WCPSS--Board of Education
OPEN SESSION
1. CALL TO ORDER
2. QUORUM DETERMINATION
3. PLEDGE OF ALLEGIANCE
4. INFORMATION
Chair's Comments Superintendent's Comments Board Members' Comments5. APPROVAL OF MEETING AGENDA
PUBLIC COMMENT - 6 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 two 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
FINANCE
6. AUTHORIZATION FORMS
These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Bugg Elementary, Fuquay Middle, Olive Chapel Elementary and Wake Forest Rolesville High. Fiscal Implications: These authorization forms are required for bank records. Recommendation for Action: Approval of Authorization Forms.7. 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 July 2011. Fiscal Implications: Not applicable. Recommendation for Action: Not applicable.8. GIFTS TO THE SYSTEM
Fifty-Five gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $59,322. Fiscal Implications: Not Applicable. Recommendation for Action: No Action is Required.9. BUDGET AMENDMENTS AND TRANSFERS, 2010-2011
To report changes in the budget resolutions resulting from transactions processed during July, 2011. Fiscal Implications: Adjust State Public School Fund- $13,658,508 Adjust Local Current Expense Fund+ $229,239 Adjust Federal Grants Fund - State+ $18,982,250 Adjust Capital Outlay Fund-$36,713,394 Adjust Multiple Enterprise Fund+$943,695 Adjust Direct Grants Fund+$372,814 Adjust Other Restricted Fund+$2,507,087
Net Changes-$27,336,817 Recommendation for Action: No action. In accordance with the Budget Resolution, administration is reporting changes in appropriations.10. ALLIANCE OF PROFESSIONALS & CONSULTANTS, INC. SERVICE AGREEMENT
Technology Services has utilized a preferred vendors list since 2000. The list includes a limited number of approved vendors providing contract personnel to supplement district staff. Contracts for the current preferred vendors expire September 30, 2011. Therefore a Request for Proposal was released on May 22, 2011 offering qualified vendors an opportunity to bid on providing contracted technical resources moving forward. Eight proposals were received for consideration. A review committee was established and all eight proposals were evaluated. Alliance of Professionals & Consultants (APC) is one of the recommended vendors. APC currently provides contractors to support the Grants office, Student Assignment and requested Oracle enhancements. Last year $1,150,019.00 was approved to cover resources provided through APC. Current term expires September 30, 2011. A new one-year contract will be executed to begin October 1, 2011. The contract will allow for renewal of up to two consecutive one-year terms. It is estimated that $935,487.00 will be needed to cover current contracted resources during the first year. Fiscal Implications: Total amount of contract will be $935,487.00. $692,261.00 is required this fiscal year. The remaining $243,226.00 will be paid in 2012-2013. Funding for contracted services is identified and planned for in the Technology Services 2011-12 operating budget request. Recommendation for Action: Staff is requesting Board approval of contract.11. AUTONOMIC RESOURCES LLC SERVICE AGREEMENT
Technology Services has utilized a preferred vendors list since 2000. The list includes a limited number of approved vendors providing contract personnel to supplement district staff. Contracts for the current preferred vendors expire September 30, 2011. Therefore a Request for Proposal was released on May 22, 2011 offering qualified vendors an opportunity to bid on contracted technical resources moving forward. Eight proposals were received for consideration. A review committee was established and all eight proposals were evaluated. Autonomic Resources (AR) is one of the recommended vendors. AR currently provides contractors to support the mainframe and Student Information Systems. Last year $419,142.00 was approved to cover resources provided through AR. Current term expires September 30, 2011. A new one-year contract will be executed to begin October 1, 2011. The contract will allow for renewal of up to two consecutive one-year terms. It is estimated that $345,560.00 will be needed to cover current contracted resources during the first year. Fiscal Implications: Total amount of contract will be $345,560.00. $255,714.00 is required this fiscal year. The remaining $89,846.00 will be paid in 2012-2013. Funding for contracted services is identified and planned for in the Technology Services 2011-12 operating budget request. Recommendation for Action: Staff is requesting Board approval of contract.12. ST TECH, INC. SERVICE AGREEMENT
Technology Services has utilized a preferred vendors list since 2000. The list includes a limited number of approved vendors providing contract personnel to supplement district staff. Contracts for the current preferred vendors expire September 30, 2011. Therefore a Request for Proposal was released on May 22, 2011 offering qualified vendors an opportunity to bid on contracted technical resources moving forward. Eight proposals were received for consideration. A review committee was established and all eight proposals were evaluated. ST Tech, Inc. is one of the recommended vendors. ST Tech currently provides contractors to support the district's data warehouse and PL/SQL for Student Information Systems. Last year $216,448.00 was approved to cover resources provided through ST Tech. Current term expires September 30, 2011. A new one-year contract will be executed to begin October 1, 2011. The contract will allow for renewal of up to two consecutive one-year terms. It is estimated that $178,200.00 will be needed to cover current contracted resources during the first year. Fiscal Implications: Total amount of contract will be $178,200.00. $131,868.00 is required this fiscal year. The remaining $46,332.00 will be paid in 2012-2013. Funding for contracted services is identified and planned for in the Technology Services 2011-12 operating budget request. Recommendation for Action: Staff is requesting Board approval of contract.FACILITIES
13. LEASE: TEMPORARY DEBRIS STAGING AND REDUCTION SITE (BRYAN ROAD
SITE)
The County of Wake has a debris management plan for the removal, reduction, and disposal of large volumes of debris from public property following large scale disasters which includes entering into agreements with one or more contractors to manage and operate the removal, reduction, and disposal of disaster generated debris. The County has identified the Bryan Road site as a suitable location for a Temporary Debris Staging and Reduction Site ("TDSRS") to be used in the event of a disaster necessitating debris removal, reduction and disposal. Terms and conditions of a five (5) year lease agreement for the Bryan Road site to serve as a TDSRS have been reached. Prior to the Commencement Date, the Board has the right to terminate the Agreement upon sixty (60) days' notice in writing, and subsequent to the Commencement Date, the Board may terminate the agreement upon six (6) months written notice. Upon completion of the use of the Property by Wake County, it will restore the Property by grading, reseeding, and stabilizing all disturbed areas in accordance with conventional engineering and landscaping practices. A copy of the proposed lease agreement is attached. Fiscal Implications: Estimated income to the Board of Education is $7,500 per month for each month that the Property is in use by Wake County, including the period during which the property is being restored upon completion of TDSRS operations. Recommendation for Action: Board approval is requested.14. DEED OF EASEMENT FOR TOWN OF WAKE FOREST SIDEWALK: WAKE FOREST
ELEMENTARY
The Town of Wake Forest is undertaking a project to make pedestrian improvements to benefit Wake Forest Elementary School as part of the Safe Routes to School Program. The improvements include a sidewalk connection on the east side of South Wingate Street. In order to construct the improvements across Board property, sidewalk easements containing 0.016 acres (687 sq. ft.) and temporary construction easements containing 0.024 acres (1,087 sq. ft.) are needed. The requested easements will not substantially interfere with the present or future use of the property. Staff requests that Board grant the requested easements. A copy of the easement document is attached with the area of the easements identified on Exhibit "A". Fiscal Implications: Inasmuch as the new sidewalk will provide a safer walking path for Wake Forest Elementary students, this easement is being granted at no cost. Recommendation for Action: Board approval is requested. 15.DEED OF EASEMENT FOR CITY OF RALEIGH GREENWAY AND TEMPORARY
CONSTRUCTION: WEST MILLBROOK MIDDLE
The City of Raleigh ("City") has undertaken a project for the enhancement and expansion of public parks and greenways. This project includes widening the existing sidewalk on the West Millbrook Middle School campus. The greenway easement required upon Board property includes 0.027 acres (1,158 sq. ft.). A temporary construction easement is also required for construction of the improvements. The temporary construction easement required upon Board property includes 0.184 acres (8,025 sq. ft.) Construction is scheduled for winter 2011. Terms and conditions have been reached regarding compensation for the acquisition of the easements. The requested easements will not substantially interfere with the present or future use of the property. Staff requests that Board grant the requested easements. A copy of the easement documents and plat are attached with the areas of the easements identified on the plat. Fiscal Implications: The City of Raleigh will compensate the Board in the amount of $15,800 for the easements. Recommendation for Action: Board approval is requested. 16.CONSTRUCTION AGREEMENT FOR ROLESVILLE ROAD/ROLESVILLE BYPASS
INTERSECTION: ROLESVILLE HIGH
As part of the Rolesville High School project, the NCDOT is requiring the construction of a free flow right-turn lane on the eastbound Rolesville Bypass, additional lane on Rolesville Road to accommodate the free flow right-turn lane, and signal light at the Rolesville Road/Rolesville Bypass intersection. This intersection is also being improved under NCDOT Project R-2814B (R-2814B). It is cost effective and will limit nuisance to the public if the improvements related to the school project are included with R-2814B. While NCDOT will construct the roadway improvements, the Board is responsible for the cost of all school related improvements, utility relocations, and acquisition of all necessary real property interests. A reimbursement agreement between the Board and NCDOT outlining the responsibilities of both parties for this project is attached for review and approval by the Board. Fiscal Implications: Estimated cost for construction of all necessary roadway improvements and utility relocations is $155,847.78. Funding is available from the CIP 2006 Off-Site (public) Improvements budget. Recommendation for Action: Board approval is requested. 17. RESOLUTION: FUNDING REALLOCATION FOR PLAN 2000 AND PLAN 2004
Resolution requests reallocation of $102,632 of savings from three PLAN 2000 projects to PLAN 2000 Program Contingency and of $2,269,075 from fifteen PLAN 2004 projects to PLAN 2004 Program Contingency. Since these projects were completed under budget, the funds are now available as savings. Total reallocation amount is $2,371,707. Fiscal Implications: The program contingency funds will be available upon reallocation. A separate précis will request Board approval to reduce the PLAN 2000 Plan of Record (overall budget) by $102,632, reduce the PLAN 2004 Plan of Record (overall budget) by $2,269,075, and to increase the CIP 2006 overall budget by $2,371,707. This action would close PLAN 2000 and leave minor issues at eleven projects to close PLAN 2004. PLAN 2004 is expected to close in January 2012. Recommendation for Action: Board approval is requested.18. RESOLUTION: CHANGE BUDGETS FOR PLAN 2000, PLAN 2004, AND CIP 2006
This resolution requests reducing the Plan of Record (overall budget) for PLAN 2000 by $102,632, the Plan of Record (overall budget) for PLAN 2004 by $2,269,075, and increasing the overall budget for the CIP 2006 School Building Program by $2,371,707. These reductions are due to savings in the PLAN 2000 and PLAN 2004 Building Programs. These savings will be budgeted in CIP 2006 Reserve and will be appropriated at a later date. The new Reserve amount will increase to $61,784,133. With the exception of the savings above, these funds are contingent upon the last issuance of CIP 2006 bonds, currently planned for early spring 2012. The reduction in Plan 2000 will close this building program. Fiscal Implications: The Plan of Record for PLAN 2000 will decrease by $102,632, PLAN 2004 will decrease by $2,269,075, and CIP 2006 will increase by $2,371,707 to $1,082,647,294. Recommendation for Action: Board approval is requested.19. CHANGE ORDER NO. CM-27: ALSTON RIDGE ELEMENTARY
Board approval is requested for Change Order No. CM- 27 to Barnhill Contracting Company, Inc., for their Construction Management at Risk (CMAR) contract for of Alston Ridge Elementary. This change order, a reduction in the amount of $529,384.76, provides final reconciliation of the remaining contractual amount and will complete this contract. The final Guaranteed Maximum Price for this contract is $20,317,118.14. The CMAR contracts allow for unused construction manager contingency funds to be credited to the construction manager as follows: 40% for meeting substantial completion; 20% for meeting final completion; and 40% for meeting specific performance measures. This construction manager met substantial completion, final completion, and met 91% of the performance measures. The attachments show how the unused construction manager contingency was calculated, the process for evaluation of their performance, and other key criteria about this contract. Fiscal Implications: Funding is available from the total project budget of $25,350,594, of which $23,171,540 is from CIP 2006, $2,159,496 is from CIP 2006 Offsite (public) Improvements, and $19,558 is from the Town of Cary. Recommendation for Action: Board approval is requested.20. CHANGE ORDER NO. CM-17: SMITH ELEMENTARY
Board approval is requested for Change Order No. CM-17 to Skanska USA Building, Inc., for their Construction Management at Risk (CMAR) contract for Smith Elementary. This change order, a reduction in the amount of $550,215.61, provides final reconciliation of the remaining contractual amount and will complete this contract. The final Guaranteed Maximum Price for this contract is $17,658,213.05. The CMAR contract allows for unused construction manager contingency funds to be credited to the construction manager as follows: 40% for meeting substantial completion; 20% for meeting final completion; and 40% for meeting specific performance measures. This construction manager met substantial completion, did not meet final completion, and met 72% of the performance measures. The attachments show how the unused construction manager contingency was calculated, the process for evaluation of their performance, and other key criteria about this contract. Fiscal Implications: Funding is available from the total project budget of $21,512,258 of which $20,891,661 is from CIP 2006, $390,597 from CIP 2006 Offsite (public) Improvements, and $230,000 from Plan 2004. Recommendation for Action: Board approval is requested.STUDENT ACHIEVEMENT
21. GRANT PROPOSALS
Competitive (#05812): Fuquay-Varina Woman's Club, Teacher Mini-Grants / Individual Schools. Competitive (#05912): Kinder Morgan Foundation, Kinder Morgan Foundation Grant / Individual Schools.Collaborative (#06012): National Science Foundation, Engineering Research Centers / NC State University with Individual Schools.Competitive (#06112): GlaxoSmithKline Foundation, Ribbon of Hope Grant / Individual Schools.Competitive (#06212): Woodmen of the World, Educational Grant / Individual Schools.Competitive (#06312): Wake Forest Area Chamber of Commerce, Teacher Grants / Individual Schools.Competitive (#06412): W. K. Kellogg Foundation, Kellogg Foundation Grant / Individual Schools.Competitive (#06512): Annie's Homegrown, Grants for Gardens / Individual Schools.Competitive (#06612): Vernier Software and Technology, Vernier/National Science Teachers Association (NSTA) Technology Awards / Individual Schools.Competitive (#06712): Magnet Schools of America, Mini "Action Research" Grants / Individual Magnet Schools.Competitive (#06812): Michael and Susan Dell Foundation, Foundation Grants / Individual Schools.Competitive (#06912): KaBOOM!, It Starts With a Playground Grant Program / Individual Schools.Collaborative (#07012): NC Department of Juvenile Justice and Delinquency Prevention (JCPC), Level 2 Dispositional Alternatives Projects / Individual Schools.Competitive (#07112): NC Foundation for Public School Children, Foundation Grant Program / Individual Schools.Collaborative (#07212): Institute of Education Sciences (Institute), Duke University Psychology Department, Education Research Grant Program / Individual Schools. Competitive (#07312): United Arts Council, Arts in Education Grant / Individual Schools.Competitive (#07412): The Beehive Collective, People, Planet, and Prosperity Grant / Individual Schools.Competitive (#07512): The Clorox Company, Power A Bright Future Grant Program / Individual Schools.Competitive (#07612): IBM, KidSmart Early Learning Program / Individual Schools. Competitive (#07712): Kappa Delta Pi Educational Foundation, Classroom Teacher Grant / Individual Schools.Competitive (#07812): United Way and USA TODAY Charitable Foundation, United Way Healthy Teens / Individual Schools.Competitive (#07912): Bill & Melinda Gates Foundation, Harvard University Center for Education Policy Research, Strategic Data Project / Central Services. 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
22. RECOMMENDATION FOR EMPLOYMENT
1. Professional 2. Support 3. Contract Central Services AdministratorPOLICY
23. BOARD POLICY 3219: JOB DESCRIPTION TEACHER
Revised: Second Reading This policy was presented to the Board for a first reading at its 8/16/11 meeting. Fiscal Implications: None. Recommendation for Action: Board approval is requested.24. BOARD POLICY 3230: EVALUATION OF LICENSED EMPLOYEES
Revised: Second Reading This policy was presented to the Board for a first reading at its 8/16/11 meeting. Fiscal Implications: None. Recommendation for Action: Board approval is requested.BOARD
25. 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.26. RALEIGH DINGMAN AWARD
Each Board of Education is invited to nominate one candidate for the prestigious Raleigh Dingman Award. The Raleigh Dingman winner serves as an ex officio member of the State Board of Education and represents NCSBA and the 115 local Boards of Education. Due to Deborah Prickett's close connection with the State Board of Education and the North Carolina Department of Public Instruction, the précis is intended to serve as the Board's nomination for this award. She has indicated that she can meet the requirements for serving in this capacity. Fiscal Implications: None. Recommendation for Action: Board approval is requested.ACTION ITEMS
FACILITIES
27. RESOLUTION: REQUEST TO SURPLUS 21.54 ACRES OF LAND AT ROLESVILLE
HIGH (H-6)
The Board of Education owns 143.26 acres of land in Rolesville which is the site of Rolesville High School, and which is located on the western side of Rolesville Road in the southeastern quadrant of its intersection with Quarry Road. The particular portion of the tract that is sought to be declared as surplus at this time is the northern portion of the site, and is unnecessary or undesirable for public school purposes as contemplated in N.C.G.S. 115C-518. Staff requests that the Board of Education declare as surplus and order the sale of the property, to include completion of subdivision and rezoning of the surplus area, which is depicted on an exhibit attached. The property is further identified as a portion of PIN #1768-55-3208 of 21.54 acres, the precise area of which shall be confirmed by survey. Fiscal Implications: Upon approval from the Board of Education, staff will implement per policy 7250. Recommendation for Action: Board approval is requested.28. OFFER TO PURCHASE AND CONTRACT FOR SALE OF A ±8.0 ACRE PORTION OF
SURPLUS 10.01 ACRES: CENTRAL SERVICES BUILDING (2302 NOBLE ROAD)
The Board of Education owns 10.01 acres of land and 24,353 square feet of office, bus repair, and warehouse space, known as Wake County Public School System Noble Road Central Services located at 2302 Noble Road, Raleigh, NC. The Board of Education declared it as surplus and ordered its sale on November 9, 2010. At its December 6, 2010 meeting, the Wake County Board of Commissioners declined to purchase the property at fair market value. Terms and conditions of an Offer to Purchase and Contract have been received requesting the sale of ±8.0 acres of the 10.01 acre tract, subject to survey, to Grubb Ventures, LLC, at a purchase price of $1,900,000. A map illustrating the proposed subdivision and relevant valuation benchmarks are included on an attachment hereto. Subdivision of the tract into two parcels will be required to facilitate the sale, which will result in the Board's retention of a ±2.01 acre tract containing an office building suitable for immediate lease or sale, a modular building, a building currently occupied as a print shop, and surrounding parking. The property is further identified as being a portion of the tract having Wake County PIN #1705-91-2122 and Wake County Tax Account # 0102475. Fiscal Implications: Estimated gross income to the Board of Education "to reduce the County's bonded indebtedness for schools or for future land acquisitions for schools" is $1,900,000. Net income from the sale is anticipated to replenish the funds from the capital budget that were set aside by Wake County to secure a portion of future lease costs of the Crossroads Administrative Building lease. Recommendation for Action: Board approval is requested for the conditions and terms of the proposed contract subject to attorney approval of the contract as to form, and conditioned upon and subject to completion of the advertisement and upset process as described in N.C.G.S. 115C 518 and N.C.G.S. 160A-269. FINANCE
29. RENEWAL OF COVERAGE: GENERAL LIABILITY, PROFESSIONAL LIABILITY,
VEHICLE, AND UMBRELLA EXCESS INSURANCE COVERAGE
The Wake County Public School System (WCPSS) maintains General Liability, School District & Educators Legal Liability, Law Enforcement Professional Liability, Vehicle Insurance, and Umbrella Excess Insurance to limit risk of financial and physical loss of resources and assets. Based upon an offer from Wake County, WCPSS and Wake County worked together in review of current liability coverage and alternate options that may lead to savings. The review resulted in considering four different coverage options. Annual premiums for the four options are: OPTION 1 -MONTGOMERY INSURANCE$887,679
(Current Insurance Program) OPTION 2 -MONTGOMERY INSURANCE$628,262
($75,000/$150,000 Deductible Program) OPTION 3 -ARGONAUT INSURANCE$690,705
(Large Deductible Program) OPTION 4 -UNITED EDUCATORS PROGRAM $689,402
(Stop Loss $1,000,000; $10,000 Maintenance Deductible) Fiscal Implications: Funds are available in 2011-2012 Risk Management Budget. Recommendation for Action: A comparison of the total out of pocket costs (premium & deductible) was conducted utilizing five years claims history. Based upon this comparison, Option 2 results in the lowest out of pocket costs at the yearly claim average and at all levels of claims over the five-year period. Staff recommends Option 2 and requests Board Approval.30. RENEWAL OF PROPERTY INSURANCE COVERAGE: OWNED OR LEASED REAL
& PERSONAL PROPERTY, BOILER & MACHINERY, AND MUSICAL
INSTRUMENTS
The Wake County Public School System (WCPSS) has maintained Property Insurance Coverage through participation in the statewide pool administered by the N.C. Department of Public Instruction for over 20 years. Based upon an offer from Wake County, WCPSS and Wake County worked together in review of current property insurance coverage and alternate options that may lead to savings. The review resulted in considering four different coverage options. Annual premiums for the four options are: OPTION 1: North Carolina Department of Public Instructions$914,292 ($5,000 Deductible All Perils; except $2,000 Theft & Vandalism; $25,000 Flood & Earthquake) OPTION 2: North Carolina Department of Public Instructions$865,550 ($10,000 Deductible All Covered Causes of loss; except $2,000 Theft & Vandalism; $25,000 Flood & Earthquake) OPTION 3: North Carolina Department of Public Instructions$770,326 ($100,000 Deductible All Covered Causes of loss) OPTION 4: Travelers Insurance$974,853 ($10,000 Deductible All Covered Causes of loss) Fiscal Implications: Funds are available in 2011-2012 Risk Management Budget. Recommendation for Action: A comparison of the total out of pocket costs (premium & deductible) was conducted utilizing five years claims history. Based upon this comparison, Options 1 and 2 result the in the lowest out of pocket costs at the yearly claim average. Using the five-year average, Options 1 and 2 have effectively the same total out of pocket cost. If claim volume increases above prior year averages, Option 1 will require the lowest out of pocket expenditure. Staff recommends Option 1 and requests Board Approval.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 consult with an attorney employed or retained by the Board in order to preserve the attorney-client privilege as provided in G.S. 143-318.11 (a)(3).To consult with the Board of Education attorney and preserve the attorney-client privilege as provided in G.S. 143-318.11 (a)(3) A.E. by parents T.E. and M.E. v. the Wake County Board of Education, in the Office of Administrative Hearings, 11 EDC 0465.ACTION ITEMS CONT'D
HUMAN RESOURCES
31. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)
32. RECOMMENDATION FOR CAREER STATUS
ADJOURNMENT
Meetings will be held in the Administration Building, 3600 Wake Forest Road, Raleigh, NC unless otherwise indicated.