OPEN SESSION
CALL TO ORDER - 3 p.m.QUORUM DETERMINATION
PLEDGE OF ALLEGIANCE
INFORMATION
Chair's CommentsSuperintendent's Report
APPROVAL OF MEETING AGENDA
INFORMATION ITEMS
LEGISLATIVE
1. 2007 LEGISLATIVE SUMMARY
Staff will present Year 2007 Legislative Summary from the North Carolina General Assembly. Fiscal Implications: None. Recommendation for Action: For information only.INSTRUCTIONAL PROGRAM
1. WCPSS ATHLETICS MISSION, VISION, AND GOAL
A very exciting Coaching Education Program has been developed by the National Federation of State High School Associations (NFHS). This new program is informative and cost effective, and may be the key for a changing atmosphere in interscholastic athletics.In order to provide more direction for coaches, we must have a mission for athletics that ties into the WCPSS Mission, and also ties into the new coaching education program.
WCPSS Athletic Mission: The Wake County Public School System athletic program is an integral part of education that will provide meaningful activities that promote learning, and strive for students to excel in the development of life skills, healthy lifestyle, sportsmanship, and citizenship.
WCPSS Athletic Goal 2009: By July 1, 2009, all coaches will be nationally certified and WCPSS will have fully implemented the NFHS Coaching Education Program based on the philosophy "Student first-Athlete Second."
In pursuit of WCPSS Goal 2008 and WCPSS Athletic Goal 2009, athletics help provide challenging educational opportunities, increase student participation, increase graduation rates of athletes versus non-athletes, help to support and retain a highly qualified workforce, and help provide community support.
Fiscal Implications: None. Recommendation for Action: For information only.
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 22, 2007 -Board of Education Meeting Minutes - RevisedJuly 17, 2007-Board of Education Closed Session Meeting Minutes
July 24, 2007-Facilities Committee Meeting Minutes
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, and purchase orders in excess of $250,000 for June and July, 2007. Fiscal Implications: Not applicable. Recommendation for Action: Not applicable.2. BUDGET AMENDMENTS AND TRANSFERS, 2006-2007
To report changes in the budget resolution resulting from transactions processed during April - June, 2007.Fiscal Implications:
Adjust State Public School Fund+ $3,498,330
Adjust Local Current Expense Fund- $64,596
Adjust Federal Programs Fund+ $670,916
Adjust Capital Outlay Fund+$147,266,151
Adjust Multiple Enterprise Fund+ $34,387
Net Changes+ $ 151,405,188
Recommendation for Action: No action. In accordance with the Budge Resolution, administration is reporting changes in appropriations.
3. BUDGET AMENDMENTS AND TRANSFERS, 2007-2008
To report changes in the interim budget resolution resulting from transactions processed duringJuly 1 - 18, 2007.
Fiscal Implications
Changes to Interim Adopted Budget Resolution
Adjust State Public School Fund + $ 1,111,182 $ 688,579,048
Adjust Local Current Expense Fund + $ 5,934,635 $ 349,487,236
Adjust Federal Programs Fund + $ 3,362,486 $ 56,956,065
Adjust Capital Outlay Fund - $ 261,987,920 $ 638,118,628
Adjust Multiple Enterprise Fund + $ 1,201,131 $ 56,606,717
Net Changes - $250,378,486 $ 1,789,747,694
Recommendation for Action: No action. In accordance with the Budget Resolution, administration is reporting changes in appropriations.
4. COMPUTER INSURANCE FUNDS
The Wake County Public School System has collected a $25 fee from schools, departments, or employees utilizing system-owned laptop computers in areas other than their duty station. The fee reduced the employee deductible for stolen or vandalized laptop computers from $2,000 to $100. The funds are used to replace laptop computers if a loss occurs due to theft or vandalism while away from their duty station. The $25 fee and $100 deductible was waived in FY2003-2004 due to amount of funds that have built up over the years. Fiscal Implications: The remaining balance of $35,762.29 is reserved in fund balance. An appropriation of $10,000 is requested for the current year. Recommendation for Action: Request Board approval to obtain funds from fund balance.5. RENEWAL OF COVERAGE: PROPERTY, BOILER & MACHINERY, MUSICAL INSTRUMENTS, PUBLIC OFFICIAL/EMPLOYEE DISHONESTY, GENERAL LIABILITY, PROFESSIONAL LIABILITY, VEHICLES, AND UMBRELLA EXCESS INSURANCE COVERAGES
The Wake County Public School System maintains insurance coverage stated above to limit risk of financial and physical loss of resources and assets. A Request for Proposal was sent to 12 agents/brokers with 7 agents/brokers submitting proposals.In regards to the Property Insurance Package, including the Boiler & Machinery and Musical Instruments, coverage was quoted by insurance agents as follows:
NC Department of Public Instructions$ 786,072.00
Surry Insurance$ 797,100.00
Ralph Whitehurst$1,055,440.00
It is recommended that the Property Package be renewed with NC Department of Public Instruction. NC Department of Public Instruction continues to offer the lowest cost and provides stability in the insurance underwriting market.
Public Employee Dishonesty Coverage is recommended to remain with incumbent Wade S. Dunbar Insurance in the amount of $2,661.
In regards to the Casualty (Liability) Lines, including General Liability, Professional Liability, Abuse & Molestation, Employee Benefits Program Liability, Health Student Professional Liability, Law Enforcement Professional Liability, Automobile Liability & Physical Damage, and Umbrella Excess; coverage was quoted by insurance agents as follows:
Surry Insurance$769,176.00
Knauff Insurance$755,538.00
Gallagher$829,926.20
BB&T $835,706.00
It is recommended that the Casualty Package be renewed with Surry Insurance/Utica National. The premium difference between Surry Insurance and the lowest bidder is 1.8% or $13,638. However, there are important considerations other than this pricing difference.The General Liability Insurance and the Employee Benefits Program Liability aggregate limits from Utica National is $3,000,000 versus the $2,000,000 aggregate from the other bidders on this coverage.
Abuse or Molestation Legal Liability Coverage including Sexual Misconduct or Sexual Molestation is included in the Utica National's Umbrella Excess Coverage which provides an additional $1,000,000 of coverage limits to the WCBOE in this area. Large settlements are common under this coverage. We have been advised from other bidders that they will not include this coverage under their umbrella policy.
Surry Insurance's experience includes 85 school districts in North Carolina while other low bids had no experience with North Carolina School Districts.
Over the past five years, WCPSS has developed a successful working relationship with Utica National's underwriting staff, claim staff and loss control staff. Fiscal Implications: Funds in
the amount of $2,004,212 is available in the Risk Management Budget for 2007-2008. Recommendation for Action: Board approval is requested.
FACILITIES
1.SCHEMATIC DESIGN: M-9 MIDDLE (HOLLY SPRINGS SITE)
Staff presented the schematic design documents to the Facilities Committee on August 14, 2007, for the construction of M-9 Middle School, located adjacent to Holly Grove Elementary. The Facilities Committee reviewed and approved the project and directed that it be placed on the consent agenda for Board approval. Fiscal Implications: Funding is available from the total project budget of $42,632,409, all of which is from CIP 2006. Recommendation for Action: Board approval is requested.2.SCHEMATIC DESIGN: MILLS PARK MIDDLE (M-10)
Staff presented the schematic design documents to the Facilities Committee on August 14, 2007, for the construction of Mills Park Middle School, located adjacent to Mills Park Elementary. The Facilities Committee reviewed and approved the project and directed that it be placed on the consent agenda for Board approval. Fiscal Implications: Funding is available from the total project budget of $42,651,428, all of which is from CIP 2006. Recommendation for Action: Board approval is requested.3.CONTINUATION OF CONTRACT: RECYCLING SERVICES FOR CHILD NUTRITION
Staff requests Board approval to continue the existing contract with Orange Recycling for recycling services in the amount of $393,000. This is the first continuance of the contract first awarded in August 2006. Items to be recycled include polystyrene, aluminum cans, plastics, and glass. Fiscal Implications: Funding is available from the 2007-2008 current expense budget. Recommendation for Action: Board approval is requested.4.TEMPORARY PERSONNEL SERVICES FOR SCHOOL CAFETERIAS
Staff requests Board approval to award the contracts for temporary personnel for school cafeterias to Preferred Labor in the amount of $211,000 and to Trojan Labor in the amount of $225,000. These contracts are a result of a request for proposal awarded July 16, 2007. Temporary personnel will include food service assistants and cashiers. Fiscal Implications: Funding is available from the 2007-2008 current expense budget. Recommendation for Action: Board approval is requested.5.BIDS: ENERGY AND PHYSICAL PLANT DEPARTMENT HVAC EQUIPMENT CLEANING
Bids were received on July 26, 2007 for the HVAC Equipment Cleaning at various schools. The two year service agreement is specifically for preventive maintenance cleaning of all air cooled chillers and cooling towers, in order to improve efficiency and equipment longevity. A service agreement is written for a specific service on specific types of equipment for a specific time span. Staff recommends award of a two year service agreement with the terms of August 17, 2007 to June 30, 2009. The total award price of contract is not to exceed $80,328 for the first year of service. The two-year cycle was approved by the Board attorney. The agreement will remain intact for the second year and a change order will be executed to increase the amount, not to exceed $300,000 over a two year period. Agreements that will exceed $100,000 over a two year period are being submitted to the Board for approval the first year of the agreement. Staff recommends award of the attached agreement. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.6.CHANGE ORDER GC-04: LYNN ROAD ELEMENTARY
Board approval is requested for Change Order GC-04 to Balfour Beatty Construction, LLC, for their Construction Management at Risk contract for the renovations and additions at Lynn Road Elementary. This change order, in the amount of $325,753.41, is to establish a guaranteed maximum price (GMP) for the landscaping bid package, which is the last of the work packages needed to accomplish the construction of this project. A list of the bid packages is attached. The total of all GMPs is $13,887,681.41. Fiscal Implications: Funding is available from the total project budget of $18,995,384, of which $1,206,943 is from Plan 2004 and $17,788,441 from CIP 2006. Recommendation for Action: Board approval is requested.7.UTILITY EASEMENT: MILLS PARK ELEMENTARY AND MIDDLE (E-22/M-10)
As part of the construction process and in order to provide service to the Mills Park Elementary and Middle schools site, Progress Energy Carolinas, Inc., requires an easement to construct, maintain, and operate electric and/or communication facilities thereon consisting of poles, cables, wires, underground conduits, enclosures and other pertinent facilities. The easement to be granted will allow for installation of utility service equipment where needed upon the site, with the precise location to be determined by mutual agreement and to be memorialized by site maps or drawings upon installation. The requested easement will not interfere with the Wake County Public School System's present or future use of the property. A copy of the proposed Easement is attached. Fiscal Implications: None. Recommendation for Action: Staff request Board approval.INSTRUCTIONAL PROGRAM
1. GRANT PROPOSALS
Competitive (#1170): Lowe's Toolbox for Education/Adams Elementary School.Collaboration (#1171): Cary Community Foundation/Adams Elementary School with PTA as fiscal agent.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by grant program. Recommendation for Action: Staff is requesting Board approval.
2. MEMORANDUM OF UNDERSTANDING BETWEEN WAKE COUNTY HUMAN SERVICES AND WAKE COUNTY PUBLIC SCHOOL SYSTEM
There has been a long-standing Memorandum of Understanding (MOU) between these two agencies. The MOU is updated and renewed annually to reflect current collaborative initiatives. Two major collaboratives include the school nursing program and the Partnership for Educational Success. Fiscal Implications: WCPSS funds 4 of the 66 school nurses and an RN who serves as the system's health officer. Recommendation for Action: Board approval is requested.HUMAN RESOURCES
1. RECOMMENDATIONS FOR EMPLOYMENT
a. Professionalb. Support
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. PURCHASE OF COMPUTER HARDWARE FOR PC REFRESH
A small portion of the CIP 2006 funds is earmarked for technology refresh at school sites. FollowingEvaluation of responses from both Dell and Lenovo to WCPSS' RFP for this initiative, Dell was selected as the vendor for the first year purchase and rollout of the hardware. Approximately 10,500 units will be purchased at special pricing specified in the RFP response. Purchasing the hardware from Dell will result in a savings of approximately $800,000 over the total cost of purchasing the hardware from Lenovo. The hardware purchase will include both desktop and laptop units, with the true percentage of each being determined through input from principals. Fiscal Implications: Total amount of purchase will not exceed $7,318,600.00. Funding was identified and is available through the CIP. Purchase will be contingent upon approval by the County Commissioners. Recommendation for Action: Staff is requesting Board approval of the proposed purchase.
FACILITIES
1. ASSIGNMENT OF NEW SUBDIVISIONS TO SCHOOLS
The staff of the Growth and Planning Department presented recommendations to the Board on August 7, 2007, for the following subdivisions: Twelve Oaks - Phase 1A; Phase 1B; Phase 1C, and Kitts Creek - Phase 1D. Fiscal Implications: Transportation costs will increase due to travel time. Other facility-related costs will be avoided. Recommendation for Action: Staff is presenting for Board approval.2.RESOLUTION: CIP 2006 4th QUARTERLY FUNDING
Resolution requests funds for the CIP 2006 School Building Program previously approved by the Board. This request will provide funding of projects in accordance with the master schedule. Fiscal Implications: Total of this appropriation request is $34,568,530. Appropriations for CIP 2006 to date total $532,984,170. The total CIP 2006 appropriation, including this request, will equal $567,552,700. This leaves a balance of $488,322,137 to be appropriated from the total Building Program sum of $1,055,874,837. Recommendation for Action: Board approval is requested.
3.RESOLUTION: CIP 2006 FUNDING REALLOCATION
Resolution requests four reallocations in the total amount of $6,235,468. First reallocation is project savings from projects at Aversboro Elementary and Wendell Middle, which bid below their budgets, to CIP 2006 Reserve project. Second reallocation is from Program Contingency to Mills Park Elementary (E-22), due to this project bidding over budget, primarily due to poor site conditions and an accelerated construction schedule to meet a 2008 school opening. In addition, Sycamore Creek (E-17) is anticipated to be over budget, for the same reasons once bidding is completed. Third reallocation is for building permit fees from Enloe High project to the Building Permit project. Finally, funds from Start-Up for Design of Next Bond Projects need to be reallocated to start design investigation for potential renovation projects. Fiscal Implications: No additional appropriation of funding is necessary. Funds in Building Program Reserve will be available for additional projects not currently included in CIP 2006. Recommendation for Action: Board approval is requested.4.PLAN 2004 FUNDING AT EAST WAKE HIGH
The scope of the original PLAN 2004 project was to complete the master plan to convert the south campus into a fully functioning high school. The plan was to complete this work in PLAN 2004, but due to budget constraints, portions were deferred to CIP 2006. The PLAN 2004 project bid $3,449,950 under budget in 2006 due to the Link Building renovation, new 2-story classroom addition, and new softball field being placed in the CIP 2006 scope. It is anticipated that another $750,000 will be available within the PLAN 2004 project due to change orders and other expenses being lower than anticipated. The CIP 2006 project is anticipated to be over budget by almost $4,000,000 due to the CIP 2006 project being divided into two smaller projects and the site development being more extensive than budgeted. The available PLAN 2004 funds will be retained for partial funding of the CIP 2006 project. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.5.AGREEMENT WITH WAKE COUNTY BOARD OF COMMISSIONERS REGARDING PROCUREMENT OF NEW EQUIPMENT, MATERIALS AND SUPPLIES
At its meeting on March 20, 2007, the Board approved an agreement providing for transferring school property to the County for the duration of the construction and renovation projects, so the County can claim sales tax refunds from the State and appropriate that money to WCPSS. Currently public schools in North Carolina, unlike County governments, are not eligible for a rebate of sales taxes.Legal counsels for the Board of Education (WCPSS) and the Board of Commissioners (County) have negotiated an additional agreement providing for the County to purchase new equipment, materials and supplies for WCPSS, and to transfer ownership of those items to WCPSS.
Key provisions of the agreement are:
County appoints WCPSS as its agent to purchase new equipment, materials and supplies;
WCPSS negotiates and executes purchase orders on behalf of County;
WCPSS is responsible for purchasing, taking possession of and using purchase new equipment, materials and supplies;
WCPSS shall have exclusive control of content of purchase orders, issue purchase orders, and make pre-audit certifications;
The purchases to which this Agreement applies shall be identified by written notice from the Superintendent to the County Manager;
Purchases are made in County's name and County maintains ownership until each item is paid in full; at that time ownership is transferred to WCPSS;
WCPSS has exclusive right to use and possess new equipment, materials and supplies property while under County ownership;
WCPSS approves and processes payments;
Agreement applies to procurements from either operating or capital funds;
Refunds received by County shall be appropriated to the WCPSS as supplemental funding for either operating or capital fund, depending upon the source of the original procurement.
Fiscal Implications: The refund of sales tax will provide additional monies for operating and capital funds. Recommendation for Action: Board approval is recommended.
6.RESOLUTION AUTHORIZING TRANSFER OF SITES
The Superintendent and County Manager have identified the first group of school sites to be transferred to the County pursuant to the sales tax agreement between the parties. The attached resolution has been prepared authorizing the transfer of the identified sites and the execution of deeds by the Superintendent and Board Chair. The resolution further authorizes the Board Chair and Superintendent to execute change orders to any existing construction or renovation contracts changing the ownership of the contracts from the Board to the County, and finally, the resolution also authorizes the Superintendent to execute contracts in amounts less than $100,000 in the County's name. Fiscal Implications: The refund of sales tax will provide additional monies for the building program. Recommendation for Action: Board approval is recommended.7.BIDS: WENDELL MIDDLE (M-5)
Bids for the construction of Wendell Middle School were received on July 31, 2007. Staff and Cherry Huffman Architects recommend award of the single-prime contract to DeVere Construction Company, Inc. in the amount of $24,329,000. Fiscal Implications: Funding is available from the total project budget of $32,109,922, of which $1,548,373 is from PLAN 2004 and $30,561,549 from CIP 2006. Recommendation for Action: Board approval is requested.RECOGNITION
EMPLOYEE EXCELLENCE AWARD - 6 pmTwelve employees will be recognized as Employee Excellence award recipients. Fiscal Implications: None. Recommendation for Action: None.
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.