WCPSS--Board of Education

OPEN SESSION

CALL TO ORDER - 3 P.M.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chair's Comments
Superintendents Comments

APPROVAL OF MEETING AGENDA

INFORMATION ITEMS

1. MINORITY BUSINESS OUTREACH

Board Policy 7260 addresses Minority Business Enterprise (MBE) Participation in Construction
Contracts. This policy requires staff to actively seek and identify qualified MBEs and to encourage
participation in the school system's construction contracting program. The goal established by the
Board is 10% participation. The Facilities Design and Construction Department exceeds this goal.
Staff will present the current status and the efforts being made to continue to meet and exceed the
Board's goal. Fiscal Implications: None. Recommendation for Action: None. 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

June 10, 2008-Learning and Equity Committee Meeting Minutes
August 12, 2008-Learning and Equity Committee Meeting Minutes
August 26,2008-Facilities and Operations 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 August 2008. Fiscal Implications: Not applicable.
Recommendation for Action: Not applicable

2. 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 $29,472.34 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.

3. GIFTS TO THE SYSTEM

Fifty-four gifts have been donated to the Wake County Public School System. The approximate value of
the gifts is $33,423.00. Fiscal Implications: Not applicable. Recommendation for Action: No action is
required.

4. ALLIANCE OF PROFESSIONALS & CONSULTANTS, INC. SERVICE AGREEMENT

On June 15, 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on
contracted technical resources in the area of application development and programming. A Selection
Committee was formed and each of the fourteen proposals received was scored based on established
scoring criteria. The Committee met three times to discuss proposals and pare the choices down to what is
considered a preferred vendor list from which contracted technical resources will be utilized. Four vendors
will be included on this list. Alliance of Professionals & Consultants is one of the four and is being
awarded a twelve-month contract with the option of renewal for up to two additional years. Initially
$1,615,700 is being encumbered to offset anticipated costs through June 30, 2009. Fiscal Implications:
Initial amount of contract is $1,615,700. Funding for contracted services was identified and planned for in
the Technology Services 2008-09 operating budget request. Recommendation for Action: Staff is
requesting Board approval of contract.

5. AUTONOMIC RESOURCES LLC WORKSTATION SUPPORT SERVICES AGREEMENT

On June 15, 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on
workstation support services. These services encompass desktop support for each of our high school
campuses. A Selection Committee was formed and each of the nine proposals received was scored based
on established scoring criteria. The Committee met three times to discuss proposals and pare the choices
down to a list of three vendors from which workstation support services will be utilized. Autonomic
Resources is one of the three and is being awarded a twelve-month contract with the option of renewal for
up to two additional years. Initially $174,600 is being encumbered to offset anticipated costs through June
30, 2009. Fiscal Implications: Initial amount of contract is $174,600. Funding for contracted services was
identified and planned for in the Technology Services 2008-09 operating budget request.
Recommendation for Action: Staff is requesting Board approval of contract.

6. AUTONOMIC RESOURCES LLC SERVICE AGREEMENT

On June 15, 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on
contracted technical resources in the area of application development and programming. A Selection
Committee was formed and each of the fourteen proposals received was scored based on established
scoring criteria. The Committee met three times to discuss proposals and pare the choices down to what is
considered a preferred vendor list from which contracted technical resources will be utilized. Four vendors
will be included on this list. Autonomic Resources is one of the four and is being awarded a twelve-month
contract with the option of renewal for up to two additional years. Initially $1,058,400 is being
encumbered to offset anticipated costs through June 30, 2009. Fiscal Implications: Initial amount of
contract is $1,058,400. Funding for contracted services was identified and planned for in the Technology
Services 2008-09 operating budget request. Recommendation for Action: Staff is requesting Board
approval of contract.

7. DIGITAL INTELLIGENCE SYSTEMS CORPORATION WORKSTATION SUPPORT

SERVICES AGREEMENT

On June 15, 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid
on workstation support services. These services encompass desktop support for each of our high school
campuses. A Selection Committee was formed and each of the nine proposals received was scored
based on established scoring criteria. The Committee met three times to discuss proposals and pare the
choices down to a list of three vendors from which workstation support services will be utilized.
DISYS is one of the three and is being awarded a twelve-month contract with the option of renewal for
up to two additional years. There is no money initially encumbered since DISYS is a new vendor and
no contracted personnel are currently being utilized through it. Fiscal Implications: Initial amount of
contract is $0. Funding for contracted services was identified and planned for in the Technology
Services 2008-09 operating budget request. Recommendation for Action: Staff is requesting Board
approval of contract.

8. NWN CORPORATION WORKSTATION SUPPORT SERVICES AGREEMENT

On June 15, 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on
workstation support services. These services encompass desktop support for each of our high school
campuses. A Selection Committee was formed and each of the nine proposals received was scored based
on established scoring criteria. The Committee met three times to discuss proposals and pare the choices
down to a list of three vendors from which workstation support services will be utilized. NWN
Corporation is one of the three and is being awarded a twelve-month contract with the option of renewal
for up to two additional years. Initially $281,440 is being encumbered to offset anticipated costs through
June 30, 2009. Fiscal Implications: Initial amount of contract is $281,440. Funding for contracted services
was identified and planned for in the Technology Services 2008-09 operating budget request.
Recommendation for Action: Staff is requesting Board approval of contract.

9. APEX SYSTEMS, INC. SERVICE AGREEMENT

On June 15, 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on
contracted technical resources in the area of application development and programming. A Selection
Committee was formed and each of the fourteen proposals received was scored based on established
scoring criteria. The Committee met three times to discuss proposals and pare the choices down to what
is considered a preferred vendor list from which contracted technical resources will be utilized. Four
vendors will be included on this list. Apex Systems is one of the four and is being awarded a twelve
month contract with the option of renewal for up to two additional years. There is no money initially
encumbered since Apex Systems is a new vendor and no contracted personnel are currently being utilized
through it. Fiscal Implications: Initial amount of contract is $0. Funding for contracted services was
identified and planned for in the Technology Services 2008-09 operating budget request.
Recommendation for Action: Staff is requesting Board approval of contract.

10.ST TECH, INC. SERVICE AGREEMENT

On June 15, 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on
contracted technical resources in the area of application development and programming. A Selection
Committee was formed and each of the fourteen proposals received was scored based on established
scoring criteria. The Committee met three times to discuss proposals and pare the choices down to what is
considered a preferred vendor list from which contracted technical resources will be utilized. Four vendors
will be included on this list. ST Tech is one of the four and is being awarded a twelve-month contract with
the option of renewal for up to two additional years. Initially $265,000 is being encumbered to offset
anticipated costs through June 30, 2009. Fiscal Implications: Initial amount of contract is $265,000.
Funding for contracted services was identified and planned for in the Technology Services 2008-09
operating budget request. Recommendation for Action: Staff is requesting Board approval of contract.

FACILITIES AND OPERATIONS

1. LEASE RENEWAL AGREEMENT: WAREHOUSE SPACE-BANNISTER PROPERTIES,

LLC

Acquisition of mobile units, modular complexes and the renovation of existing facilities requires the
storage of both new and used furniture until facilities are ready for use. No additional warehouse
space is available at the Rock Quarry Road Central Services Complex. Bannister Properties, LLC, is
currently providing 8,100 square feet of leased space for storage of this furniture. Staff recommends
renewing the lease for an additional year. Fiscal Implications: The 2008-2009 lease rate is $32,500
for the additional one-year term, payable in a single sum at lease renewal, plus utilities costs. This is an
increase of $100 over the previous year's lease. Funding is available from the 2008-2009 operating
budget. Recommendation for Action: Staff requests Board approval.

2. PERMISSION TO ADVERTISE: WAKE FOREST-ROLESVILLE HIGH

The Board approved the schematic design, for the additions and renovations at Wake Forest-Rolesville
High, at its June 17, 2008 meeting. In order to meet the tight construction schedule needed to
complete this project for a 2010 school re-opening, it is proposed to advertise two major bid packages
early, before completion of the total design for this project. These packages are for the demolition of
the media center and the prefabrication of the new building wall panels. They are estimated to be
worth approximately $3,000,000. Staff has reviewed the construction documents for these early bid
packages and requests Board approval and authorization to advertise. The award of the contracts will
be presented to the Board for approval on November 18, 2008. Staff also requests Board approval and
authorization to advertise for the remaining project packages upon completion of design and
satisfactory review by staff. These packages will be brought to the Board for approval after receipt of
bids. Fiscal Implications: Funding is available from the total project budget of $62,800,000, of which
$57,350,000 is from CIP 2006, $200,000 from PLAN 2004 Start-Up, and $5,250,000 from savings yet
to be identified from previous bond programs. Recommendation for Action: Board approval is
requested.

3. BIDS: SANDERSON HIGH AIR-COOLED CHILLER REPLACEMENT

On September 2, 2008, the Board pre-approved bids, provided they were within the budget of
$160,000, for the Sanderson High chiller replacement. Staff presents for ratification the
recommendation for award of the single-prime contract to Bolton Services, LLC, in the amount of
$106,511. Fiscal Implications: Funding is available from the PLAN 2004 Systemwide Improvement
Project budget of $16,451,402. Recommendation for Action: Board approval is requested.

STUDENT ACHIEVEMENT

1. AMENDMENT ONE TO TLC OPERATIONS, INC. (TAMMY LYNN CENTER FOR

DEVELOPEMENTAL DISABILITIES)

TLC Operations, Inc. Community Residential contract is being amended to correct an error in calculation.
The total contract cost is being amended from $201,653.83 to $202,302.88, an increase of $649.05. The
original contract was approved at the June 17, 2008 board meeting.
Fiscal Implications: The State of North Carolina provides categorical monies totaling $15,511.76 per
child, per year, for children ages three (3) through twenty one (21) served in community residential centers.
In addition, each year the state provides $50.00 per child for needed supplies and materials for a total of
$650.00. Funding is available in the amount of $202,302.88 (or approved state Community Residential
rate) for this contract. Recommendation for Action: Board approval is requested.

2. AMENDMENT ONE TO TLC OPERATIONS, INC. (TAMMY LYNN CENTER FOR

DEVELOPMENTAL DISABILITIES

TLC Operations, Inc. is being amended to correct the supplement amount from $34.00 to $600.00, which
is noted in section E, paragraph 1, of the contract approved at the June 17, 2008, board meeting. The
correct supplement amount was used in the computation of the total cost of the contract, which is
$631,750.00; therefore, the total cost of the contract is correct and will remain the same as approved at
the June 17, 2008, board meeting. Fiscal Implications: there will be no change in the total contract cost.
Recommendation for Action: Board approval is requested.

3. GRANT PROPOSALS

Competitive (#001309): Knights of Columbus, Operation Lamb / Individual Schools.
Competitive (#001409): Kids In Need Foundation / Individual Schools.
Competitive (#001509): Target Stores, Field Trip Grants / Individual Schools.
Competitive (#968.002): 21st Century Community Learning Center Program Extension / West Lake Elementary, West Lake Middle, and Middle Creek High Schools.
Fiscal Implications: These grant programs do not require cash and/or in-kind matching contributions.
Recommendation for Action: Staff is requesting Board approval.

HUMAN RESOURCES

1. RECOMMENDATION FOR EMPLOYMENT

A. Professional
B. Support
C. Contract Central Services Administrator

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 the
Allotment 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 Traditional schedule schools has now been completed
and staff has identified the need for ______ months of employment beyond the ADM formula. Staff is
requesting an Undesignated Fund Balance Appropriation in the amount of $________ 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.

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 establish or give instructions concerning the Board's negotiating position related to a potential acquisition of real property, as provided in G. S. 143-318.11(a)(5).
ACTION ITEMS- Cont'd

HUMAN RESOURCES

1. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)

ADJOURNMENT

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