WCPSS--Board of Education

OPEN SESSION

1. CALL TO ORDER

2. QUORUM DETERMINATION

3. INFORMATION

Chair's Comments
Superintendent's Comments

4. APPROVAL OF MEETING AGENDA

INFORMATION ITEMS

5. SPECIAL EDUCATION SUPPORT FOR SECONDARY LEVEL

FRAMEWORK SCHOOLS

The special education K-12 support team provides targeted assistance and resources to
secondary schools. Schools are identified as framework schools based on specific
variables. The purpose of the targeted support is to respond to the needs as identified in
the review of data associated with the variables. Fiscal Implications: None.
Recommendation for Action: Information item only

6. 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

7. APPROVAL OF MEETING MINUTES

August 11, 2009-Facilities and Operations Committee Meeting Minutes
August 25, 2009-Student Achievement Committee Meeting Minutes
September 1, 2009-Committee of the Whole Meeting Minutes
September 1, 2009-Board of Education Meeting Minutes

FINANCE

8. AUTHORIZATION FORMS

These authorization forms designate the persons authorized to sign vouchers for the
payment of money on behalf of Wake Forest Elementary. Fiscal Implications: These
authorization forms are required for bank records. Recommendation for Action:
Approval of Authorization Forms.

9. CHANGE ORDER 1 TO ALLIANCE OF PROFESSIONALS &

CONSULTANTS, INC. (APC) SERVICE AGREEMENT

A Request for Proposal was released in June 2008 offering qualified vendors an
opportunity to bid on contracted technical resources in the area of application
development and programming. Fourteen proposals were received. Discussions followed,
proposals were rated and the choices were pared down to four vendors to serve as
preferred vendors for these services. APC was one of the four vendors chosen. On
September 16, 2008 the Board awarded APC a one-year contract to begin October 1,
2008. $1,615,700 was encumbered during 2008-09 to offset anticipated costs of contract
personnel serving under APC. Change order 1 is being executed to renew services for
another one-year term. Rates were negotiated and reduced by ten percent. $952,000 has
been calculated to cover anticipated invoiced amounts during the 2009-10 fiscal year.
Fiscal Implications: Amount of change order is $952,000. Funding for contracted
services was identified and planned for in the Technology Services 2009-10 operating
budget request. Recommendation for Action: Staff is requesting Board approval of
change order.

10. CHANGE ORDER 1 TO AUTONOMIC RESOURCES SERVICE

AGREEMENT

A Request for Proposal was released in June 2008 offering qualified vendors an
opportunity to bid on contracted technical resources in the area of application
development and programming. Fourteen proposals were received. Discussions followed,
proposals were rated and the choices were pared down to four vendors to serve as
preferred vendors for these services. Autonomic Resources was one of the four vendors
chosen. On September 16, 2008 the Board awarded Autonomic Resources a one-year
contract to begin October 1, 2008. $1,008,000 was encumbered during 2008-09 to offset
anticipated costs of contract personnel serving under Autonomic Resources. Change
order 1 is being executed to renew services for another one-year term. Rates were
negotiated and reduced by ten percent. $405,000 has been calculated to cover anticipated
invoiced amounts during the 2009-10 fiscal year. Fiscal Implications: Amount of change
order is $405,000. Funding for contracted services was identified and planned for in the
Technology Services 2009-10 operating budget request. Recommendation for Action:
Staff is requesting Board approval of change order.

11. CHANGE ORDER 3 TO ST TECH, INC. SERVICE AGREEMENT

A Request for Proposal was released in June 2008 offering qualified vendors an
opportunity to bid on contracted technical resources in the area of application
development and programming. Fourteen proposals were received. Discussions
followed, proposals were rated and the choices were pared down to four vendors to
serve as preferred vendors for these services. ST Tech was one of the four vendors
chosen. On September 16, 2008 the Board awarded ST Tech a one-year contract to
begin October 1, 2008. $465,936 was encumbered during 2008-09 to offset
anticipated costs of contract personnel serving under ST Tech. Change order 3 is
being executed to renew services for another one-year term. Rates were negotiated and
reduced by ten percent. $275,000 has been calculated to cover anticipated invoiced
amounts during the 2009-10 fiscal year. Fiscal Implications: Amount of change order
is $275,000. Funding for contracted services was identified and planned for in the
Technology Services 2009-10 operating budget request. Recommendation for Action:
Staff is requesting Board approval of change order.

12. CHANGE ORDER 1 TO NWN CORPORATION SERVICE AGREEMENT

A Request for Proposal was released in June 2008 offering qualified vendors an
opportunity to bid on workstation support services. Nine proposals were received.
Discussions followed, proposals were rated and the choices were pared down to three
vendors from which to utilize contracted resources in providing these services. NWN
was one of the three vendors chosen. On September 16, 2008 the Board awarded NWN
a one-year contract to begin October 1, 2008. $281,440 was encumbered during 2008-09
to offset anticipated costs of contract personnel serving under NWN. Change order 1 is
being executed to renew services for another one-year term. $415,000 has been calculated
to cover anticipated invoiced amounts during the 2009-10 fiscal year. Fiscal Implications:
Amount of change order is $415,000. Funding for contracted services was identified and
planned for in the Technology Services 2009-10 operating budget request.
Recommendation for Action: Staff is requesting Board approval of change order.

13. RENEWAL OF EMC MAINTENANCE AND SUPPORT OF HARDWARE

AND SOFTWARE PRODUCTS

EMC hardware and associated software were purchased in 2004. Included in the
purchase price was a negotiated fee for three years of maintenance and support
coverage. This three-year term expired July 1, 2008. Last year the maintenance and
support fee was negotiated down to $59,929.42 due to the expectation of replacing
current hardware with the purchase of new equipment through EMC. This equated to
an average monthly cost of $11,080.46. Since that time, budget constraints forced the
purchase to be suspended. Therefore part of the coverage fee waived last year is
included as part of this year's renewal fee. Fee to renew maintenance and support
coverage for all products through August 1, 2010 is $187,586.80. This equates to an
average monthly cost of $11,623.61 or a 4.9% increase when compared to last year.
Fiscal Implications: Amount of support renewal is $187,586.80. Funding for
contracted services was identified and planned for in the Technology Services 2009
10 operating budget request. Recommendation for Action: Staff is requesting Board
approval of renewal.

14. RENEWAL OF SUPPORT FOR SYMNATEC ACADEMIC PROGRAM

PRODUCTS

A purchase was made in April 2005 of Symantec network hardware and security software.
Included in the purchase price quoted was the licensing cost as well as three years of
support coverage which was a set amount to be invoiced each year. This three-year term
carried support through July 1, 2008. Last year's cost to purchase additional licensing and
one-year of support coverage was $139,000 plus applicable tax ($148,382.50). This year
the renewal fee for support only is $125,000, no tax required. Renewal is being processed
through Software House International. Fiscal Implications: Amount of support renewal
is $125,000. Funding for contracted services was identified and planned for in the
Technology Services 2009-10 operating budget request. Recommendation for Action:
Staff is requesting Board approval of renewal.

FACILITIES

15. HVAC DESIGN SERVICES: WAKE FOREST-ROLESVILLE MIDDLE

Negotiations have been completed with Engineered Designs, Inc., to provide mechanical
engineering services for the Wake Forest-Rolesville Middle School HVAC Replacement
Project, in accordance with the Master Mechanical Engineering Services Agreement.
Fiscal implications: Funding is available from the total budget of $67,813,687 for CIP
2006 Life-Cycle Replacement of Building Components. Proposed compensation for the
design consultant is $181,800. Recommendation for action: Board approval is requested.

16. BIDS: WAKE FOREST-ROLESVILLE MIDDLE MOBILES

Bids were received on August 18, 2009 for connecting and installing all services (power,
water, sewer, data, and ADA access) and interior fit-up of three single mobile units at
Wake Forest-Rolesville Middle School. All of the mobile units will be moved from the
Central Services Complex on Rock Quarry Road. Staff recommends award of the single
prime contract to C. Blake Lewis, Inc., in the amount of $146,992. Reference the
attachment for details of the per classroom costs. Fiscal implications: Funding is
available from the total project budget of $16,935,553, all of which is from the CIP 2006
Mobile Classroom Relocation and Leasing, 2007-2009 project. Recommendation for
action: Board approval is requested.

17. CHANGE ORDER NO. CM-21: BANKS ROAD ELEMENTARY

Board approval is requested for Change Order No. CM-21 to Barnhill Contracting
Company, Inc., for their Construction Management at Risk (CMAR) contract for Banks
Road Elementary School. This change order, a reduction in the amount of $72,077, is
primarily the net of credits for unused earthwork allowances, reduced by increased cost
for extending the construction schedule. Fiscal implications: Funding is available from
the total project budget of $22,199,127, of which $745,000 is from PLAN 2004,
$20,049,101 from CIP 2006, $1,020,924 from CIP 2006 Offsite Improvements, and
$384,102 provided by the Town of Fuquay-Varina and the Wake County Parks and
Recreation Department for additional ball fields, parking, and utilities for future
upgrades to the park facility. Recommendation for action: Board approval is requested.

18. CHANGE ORDERS CM-21 & CM-22: RIVER BEND ELEMENTARY

Board approval is requested for Change Orders CM-21 and CM-22 to Barnhill
Contracting Company, Inc., for their Construction Management at Risk (CMAR)
contract for the construction of the River Bend Elementary School. These change
orders, a reduction of $9,980.60 and an increase of $4,409.69, provide final reconciliation
of the remaining construction manager contingency and architectural contingency funds.
These change orders will complete this contract. The final Guaranteed Maximum Price
for this contract is $16,935,435.43. The CMAR contracts allow for unused construction
manager contingency funds to be credited to the construction manager as follows: 40%
of the original amount for meeting substantial completion; 20% of the original amount
for meeting final completion; and 40% of the unused amount for meeting specific
performance measures. This construction manager met substantial completion, final
completion, and met 94.6% 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 $20,893,558, of which $2,292,654 is
from PLAN 2004, $18,302,934 from CIP 2006, $259,622 from CIP 2006 Offsite
Improvements, $18,000 from Wake County, and $20,348 from Wake Technical
Community College. Recommendation for action: Board approval is requested.

STUDENT ACHIEVEMENT

19. GRANT PROPOSALS

Competitive (#002310): National Gardening Association, Kids Gardening, Healthy Sprouts Awards / Individual Schools.
Competitive (#002410): Toyota TAPESTRY Grants for Science Teachers Program / Individual Schools.
Competitive: (#002510): NC General Assembly, NC Department of Public Instruction, Dropout Prevention Grant / Individual Schools.
Collaboration (#002610): GlaxoSmithKline Ribbon of Hope, Kraft Family YMCA / Individual Schools.
Collaboration (#002910): Institute of Education Sciences, Special Education Research Grants / Central Services, Counseling and Student Services.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by
grant program. Recommendation for Action: Staff is requesting Board approval.

POLICY

20. BOARD POLICY 1200: DUTIES OF OFFICERS

Policy Revision: Second Reading
This policy has been reviewed by the Policy Committee and the Committee of the
Whole as a part of the 1000 series review cycle. Recommendation for Action: Staff is
requesting Board approval.

21. BOARD POLICY 1214: ATTORNEY

Policy Revision: Second Reading
This policy has been reviewed by the Policy Committee and the Committee of the
Whole as a part of the 1000 series review cycle. Recommendation for Action: Staff is
requesting Board approval.

22. BOARD POLICY 1300: BOARD MEETINGS

Policy Revision: Second Reading
This policy has been reviewed by the Policy Committee and the Committee of the
Whole as a part of the 1000 series review cycle. Recommendation for Action: Staff is
requesting board approval.

23. BOARD POLICY 1315: PUBLIC HEARINGS

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 1300 Board Meetings. This policy
has been reviewed by the Policy Committee and the Committee of the Whole as a part
of the 1000 series review cycle. Recommendation for Action: Staff is requesting Board
approval to delete this policy.

24. BOARD POLICY 1316: HEARING PANELS

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 1300 Board Meetings. This policy
has been reviewed by the Policy Committee and the Committee of the Whole as a part
of the 1000 series review cycle. Recommendation for Action: Staff is requesting Board
approval to delete this policy.

25. BOARD POLICY 1323: RULES OF ORDER

Policy Revision: Second Reading
This policy has been reviewed by the Policy Committee and the Committee of the
Whole as a part of the 1000 series review cycle. Recommendation for Action: Staff is
requesting Board approval.

26. BOARD POLICY 2100: EMPLOYMENT OF THE SUPERINTENDENT

Policy Revision: Second Reading
This policy has been reviewed by the Policy Committee and the Committee of the
Whole as a part of the 2000 series review cycle. Recommendation for Action: Staff is
requesting Board approval.

27. BOARD POLICY 2110: QUALIFICATIONS OF SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy.

28. BOARD POLICY 2120: RECRUITMENT OF SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy.

29. BOARD POLICY 2130: ELECTION OF SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy.

30. BOARD POLICY 2140: OATH OR AFFIRMATION OF SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy.

31. BOARD POLICY 2160: COMPENSATION AND BENEFITS OF

SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy

32. BOARD POLICY 2170: EXPENSES OF SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy.

33. BOARD POLICY 2180: EVALUATION OF SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy.

34. BOARD POLICY 2190: SEPARATION OF SUPERINTENDENT

Policy Deletion: Second Reading
The content of this policy has been placed in Policy 2100 Employment of the
Superintendent. This policy has been reviewed by the Policy Committee and the
Committee of the Whole as a part of the 2000 series review cycle. Recommendation for
Action: Staff is requesting Board approval to delete this policy.

35. BOARD POLICY 2150: JOB DESCRIPTION OF SUPERINTENDENT

Policy Revision: Second Reading
This policy has been reviewed by the Policy Committee and the Committee of the
Whole as a part of the 2000 series review cycle. Recommendation for Action: Staff is
requesting Board approval.

HUMAN RESOURCES

36. RECOMMENDATION FOR EMPLOYEMENT

a. Professional
b. 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.

ACTION ITEMS

FINANCE

37. CENTRAL RECORDS RESERVED FUND BALANCE APPROPRIATION

Staff requests an appropriation of $42,636.52. This appropriation will provide funds to
scan student records of graduates and students who have withdrawn from the system.
Fiscal Implications: Funds reserved in fund balance through multi-year transcript fee
collection. At this time, $ 42,636.52 is available. Recommendation for Action: Staff
request approval of appropriation.

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

38. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)

39. RECOMMENDATION FOR ADMINISTRATIVE TRANSFER(S)

40. ADJOURNMENT

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