Public Instruction instituted new guidelines for interpreters and transliterators. These guidelines combined with the current pay scale have resulted in a number of vacant interpreter positions. Therefore, we need to increase the contract with Interpreters, Inc., to provide these services to our students and parents/guardians that would have been provided by positions we are unable to fill.10. CONTRACT WITH METHODIST HOME FOR CHILDREN - JORDAN CHILD & FAMILY ENRICHMENT CENTER
This is the third year WCPSS has contracted with Jordan Center to provide special education and related services for children ages three through five. Our contract with Jordan Center allows us to serve more preschool students in integrated settings.11. PEDIATRIC SERVICES OF AMERICA, INC.
Several students in WCPSS need tracheotomy care and suctioning, nubulizer treatments, and K-pump feeding. Our school nurses involved with medically fragile children advise us that the needs of these students cannot be met by the intermittent involvement of school nurses or by training classroom staff.12. CONTRACT WITH SHIGLEY FAMILY SERVICES
The CDSA (formerly The Development Evaluation Center) no longer evaluates children ages three through five. The responsibility has now fallen to school systems. This has caused a significant increase in the number of evaluations that we will need to complete. Our staff is unable to complete these additional evaluations without contracting with other agencies. In order to help ease the burden caused by these additional evaluations, the state has allotted additional funds in PRC 60. We are using these funds to contract with Shigley Family Services.13. AMENDMENT #1 - THIRD PARTY AGREEMENT BETWEEN NORTH CAROLINA DEPARTMENT OF HEALTH AND HUMAN SERVICES, DIVISION OF VOCATION REHABILITATION
There are eight employees housed at Noble Road occupying seven offices. Four of the eight employees are counselors and four are support staff. Four staff positions are composed of two casework technicians, one casework assistant, and one office assistant. These services include assessments, guidance and counseling, work adjustment training, job development, job placement, treatment, and the providing of adaptive equipment.14. AGREEMENT BETWEEN WAKE COUNTY AND WAKE COUNTY PUBLIC SCHOOL SYSTEM
This continuation contract funds Project Enlightenment to provide Parents As Teachers services to young children and families who meet "at risk" criteria through the Step-by Step program for substance abuse.15. CONTRACT 06-232 BETWEEN WAKE COUNTY SMARTSTART, INC. AND WAKE COUNTY PUBLIC SCHOOL SYSTEM (PARENTS AS TEACHERS HOME VISITING)
This continuation contract funds Project Enlightenment's Parents As Teachers services for at-risk children in school nodes served by the East Wake Education Foundation and provides coordination for these services in other areas of Wake County. Research showssocial success in school.
16. CONTRACT 06-267 BETWEEN WAKE COUNTY SMARTSTART, INC. AND WAKE COUNTY PUBLIC SCHOOL SYSTEM (CONSULTATION AND SUPPORT FOR CHILDREN WITH SPECIAL NEEDS)
This continuation contract provides funding for Project Enlightenment to provide intervention services for at-risk children through consultation, resources, and support for their teachers and families.17. CONTRACT 06-247 BETWEEN WAKE COUNTY SMARTSTART, INC. AND WAKE COUNTY PUBLIC SCHOOL SYSTEM (SUPORTING CHILDREN'S TRANSITION TO KINDERGARTEN)
This continuation contracts funds Project Enlightenment to coordinate transition services that promote success of kindergarten students entering the Wake County Public School System. Up to seven elementary schools in partnership with 28 pre-kindergarten programs serving large numbers of high-risk children will receive grants to implement approved transition activities.18. CONTRACT 06-268 BETWEEN WAKE COUTY SMARTSTART, INC. AND WAKE COUNTY PUBLIC SCHOOL SYSTEM (SPEECH/LANGUAGE AND HEARING SCREENING PROGRAM)
This contract extends SmartStart funding for Project Enlightenment to provide center-based training and speech, language, and hearing screening services that target hard-to-reach populations.19.CONTRACT BETWEEN WAKE COUNTY AND WAKE COUNTY PUBLIC SCHOOL SYSTEM
A contract for intervention services has been effect since 1975. This contract reimburses WCPSS for intervention services provided to children and families through Project Enlightenment's demonstration preschool program.20. TRANSPORTATION AGREEMENT FOR PARENTS OF EXCEPTIONAL CHILDREN
Staff recommends Board approval of the agreement form that is proposed to reimburse parents who transport their exceptional children to their assigned school. Reimbursement will be based on the actual mileage to and from school.21. GRANT PROPOSALS
Competitive (#975): US Environmental Protection Agency, Clean School Buses Assistance Act/Central Office, Operational Services. Competitive (#976): US Department of Education, Emergency Response and Crisis Management/Central Office, Security. Competitive (#987): National Center for Family Literacy, Toyota Family Literacy Program/Central Office, English as a Second Language. Competitive (#988): SAS Institute, Inc., SAS in School/Central Office, Curriculum and Instruction.FACILITIES
1. CONTINUANCE OF CONTRACT: TEMPORARY PERSONNEL SERVICES (PREFERRED PEOPLE STAFFING) FOR SCHOOL CAFETERIAS
Staff requests board approval to continue the existing contract with Preferred People Staffing for temporary personnel for school cafeterias at a billing rate of $9.99 per hour for assistants and $10.58 per hour for cashiers. Estimated number of hours would be 47,000 and the total contracted amount is $475,000.00 for the 2005-2006 school year. This is the second continuance of the contract first awarded in August of 2003. Fiscal Implications: Funding is available from the 2005-2006 current expense budget. Recommendation for Action: Board approval is requested.2. CONTINUANCE OF CONTRACT: TEMPORARY PERSONNEL SERVICES (TROJAN LABOR) FOR SCHOOL CAFETERIAS
Staff requests board approval to continue the existing contract with Trojan Labor for temporary personnel for school cafeterias at a billing rate of $10.85 per hour for assistants. Estimated number of hours would be 15,000 and the total contracted amount is $163,000.00 for the 2005-2006 school year. This is the second continuance of the contract awarded in August of 2003. Fiscal Implications: Funding is available from the 2005-2006 current expense budget. Recommendation for Action: Board approval is requested.3. CONTINUANCE OF CONTRACT: RECYCLING SERVICES
Staff requests board approval to continue the contract for Recycling Services to Orange Recycling for $340,000.00. This is the third continuance of this contract that was first awarded in August of 2002. Fiscal Implications: Funding is available from the 2005-2006 current expense budget. Recommendation for Action: Board approval is requested.4. CONTINUANCE OF CONTRACT: PROCESSING OF USDA COMMODITY NON-FAT DRY MILK, CHICKEN, CHESSE, BEEF AND TURKEY
Staff requests board approval to continue the commodity food service contracts as follows: Commodity Processing of USDA Non-Fat Dry Milk to Land O' Lakes in the amount of $ 225,000.00; Commodity Processing of USDA Chicken to Kings Delight in the amount of $ 185,000.00; Commodity Processing of USDA Cheese to Rich-Sea Pak Corporation in the amount of $ 500,000.00; Commodity Processing of USDA Beef to JTM Provisions Company in the amount of $ 425,000.00; and Commodity Processing of USDA Beef and Turkey to Zartic, Inc. in the amount of $ 150,000.00. This is the first request for continuance of these contracts that were first awarded in July of 2004. Fiscal Implications: Funding is available from the 2005-2006 current expense budget. Recommendation for Action: Board approval is requested.5. DESIGN PHASE CHANGE ORDER NO. 1: APEX HIGH
Enhanced Design Narratives are being done to clarify and confirm the scope of projects potentially in the next bond program. Due to the need to expedite the start of design, a contract was entered into between the parties to cover all of the work required for the Enhanced Design Narrative, but the Design Consultant was only authorized to proceed with services up to $92,800. This Change Order in the amount of $92,800 will fully fund the remaining portion of the Enhanced Design Narrative. Fiscal Implications: Funding is available from the total project budget of $250,000, as provided in the next Building Program Start-Up component of the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.6. DESIGN PHASE CHANGE ORDER NO. 1: ENLOE HIGH
Enhanced Design Narratives are being done to clarify and confirm the scope of projects potentially in the next bond program. Due to the need to expedite the start of design, a contract was entered into between the parties to cover all of the work required for the Enhanced Design Narrative, but the Design Consultant was only authorized to proceed with services up to $89,160. This Change Order in the amount of $59,440 will fully fund the remaining portion of the Enhanced Design Narrative. Fiscal Implications: Funding is available from the total project budget of $200,000, as provided in the next Building Program Start-Up component of the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.7. DESIGN PHASE CHANGE ORDER NO. 1: WAKE FOREST ROLESVILLE HIGH
Enhanced Design Narratives are being done to clarify and confirm the scope of projects potentially in the next bond program. Due to the need to expedite the start of design, a contract was entered into between the parties to cover all of the work required for the Enhanced Design Narrative, but the Design Consultant was only authorized to proceed with services up to $88,000. This Change Order in the amount of $22,000 will fully fund the remaining portion of the Enhanced Design Narrative. Fiscal Implications: Funding is available from the total project budget of $200,000, as provided in the next Building Program Start-Up component of the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.8. DESIGN PHASE CHANGE ORDER NO.4: CARY HIGH ADDITIONS & RENOVATIONS
Board approval is requested for Design Phase Change Order No. 4 to Pearce Brinkley Cease & Lee, P. A. This design phase change order, in the amount of $177,557, is for 60,000 square feet of additional new design work plus a redesign of the fire protection system. Fiscal Implications: The total proposed project budget is $27,833,762. Current available funds consist of $1,276,290 from the PLAN 2000 School Building Program Start-Up, and $26,557,472 from the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.9. DESIGN PHASE CHANGE ORDER NO 1: E13 (GARNER AREA ELEMENTARY)
Board approval is requested for Design Phase Change Order No.1 to Pearce Brinkley Cease & Lee, PA. This change order in the amount of $206,841 is for additional design services related to revision to the prototype to two stories, extension of sewer line along Jones Sausage Road, master planning for joint-use of site, and required designer participation needed for the re-zoning of the school site. Fiscal Implications: The total proposed budget is $20,333,140 of which $15,033,140 is currently available from the PLAN 2004 School Building Program. An estimated future reallocation of $5,300,000 may be required in recognition of escalating construction costs. Recommendation for Action: Board approval is requested.
10. RESOLUTION: LONG-RANGE BUILDING PROGRAM REALLOCATION/PROJECT CLOSINGS
Resolution requests reallocation of project savings from various Plan 2000 projects to Program Contingency, East Cary Middle, and Heritage Middle. Program Contingency funds will be available for future needs, East Cary Middle funds are needed to fully fund the conversion to a year-round middle, and funds are needed to complete outstanding items at Heritage Middle. Total reallocation amount is $4,389,520. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.11. BIDS: MODULAR CLASSROOM ADDITIONS - PACKAGE F' 2005
Bids were received on July 26, and July 29, 2005, for the site set-up of one six-classroom modular unit at Holly Spring Elementary, one 6 classroom modular unit at Wildwood Forest Elementary, and one eight-classroom modular unit at Middle Creek Elementary. Staff and Rotman Architecture, PA recommend award of the single-prime contract to C. Blake Lewis in the total amount of $480,089. Fiscal Implications: Funding is available from the project budget of $11,895,000 for the purchase and set-up of 146 classrooms (mobile/modular units) which is part of the $31,100,000 Crowding Solution budget. Recommendation for Action: Board approval is requested.12. BIDS: WEST MILLBROOK MIDDLE SCHOOL IMPROVEMENTS
Bids were received on July 22, 2005 for the West Millbrook Middle School Improvements to overlay asphalt on portions of the driveways and parking lots. Staff and Dewberry recommend award of the single-prime contract to Ruston Paving Company, Inc. in the amount of $203,100.Fiscal Implications: Funding is available from the total project budget of $326,528, as provided in the PLAN 2004 Deferred Maintenance component of the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.
13. LEVEL 4 JOINT USE AGREEMENT FOR THE HOLLY RIDGE MIDDLE SCHOOL SOFTBALL FIELD, MULTIPURPOSE FIELD, OUTDOOR BASKETBALL COURT, DESIGNATED PARKING AREA AND DRIVE ACCESS, AND THE HOLLY RIDGE ELEMENTARY SCHOOL DESIGNATED PARKING AREA AND DRIVE ACCESS
The school will have priority use at all times. The Town will maintain Town Licensed Areas in exchange for the privilege to schedule the Town Licensed Areas when not needed or scheduled for school use. The term is 25 years. Fiscal Implications: Board purchased approximately 36.34 acres of land. Town is responsible for the maintenance and utilities for the Town Licensed Areas. The Board shall pay no utilities or fees to the Town for Board's use. Town is 100% responsible for maintaining the softball, multipurpose fields, and outdoor basketball court to the Level 4 JUA Landscape Maintenance Standards. Board and Town will share the maintenance of the designated parking areas and drive accesses. Recommendation for Action: Board approval is requested.14. JOINT USE AGREEMENT: HENRY ADAMS ELEMENTARY SCHOOL BASEBALL FIELD, COMFORT STATION, DESIGNATED PARKING AREAS AND DRIVE ACCESS
The Miracle League of the Triangle, Inc. would like to develop a baseball field for physically challenged youths to be used by the league after school hours on Friday evenings, all day on Saturdays and all day on Sundays when the field is not needed by the school. Board will schedule use of field for times not assigned for league use. Board use will have first priority at all times. The Miracle League will be responsible for all permit requirements, and construction expenses associated with the development of the field to include the relocation of the school's walking track. The Miracle League will be responsible for the maintenance of the baseball field, comfort station, and amenities added by the league as well as be responsible for any associated utility costs. The field's completion is scheduled for April 2006.Fiscal Implications: None. Recommendation for Action: Board approval is requested.FINANCE
1. GIFTS TO THE SYSTEM
Forty-four gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $28,825.41. Fiscal Implications: Not applicable.2. RENEWAL OF WCPSS WORKERS' COMPENSATION SELF-INSURANCE COVERAGE
The estimated cost to operate a self-insured workers' compensation program for 2005-2006 is $1,009,435. In comparison, the estimated premium for commercial insurance for 2005-2006 would be $2,249,477. There continues to be substantial savings realized for WCPSS by self-insuring. It is recommended that coverage continue with Surry Insurance/Key Risk Management Services based on the following:üClaim handling fees remain unchanged for 4th consecutive year
üThird Party Administrator of State Board of Education Self-Insured Workers' Compensation (state funded)
üThird Party Administrator of Office of State Personnel Self-Insured Workers' Compensation
üProvides efficient coordination of claims activities for workers paid from multiple funding sources.
Fiscal Implications: Funds are available in 2005-2006 in the amount of $1,134,086. Funds will be appropriated from reserved fund balance as required to pay claims incurred in excess of the 2005-2006 budgeted amounts.
3. 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, and purchase orders in excess of $250,000 for June 2005. Fiscal Implications: Not applicable.4. AUTHORIZATION FORMS
These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Apex Middle, Baucom Elementary, Cary High, Green Hope Elementary, Kingswood Elementary, Northwoods Elementary, Penny Road Elementary, and West Millbrook Middle, Wake County Public Schools. Fiscal Implications: These authorization forms are required for bank records.HUMAN RESOURCES
1. RECOMMENDATIONS FOR ADMINISTRATIVE APPOINTMENTS
A.ProfessionalB.Support
2. REQUEST FOR LEAVES
COMMITTEE CHAIRS' REPORTS
INFORMATION ITEMS
FINANCE
1. PRESENTATION BY MCGLADREY PULLEN
A presentation regarding the WCPSS annual financial audit will be provided to the Board of Education by partners of the firm. Fiscal Implication-None. Recommendation for Action-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: Amber Ridge (Phase 9); Cedar Grove at Wakefield Plantation (Phase 2); and Pine Knoll Townhomes.FACILITIES
1. CONSTRUCTION STATUS FOR 2005 OPENINGS
Staff will present an update of the status of the school construction along with the status of mobile/modular completions. Fiscal Implications: None. Recommendation for Action: For information only.ACTION ITEMS
FACILITIES
1. DESIGN PHASE CHANGE ORDER NO. 2: EAST WAKE HIGH
On October 7, 2003 the board approved the design consultant agreement for East Wake High School with Pearce, Brinkley, Cease & Lee. The proposed compensation for the design consultant equaled $1,287,374. Contracts were issued for the design phase only for $836,793. Approval of the Board is now requested for Design Phase Change Order No. 2 to Pearce, Brinkley, Cease, and Lee, P.A., in the amount of $450,581 for the construction administration phase of the basic contract. Approval of this change order will fully fund the design consultant agreement. This change order also includes proposed compensation of $399,425 for modifications to the design to allow multiple construction options and to accommodate the new high school program for the four (4) small schools within one (1) campus concept created from the Gates Foundation grant and to allow multiple construction options. This portion of the change also includes packaging the project to maximize the use of the funds allocated for this project by including a base bid for the auditorium and alternates for the balance of the original program scope of work. Thus, the total amount of this change order is $850,006. Fiscal Implications: Funding is available from the total project budget of $20,233,278. Current available funds consist of $1,079,172 from the PLAN 2000 School Building Program Start-Up and $19,144,106 from the PLAN 2004 School Building Program. This will fully fund the design but only a portion of the construction. Thus, the balance of the construction work will be funded from CIP 2006. Recommendation for Action: Board approval is requested..
FINANCE
1. AUDIT REQUEST FOR PROPOSALS
The attached RFP has been developed by the Finance Committee. Fiscal Implications- To be Determined. Recommendation for Action-Approval is recommended.POLICY
1. POLICY 2571-NAMING OF INDIVIDUALS SCHOOLS, BUILDINGS, ROOMS, STRUCTURE, FURNISHINGS, BOOKS, AND SCHOLARSHIPS
(Revised Second Reading)The existing policy 2571 is being revised by the additional of a sentence in paragraph 2571.1D, which specifies the appropriate time for submitting nominations.
2. POLICY 7212 - INTEGRATED PEST MANAGEMENT
(New-Second Reading)The Integrated Pest Management Policy Formalizes the practice of Auxiliary services to implement and adhere to the Integrated Pest Management program to control pests on school properties while minimizing exposure of students, faculty, and the public to pesticides and other chemical materials. Fiscal Implications-None. Recommendations for Action-Staff recommends approval.
3. POLICY 7250 DISPOSAL OF REAL PROPERTY AND GRANTING EASEMENTS
(Revised; First Reading)Board policy 7250 establishes procedures for disposal of real property deemed no longer necessary for the school system operations and for granting of easements. Attorneys for the Board of County Commissioners and the Board of Education negotiated and drafted a revision to the policy, which provides that once a parcel of property is found to be surplus, the Board of Education determines the fair-market value and then offers the parcel to the County for purchase. If the County desires to purchase the property, the County then agrees to pay the fair-market value of the parcel to the Board of Education, with the payment being deferred to the next fiscal year. The Board of Commissioners approved the concept of the revised property disposal policy on May 2, 2005. Fiscal Implications-This policy change that in the event the County Commissioners elect to purchase excess property, the capital fund will be credited with the fair market value of the property. Recommendation for Action-Staff recommends approval.
4. POLICY 7265-PROFESSIONAL SERVICE SELECTION
(New; Second Reading)The Professional Services Selection policy formalizes practices in the selection of design consultants and ensures that design consultants are selected in a fair and uniform manner and that they are qualified and experienced in designing facilities desired by the Wake County Board of Education. This policy also ensures that every design consultant has an opportunity to be considered for providing services to the Wake County Public Schools Systems. Fiscal Implications-None. Recommendation for Action-Staff recommends approval.
CLOSED SESSION
§To consider confidential personnel information protected under G.S. 115C-319.§To establish, or instruct 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. G.S.143-138.11 (a)(5).
ACTION ITEMS (cont'd.)
HUMAN RESOURCES
1. RECOMMENDATIONS FOR ADMINISTRATIVE APPOINTMENTS
ADJOURNMENT
Meetings will be held in the Administration Building, 3600 Wake Forest Road, Raleigh, NC unless otherwise indicated.