Board Agenda for the Week of 09/07/2004

OPEN SESSION

CALL TO ORDER - 4:00 p.m.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chair's Comments
Superintendent's Report

PUBLIC COMMENT

Citizens who signed up to address the board during public hearing 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 hearing, 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

August 3, 2004- Committee of the Whole
August 3, 2004- Open Meeting
August 17, 2004 - Committee of the Whole
August 17, 2004 - Open Meeting
August 17, 2004- Closed Session

FACILITIES

1. EASEMENT - KINGSWOOD ELEMENTARY

Completion of construction at Kingswood Elementary requires the dedication to the Town of Cary of an easement for an underground storm water retention basin including access containing 16,981 square feet. The easement will be provided by recorded plats. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval of an easement to the Town of Cary for an underground storm water retention basin including access containing 16,981 square feet.

2. RESERVOIR WATERSHED PROTECTION AND ACCESS EASEMENT AND AGREEMENT - KINGSWOOD ELEMENTARY

Construction at Kingswood Elementary requires the location of an underground stormwater management basin and an access easement. A Reservoir Watershed Protection and Access Easement and Agreement is required by the Town of Cary stating requirements for construction, operation and maintenance of the underground stormwater basin. Fiscal Implications: Maintenance is to be provided by WCPSS staff. Budget for 2004-2005 includes $250,000 for maintenance at 80 schools within jurisdiction of Raleigh and Cary. Recommendation for Action: Staff requests Board approval of a Reservoir Watershed Protection and Access Easement and Agreement for an underground stormwater management basin at Kingswood Elementary.

3. CONSTRUCTION DOCUMENTS: MILLBROOK HIGH

Staff has reviewed the construction documents and requests Board approval and authorization to advertise for the construction of Millbrook High School additions and renovations. Fiscal Implications: The total proposed project budget is $27,581,846, of which $1,321,955 is from the PLAN 2000 School Building Program and $26,259,981 is from the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.

4. BIDS: WEST LAKE ELEMENTARY AND MIDDLE - FIRE LINE EXTENSION

Bids for the Fire Line Extensions at the West Lake Schools were received on July 28, 2004. Staff and Dewberry recommend award of the single-prime contract to ABE Utilities, Inc. in the amount of $175,632. Only one bid was received on the second attempt to bid this project. Fiscal Implications: Funding is available from the total project budget of $235,000 as provided in the 2004-2005 operating budget. Recommendation for Action: Board approval is requested.

5. CHANGE ORDER NO 4: E10 (BARWELL ROAD AREA ELEMENTARY)

Board approval is requested for Change Order No. 4 to Small Kane Architects, PA. This change order in the amount of $134,465.60 is for the Design Development through Construction Documents phases for the City of Raleigh's park portion of the project. A previous change order was issued to complete the design to Design Development documents. Fiscal Implications: Funding is available from the total project budget of $20,516,821, of which $697,249 is from PLAN 2000 Start Up funds, $13,819,572 is from the PLAN 2004 School Building Program and $6,000,000 is from the City of Raleigh's Parks and Recreation Department. This design phase change order will be funded by the City of Raleigh. Recommendation for Action: Board approval is requested.

FINANCE

1. RENEWAL OF NOVELL SITE LICENSE

WCPSS operates the entire network under a renewable School License Agreement with Novell, Inc., which was originally signed in December 2000. This software is one of our basic needs to provide network access, email and business operations. Our annual enrollment fee is calculated at $2 per license. This license fee has remained static since 1999. The enrollment fee for WCPSS is reviewed each year to determine appropriate level of license and the total cost is adjusted if necessary. Fiscal Implications: Total amount of renewal is $200,000. Funding was planned for and is available in the Technology Services current expense budget.

2. KOCH FINANCE AGREEMENT FOR PURCHASE OF EMC HARDWARE

At the August 3 Board of Education meeting, the Board approved in concept a proposal from EMC, which provides a solution to our current data storage, needs. The solution includes the hardware, software, support and professional services necessary to outfit the data center and link key processes. A four-year finance agreement will be utilized through Koch Financial. The final documentation required for signature has been drafted and is being presented today for approval. The overall proposal was presented to the County Commissioners as an action item on August 16 and was approved to be added to the consent agenda at their September 20 meeting. Fiscal Implications: Payment amount in 2004-05 fiscal year is $475,606.41. Funding in the amount of $475,606.41 will be included in the current expense budget request beginning with the 2005-06 fiscal year to cover annual payment. Final payment against the four-year finance agreement would be made in the 2007-08 fiscal year.

3. RENEWAL OF COVERAGES: GENERAL LIABILITY, PROFESSIONAL LIABILITY, VEHICLE AND UMBRELLA INSURANCE COVERAGES

The Wake County Public School System maintains General Liability, School District & Educators Legal Liability, Law Enforcement Professional Liability, Vehicle Insurance, and Umbrella Excess Insurance with the Surry Insurance Agency/Utica National Insurance Group. Proposals were not requested from other agents/brokers because this is the second year of a three-year contract and the agents/brokers that submitted proposals in 2003 either could not provide needed coverage or could only provide at a substantially higher self-insured retention. The recommended action for the 2004-2005 school year is to renew existing policies. The cost will be $1,034,534.25 for school liability insurance. Fiscal Implications: Funds are available in the Risk Management budget for 2004-2005.

4. APPROPRIATION OF FUND BALANCE

To appropriate fund balance that was reserved to purchase ten activity buses $656,750 for implementing a plan to start replacing over-mileage and outdated buses and for the purchase of forty-five school buses $2,708,770 to accommodate growth and improve service. The original purchases were approved on January 6, 2004, and March 2, 2004, after the state contract had expired. Fiscal Implications-These funds were reserved in fund balance at June 30, 2004, in the amount of $3,365,520. Recommendation for Action-Approve a fund balance appropriation of $3,365,520.

PROGRAM

1. GRANT PROPOSALS

Competitive (#887): United Arts Council of Raleigh and Wake County, Artists in Residency / Individual schools. Competitive (#888): National Science Teachers Association, Toyota TAPESTRY / Individual schools. Competitive (#889): National Council of Teachers of Mathematics, Toyota TIME / Individual schools. Competitive (#890): Trentini Foundation / Wake Forest area schools. Competitive (#891): Wake Forest Chamber of Commerce / Wake Forest area schools. Competitive (#892): Wal-Mart Foundation / Individual schools. Competitive (#893): Women's Sport Foundation, Go Girl Go / Individual schools. Competitive (#894): North Carolina Electric Cooperatives, Bright Ideas / Individual schools. Competitive (#895): Wake Education Partnership, Food For Thought / Individual schools. Competitive (#896): Laura Bush Foundation, Literacy / Individual schools. Any required cash and/or in-kind contributions vary by grant program. Board approval is requested.

2. MEMORANDUM OF UNDERSTANDING (1): COMMUNITIES IN SCHOOLS OF WAKE COUNTY AND THE WAKE COUNTY PUBLIC SCHOOL SYSTEM

The Memorandum of Understanding outlines the representative commitments of Communities in Schools of Wake County and the Wake County Public School System for implementing a school-based Communities in Schools program. There are no fiscal implications. Staff recommends the Board approve the Memorandum of Understanding between Communities in Schools of Wake County and the Wake County Public School System.

3. MEMORANDUM OF UNDERSTANDING (2): COMMUNITIES IN SCHOOLS OF WAKE COUNTY AND THE WAKE COUNTY PUBLIC SCHOOL SYSTEM

The Memorandum of Understanding outlines the respective commitments of Communities in Schools of Wake County and the Wake County Public School System as they pertain to the operation of Community Learning Centers located in public housing communities. There are no fiscal implications. Staff recommends the Board approve the Memorandum of Understanding between Communities in Schools of Wake County and the Wake County Public School System.

HUMAN RESOURCES

1. RECOMMENDATIONS FOR EMPLOYMENT

2. REQUEST FOR LEAVE

BOARD ADVISORY COUNCIL NOMINATIONS

CLOSED SESSION

To consider confidential personnel information protected under G.S.115C-319.

ACTION ITEMS

1. PILOT PROGRAM TO SERVE LONG-TERM SUSPENDED STUDENTS IN ALTERNATIVE SETTINGS

Thirty to forty-five long-term suspended students will be served in three community service-learning and academic programs. Communities in Schools of Wake County, The DuBois Center, Harriet B. Webster Task Force for Student Success, the NC Department of Public Instruction, and the Wake County Public School System will be partners in this long-term suspension alternative. NoveNET will be the instructional tool used in the academic component. The programs will be located in the learning centers at Heritage Park and Kentwood public housing communities and The DuBois Center, and will be operated under contracts with Communities in Schools of Wake County and The DuBois Center. Joint funding will be provided by Communities in Schools of Wake County, The DuBois Center, the NC Department of Public Instruction, and the Wake County Public School System. The cost to the Wake County Public School System will be $150,000�a $100,000 contract with Communities in Schools of Wake County to serve 20-30 students at Heritage Park and Kentwood public housing communities and a $50,000 contract with The DuBois Center to serve 10-15 students at The DuBois Center. Staff recommends the Board approve the contracts with Communities in Schools of Wake County and The DuBois Center.

HUMAN RESOURCES

1. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENTS

ADJOURNMENT

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