Board Agenda for the Week of 09/21/2004

OPEN SESSION

Facilities Committee Meeting 12:20 p.m.
Committee of the Whole 2:00 p.m.
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

FACILITIES

1. UTILITY EASEMENT - WENDELL ELEMENTARY

Renovation of the Wendell Elementary gymnasium requires the installation of an underground power line and a utility transformer to allow for separate metering of the facility. Progress Energy Carolinas, Inc. requires a utility easement 10 feet wide and approximately 75 feet in length to install the underground line. Fiscal Implications: None. Recommendation for Action: Staff requests board approval of a utility easement to Progress Energy Carolinas, Inc. to install an underground power line at Wendell Elementary.

2. UTILITY EASEMENT - HOLLY SPRINGS HIGH

Construction of the new Holly Springs High School requires the dedication of an overhead power line easement 16 feet wide and approximately 260 feet in length and an easement 10 feet wide for an underground power line to Progress Energy Carolinas, Inc. The easement will be provided by standard form easement documents. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval of an overhead power line easement and an underground power line easement to Progress Energy Carolinas, Inc. to service the new Holly Springs High School.

3. BIDS: DOUGLAS ELEMENTARY

Bids for the additions and renovations at Douglas Elementary were received on August 31, 2004. Staff and Schenkel Shultz, Inc. recommend award of the single-prime contract to J. W. Grand, Inc. in the amount of $6,137,000. The total of the low multi-prime bids was $6,384,797. Fiscal Implications: Funding is available from the total project budget of $8,658,413, of which $790,753 is from the PLAN 2000 School Building Program and $7,867,660 is from the PLAN 2004 School Building Program. Due to project bidding below construction budget, staff recommends moving $368,081 to project savings. Recommendation for Action: Board approval is requested.

4. DESIGN CONSULTANT AGREEMENT: LONGVIEW ADDITION AND RENOVATIONS

The proposed PLAN 2000 School Building Program includes an addition and renovations at Longview. Negotiations have been completed with Gurel Architecture for the design of this project. The form of agreement is the standard form approved by the Board attorney. Staff recommends award of a design consultant contract to Gurel Architecture in the amount of $505,000. Fiscal Implications: The total proposed project budget is $12,567,457. $5,650,341 is currently available for the PLAN 2000 School Building Program, $5,566,217 is yet to be reallocated from PLAN 2000 start-up, $1,229,741 will be reallocated savings from the PLAN 2000 Special/Optional Middle School, and $121,158 is currently available form the State Bond Program. The total project budget includes proposed compensation for the design consultant of $600,000, of which $95,000 has been previously encumbered for schematic design services. Recommendation for Action: Board approval is requested.

FINANCE

1. AUTHORIZATION FORMS

These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Kingswood Elementary, Poe Elementary, and Zebulon Middle. Fiscal Implications: These authorization forms are required for bank records.

2. 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 2004. Fiscal Implications: Not applicable.

PROGRAM

1. GRANT PROPOSALS

Competitive (#897): Dollar General / Individual schools. Competitive (#898): North Carolina Biotechnology Center / Green Hope High School. Competitive (#899): Food Lion Charitable Foundation / Douglas Elementary School. Competitive (#900): Toshiba America Foundation, Math and Science / Knightdale Elementary School. Competitive (#901): The Ezra Jack Keats Foundation / Creech Road Elementary School. Any required cash and/or in-kind contributions vary by grant program. Board approval is requested.

2. METHODIST HOME FOR CHILDREN - JORDAN CHILD & FAMILY ENRICHMENT CENTER

This is the second year for this contract. WCPSS is required to provide special education and related services to qualifying children ages 3 through 5. Jordan Center has 25 children in their day care program that qualify for special education services. Jordan Center has birth to kindergarten certified teachers qualified to provide the special education services and will contract with us to do so at their site. Jordan Center has also agreed to allow WCPSS to assign eight additional special education students for half-day, a.m. and p.m. Related services will include screening, evaluation, re-evaluation, and IEP services for each child as needed. Funding ($177,000.00) is provided by the PRC 032 special education budget. Staff recommends that the Board approve the contract.

BOARD OF ADVISORY COUNCIL NOMINATIONS

ACTION ITEMS

FACILITIES

1. FORM OF AGREEMENT: CONSTRUCTION MANAGEMENT AT RISK AND DESIGN CONSULTANT SERVICES FOR CONSTRUCTION MANAGEMENT AT RISK PROJECTS

An Agreement for Construction Management at Risk and an Agreement for Design Consultant Services for use with Construction Management at Risk projects has been developed with the concurrence of the board's attorney. The two agreements and comparative information of the changes from our standard practices are attached. Traditionally, the Board of Education contracts for design and construction services have followed the independent processes of design, bid, and build with either multi-prime or single-prime construction contracts. Legislation now permits various methods of construction including Construction Management at Risk. Construction Management at Risk means that one licensed general contracting firm holds the construction contracts for the full value of the project and provides a guaranteed maximum price for the construction. Fiscal Implications: None. Recommendation for Action: Board approval is requested.

INFORMATION ITEMS

FACILITIES

1. PROVISION OF CLASSROOMS TO ACCOMMODATE FALL 05 ENROLLMENT

Staff will review the deficit of classroom space for fall 2005 and recommend actions to provide additional space. Fiscal Implications: Costs of various options will be presented. Recommendation for Action: This is for information only.

PROGRAM

1. ASSIGNMENT OF NEW SUBDIVISIONS TO SCHOOLS

The staff of the Office of Growth Management will present recommendations for the following subdivisions: Alexander Place Townhomes, Ethan's Glen (Phases 6 and 7), Devonshire, Falls Pointe, Durston, Oakcroft (Phase 1), Margots Pond (Phase 2), Battle Ridge North at Chastain (Phase 4), Avondale Townhomes (Phase 1), and Riverbrooke II, Fieldstone Crossing (Phase 1), and Meryton (Phases 3, 4, 5 and 6). Transportation costs will increase due to travel time. Other facilities-related costs will be avoided. This item is presented for information.

CLOSED SESSION

To consider confidential personnel information protected under G.S.115C-319.
ACTION ITEMS (cont'd.)

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.