OPEN SESSION
CALL TO ORDER - 3 P.M.
QUORUM DETERMINATION
PLEDGE OF ALLEGIANCE
INFORMATION
Chair's CommentsSuperintendents Comments
APPROVAL OF MEETING AGENDA
INFORMATION ITEMS
1. PRELIMINARY STUDENT ACHIEVEMENT 2007-2008
Preliminary results for Adequate Yearly Progress, End of Grade Test (mathematics) and End of CourseTest results, and graduation rates for 2007-08 will be presented.
EOGs - Mathematics proficiency improved for the second consecutive year, from 76% to 78% of
WCPSS students in grades 3 through 8 scoring proficient. Reading proficiency will not be known until
November when the State expects to release their findings.
EOCs - Four tests were re-normed in 2007-08: Biology, Chemistry, Physics, and Physical Science.
Proficiency declined slightly in all except Biology. Of the four tests that were re-normed in 2006-07, three
(Algebra I, Algebra II, Geometry) showed improvement in 2007-08, while one (English I) remained
stable.
Graduation Rate: A slight decrease in the percent of students graduating on time was noted. Detailed
analyses of the graduation rates (4 and 5 year) will be presented.
Fiscal Implications: None. Recommendation for Action: Presented for information only.
2. STUDENT SUPPORT SERVICES AND WAKE COUNTY HUMAN SERVICES PYRAMID
OF INTERVENTION COLLABORATION AND TIERED SERVICE MODEL
The purpose of the collaboration is to create opportunities between the Wake County Public SchoolSystem and Wake County Human Services for coordinated, collaborative student and family support
services through effective communication and shared decision making.
Fiscal Implications: None. Recommendation for Action: Informational only.
3. MULTI-YEAR STUDENT ASSIGNMENT PLAN PROCESS
CIP 2006 funded the construction of eleven elementary, four middle, and two high schools. Twoelementary schools were deferred to fund renovation and expansion of Wake Forest-Rolesville High.
Assignment plans already exist for five of the new schools that open in 2008-09 or are operating in
temporary modular sites.
The Growth and Planning Department has begun the process for developing student assignment
recommendations for the remaining ten schools to be built in CIP 2006 and opened in 2009, 2010, and
2011.This presentation will describe the process being used by the Growth and Planning Department.
Fiscal Implications: None. Recommendation for Action: Staff is presenting for information.
4. CITIZENS' FACILITY ADVISORY COMMITTEE RECOMMENDATION QUARTERLY
REPORT
The Citizens' Facility Advisory Committee School Facilities Report was presented to the Board, by cochairs John Mabe and Billie Redmond, on September 19, 2007. They presented the committee's positive
findings and recommendations in three sections; planning and site selection, program and design, and
project delivery. The Board assigned and integrated the thirty-seven recommendations into work plans for
the Board and administration.
The first of regular quarterly reports was presented to the Board on May 6, 2008. Don Haydon provided a
review of the work plan and staff schedule of active and planned responses to the recommendations. The
report was shared with members of the Citizens' Facility Advisory Committee in June 2008.
The second quarterly report for 2008 will provide a brief review of the work done since the September
2007 publication, and a review of work done during the previous quarter. It will also provide a guide to
the next recommendations to be addressed. Fiscal Implications: None. Implementation of the final
resolutions of the recommendations may result in cost savings for future capital improvement budgets.
Recommendation for Action: None.
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
May 27, 2008-Closed Session Meeting MinutesJune 3, 2008-Closed Session Meeting Minutes
June 9, 2008-Systems and Structures Committee Meeting Minutes
June 9, 2008-Fiscal Accountability Committee Meeting Minutes
June 17, 2008-Closed Session Meeting Minutes
June 24, 2008-Systems and Structures Committee Meeting Minutes
August 5, 2008-Committee of the Whole Minutes
August 5, 2008-Board of Education Meeting Minutes
FINANCE
1. AUTHORIZATION FORMS
These authorization forms designate the persons authorized to sign vouchers for the payment of moneyon behalf of Hodge Road Elementary, Wake Forest Rolesville High and West Millbrook Middle. Fiscal
Implications: These authorization forms are required for bank records. Recommendation for Action:
Approval of Authorization Forms.
2. REPORT OF ADMINISTRATION APPROVED CONTRACTS
The attached summaries are provided as information in accordance with Board Policy 8361. Thesummaries 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 and July 2008. Fiscal Implications: Not applicable.
Recommendation for Action: Not applicable.
3. RENEWAL OF COVERAGE: GENERAL LIABILITY, PROFESSIONAL LIABILITY,
VEHICLES, AND UMBRELLAS EXCESS INSURANCE COVERAGE
The Wake County Public School System maintains General Liability, School District & Educators LegalLiability, Law Enforcement Professional Liability, Vehicle Insurance, and Umbrella Excess Insurance to
limit risk of financial and physical loss of resources and assets. A Request for Proposal was sent to 12
agents/brokers with 7 agents/brokers submitting proposals last year. The recommended action for the
2008-2009 school year is to renew existing policies with Surry Insurance Agency/Utica National
Insurance Group for a cost of $790,029 (which excludes Drivers' Education Automobiles). Fiscal
Implications: Funds are available in the 2008-2009 Risk Management Budget. Recommendation for
Action: Board Approval to renew coverage with Surry Insurance/Utica National is requested.
FACILITIES
1. CONTRACT EXTENSION: PROCESSING OF USDA COMMODITY CHICKEN, BEEF
AND CHEESE
Staff requests Board approval for one year extensions of commodity food processing service contracts asfollows: Commodity processing of USDA chicken to Kings Delight in the amount of $550,000;
Commodity processing of USDA beef to JTM Provisions Company in the amount of $375,000; and
Commodity processing of USDA cheese to Rich-Sea Pak Corporation in the amount of $175,000. The
bid solicitations in 2007 included an initial term of one year with an option to extend for three additional
years. Fiscal Implications: Funding is available from the 2008-2009 current expense budget.
Recommendation for Action: Board approval is requested.
2. CONTRACT EXTENSION: FOOD SERVICE SANITATION SYSTEM
Staff requests Board approval to extend for one year the contract for food service sanitation withPortionPac Chemical Corporation for $191,359.06. The bid solicitation in 2006 included an initial term of
one year with option to extend for three additional years. This is the second extension. Fiscal
Implications: Funding is available from the 2008-2009 current expense budget. Recommendation for
Action: Board approval is requested.
3. CONTRACT EXTENSION: TEMPORARY PERSONNEL SERVICES FOR SCHOOL
CAFETERIAS
Staff requests Board approval for one year extensions of contracts for temporary personnel for schoolcafeterias with Trojan Labor for $160,000 and Allied Forces for $150,000. The bid solicitation in 2007
included an initial term of one year with option to extend for three additional years. Temporary personnel
will include food service assistants and cashiers. Fiscal Implications: Funding is available from the 2008
2009 current expense budget. Recommendation for Action: Board approval is requested.
4. CONTRACT EXTENSION: RECYCLING SERVICES FOR CHILD NUTRITION
Staff requests Board approval to extend for one year the contract with Orange Recycling for recyclingservices in the amount of $442,000. The bid solicitation in 2006 included an initial term of one year with
option to extend for three additional years. This is the second extension. Items to be recycled include
polystyrene, aluminum cans, plastics and glass. Fiscal Implications: Funding is available from the 2008
2009 current expense budget. Recommendation for Action: Board approval is requested.
5. SCHEMATIC DESIGN: E-21 ELEMENTARY
Schematic Design documents were prepared by Cherry Huffman Architects, P.A., for the construction ofE-21 Elementary School, located on Rock Quarry Road, in southeast Raleigh. These documents were
reviewed with the Systems and Structures/Facilities Committee on August 12, 2008, and the committee
recommended placing on the consent agenda. Fiscal Implications: Originally E-28 was scheduled to
open in 2009. Subsequently it was replaced by E-21 with an opening date of 2010 - one year later. The
project budget is $22,662,184. Of this amount, $2,000,000 is currently available from CIP 2006 and
$20,662,184 will be reallocated from E-28 at this Board meeting. Due to the one year delay in
completion date, an additional $1,300,000 may be needed from CIP 2006 Reserves for cost escalation.
Recommendation for Action: Board approval is requested.
6. CHANGE ORDERS NO. CM-04 AND CM-05: ALSTON RIDGE ELEMENTARY
Board approval is requested for Change Orders No. CM-04 and CM-05, to Barnhill ContractingCompany, for their Construction Management at Risk contract for the construction of the new Alston
Ridge Elementary School. CM-04 is a time and material change order, in the not-to-exceed amount of
$220,420, for the removal of 10,300 cubic yards of unsuitable soil on the school site. These unsuitable
soils appear to be buried debris, the existence of which wasn't disclosed by the seller at the time of
property purchase. Staff is exploring with Board Counsel, available remedies for recoupment of this
unexpected expense. CM-05 is a time and material change order, in the not-to-exceed amount of
$134,820, for the removal of 4500 cubic yards of mass rock existing on the school site. The rock quantity
exceeded the allowance quantities in the contract. 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.
INSTRUCTIONAL PROGRAM
1. MEMORANDUM OF UNDERSTANDING BETWEEN WAKE COUNTY HUMAN
SERVICES AND WAKE COUNTY PUBLIC SCHOOLS
This is a recurring memorandum of understanding. Duties outlined for collaboration include StudentHealth, Family Support and Community Health. Fiscal Implications: Four of sixty nurses are funded by
WCPSS. Recommendation for Action: Four of sixty nurses are funded by WCPSS.
2. GRANT PROPOSALS
Entitlement (#00809): US Department of Education, Office of Elementary and Secondary Education, Indian Education Program / Central Services, Curriculum and Instruction. Fiscal Implications: Any required cash and/in-kind matching contributions vary by grant program. Recommendation for Action: Staff is requesting Board approval.HUMAN RESOURCES
1. RECOMMENDATION FOR EMPLOYMENT
A. ProfessionalB. Support
2. REQUEST FOR LEAVE
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
FINANCE
1. FUND BALANCE APPROPRIATION REQUEST FOR ADDITIONAL ALLOTMENTS
During the August 5, 2008 Committee of the Whole Meeting, staff presented background on theAllotment and Allotment Reconciliation Process. The process reconciles actual ADM counts at each
school, the associated months of employment allotted to each school based upon formula, and hiring
that has taken place based upon ADM projections. Principals can request, and Area Superintendents
are authorized to approve, allotments beyond the base ADM formula to effectively manage this
process. The 2008-09 Day 10 reconciliation for Year-Round and Modified schedule schools has now
been completed, and the need for ___________________________ in additional allotments has been
identified. Staff is requesting an Undesignated Fund Balance Appropriation to fund the additional
allotments. Fiscal Implications: In the past, WCPSS has utilized over/under to provide allotments
beyond base ADM formula and effectively manage the allotment reconciliation process. Reporting to
the Board took place on a quarterly basis. As a result of budget cuts to balance the 2008-09 budget,
over/under will not be available during the reconciliation process, and an Undesignated Fund Balance
Appropriation is requested. Funds are available. Recommendation for Action: Board consideration
for approval is requested.
FACILITIES
1. RESOLUTION: CIP 2006 8TH QUARTERLY FUNDING
This resolution requests funds for the CIP 2006 School Building Program previously approved by theBoard. This request will provide funding of projects that require commencement of design or
construction prior to February 2009, in accordance with the master schedule. Fiscal Implications: The
total of this appropriation request is $53,427,896. Appropriations for CIP 2006 to date total
$864,360,823. The total CIP 2006 appropriations, including this request, will equal $917,788,719. This
leaves a balance of $138,086,118 to be appropriated from the total CIP 2006 Building Program sum of
$1,055,874,837. Recommendation for Action: Board approval is requested.
2. RESOLUTION: CIP 2006 FUNDING REALLOCATION
Resolution requests fifteen reallocations in the total amount of $39,328,100. This proposed reallocationincludes: 1) reallocation from Program Contingency to three projects that have exceeded their budgets; 2)
reallocation of savings from nine projects that bid under budget to the Reserve fund; 3) reallocation from
E-28 to E-21, in accordance with the Board action of May 6, 2008; and 4) reallocation from two schools,
beginning construction soon, to the Building Permit fund. Details are provided on the attached
resolution. Fiscal Implications: No additional appropriation of funding is necessary at this time.
Recommendation for Action: Board approval is requested.
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 middleschool in the M-6 target area, with a school scheduled to open in 2011. Naming of the new middle
school is now required. The following names were proposed for consideration at the August 5, 2008
Board meeting: (1) Tom's Creek Middle (2) Burlington Mills Road Middle, and (3) Rolesville Middle.
Tom's Creek Middle was 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 was 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 was proposed as it identifies the town within which the school site is located,
and will help to identify the location of the site. Staff recommends Rolesville Middle School. Fiscal
Implications: None. Recommendation for Action: Staff requests Board approval.
4. SCHEMATIC DESIGN: M-6 MIDDLE
Schematic Design documents were prepared by Skinner, Lamm & Highsmith, P.A., for the constructionof M-6 Middle School, located on Burlington Mills Road in Rolesville. These documents were reviewed
with the Systems and Structures/Facilities Committee on August 12, 2008, and the committee
recommended placing on the action agenda. This is the second re-use of this middle school prototype.
Fiscal Implications: Funding is available from the total project budget of $ 42,509,271, all of which is
from CIP 2006. Due to the opening date change from July 2010 to January 2011, an additional
$1,300,000 may be needed from CIP 2006 Reserves for cost escalation. 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.
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.