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' Comments

5. 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

6. APPROVAL OF MEETING MINUTES

February 1, 2011-Board of Education Meeting Minutes
February 1, 2011-Closed Session Meeting Minutes
May 10, 2011-Special Called Board of Education Meeting Minutes
May 10, 2011-Closed Session Meeting Minutes
August 2, 2011-Closed Session Meeting Minutes
August 16, 2011-Special Called Board of Education Meeting Minutes
August 16, 2011-Closed Session Meeting Minutes
September 6, 2011-Closed Session Meeting Minutes
September 20, 2011-Special Called Board of Education Meeting Minutes
September 20, 2011-Closed Session Meeting Minutes

FINANCE

7. AUTHORIZATION FORMS

These authorization forms designate the persons authorized to sign vouchers for the payment of
money on behalf of Wake Forest Rolesville Middle. Fiscal Implications: These authorization forms
are required for bank records. Savings: Not Applicable. Recommendation for Action: Approval of
Authorization Forms.

8. 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 2011. Fiscal Implications: Not
applicable. Savings: Not applicable. Recommendation for Action: Not applicable.

9. GIFTS TO THE SYSTEM

One hundred and fifty eight gifts have been donated to the Wake County Public School System. The
approximate value of the gifts is $115,166. Fiscal Implications: Not Applicable. Savings: Not
Applicable. Recommendation for Action: No Action is Required.

10. BUDGET AMENDMENTS AND TRANSFERS, 2010-2011

To report changes in the budget resolutions resulting from transactions processed during 2010-2011. These are the final adjusting entries included in the Annual Financial Report. Fiscal Implications: Adjust State Public School Fund+ $4,906
Adjust Local Current Expense Fund+ $0
Adjust Federal Grants Fund - State+ $667,130
Adjust Capital Outlay Fund+$0
Adjust Multiple Enterprise Fund+$49,858
Adjust Direct Grants Fund-$1,375
Adjust Other Restricted Fund+$867,112

Net Changes-$1,587,631
Savings: Not applicable. Recommendation for Action: No action. In accordance with Budget Resolution, administration is reporting changes in appropriations.

11. BUDGET AMENDMENTS AND TRANSFERS, 2011-2012

To report changes in the budget resolutions resulting from transactions processed during August,
2011. Fiscal Implications:
Adjust State Public School Fund- $532,247
Adjust Local Current Expense Fund+ $159,326
Adjust Federal Grants Fund - State- $641,435
Adjust Capital Outlay Fund+$413,551
Adjust Multiple Enterprise Fund+$147,598
Adjust Direct Grants Fund-$126,340
Adjust Other Restricted Fund+$449,255

Net Changes-$130,292
Savings: Not applicable. Recommendation for Action: No action. In accordance with Budget
Resolution, administration is reporting changes in appropriations.

12. RENEWAL OF EMC MAINTENANCE AND SUPPORT OF HARDWARE AND

SOFTWARE PRODUCTS

EMC hardware and associated software are utilized in the data center for storage of critical district information including student data and Oracle business applications data. Maintenance and support coverage of the EMC products is renewed on an annual basis. Last year's support cost was $131,606.30. This year $132,226.11 is required to continue coverage on the hardware and software. Fiscal Implications: Amount for renewal is $132,226.11. Funding for contracted services is identified and planned for in the Technology Services 2011-12 operating budget request. Savings: Not applicable. Recommendation for Action: Staff is requesting Board approval of renewal.

13. IBM CONSOLIDATED MAINTENANCE AGREEMENT

Last year the Board approved a new five-year consolidated maintenance agreement with IBM. This
agreement, which renews on an annual basis, combines maintenance and support for several pieces
of hardware and software used in the data center. Having a single document allows us to better
manage our resources and budget accordingly. Last year $186,821.75 was paid. Amount required in
2011-12 to renew for the second year is $188,673.15. Fiscal Implications: Amount for renewal is
$188,673.15. Funding for contracted services is identified and planned for in the Technology
Services 2011-12 operating budget request. Savings: N/A. Recommendation for Action: Staff is
requesting Board approval of renewal.

14. CHANGE ORDER 2 TO ST TECH SERVICES AGREEMENT

Pursuant to the recommendation of the review committee that evaluated the six proposals received
against a Request for Proposal released in August 2009, the Board awarded ST Tech a one-year
contract for outsourced Oracle production services. The initial term of the contract began
November 1, 2009. The contract allowed for renewal of up to two consecutive one-year terms.
Fixed monthly fee is $59,833.33. Last year the Board extended services through ST Tech for another
year through the execution of Change Order 1. Total amount of change order was $718,000. Change
Order 2 will renew services for the second and final renewal term. Total amount required to carry
services through October 31, 2012 is again $718,000. Fiscal Implications: Total amount of change
order is $718,000. $478,666.64 is required this fiscal year. The remaining $239,333.36 will be paid in
2012-2013. Funding for contracted services is identified and planned for in the Technology Services
2011-12 operating budget request. Funding out clause is included in original terms. Savings: Not
applicable. There is no change in cost from previous years. Recommendation for Action: Staff is
requesting Board approval of change order.

15. PROFESSIONAL MAIL SERVICES, INC. SERVICE CONTRACT

The attached contract will provide mail presort services for the Wake County Public School System by Professional Mail Services, Inc. Professional Mail Services, Inc. processes outgoing US mail for Wake County Public School System including all schools and central services departments. Fiscal Implications: Funding of $750,000.00 is available for the next three years at a spending rate of $250,000.00 annually through the mailroom budget. Savings: This contract is reduced by $50,000 for each of the three years compared to the previous contract. Recommendation for Action: Board approval is requested.

FACILITIES

16. BIDS: ZEBULON MIDDLE ROOF REPLACMENT

Bids for the roof replacement of Roof Area A1 at Zebulon Middle School were received on
September 15, 2011. Staff and Rooftop Systems Engineers, PC, recommend award of the single
prime contract to Curtis Construction Co., Inc., in the amount of $184,715. The existing (1993)
single-ply membrane roof is at the end of its useful life and is currently leaking. Therefore, it is being
replaced with a new 20-year warranty, modified bitumen membrane roof system. Fiscal
Implications: Funding is available from the total project budget of $74,813,687 for CIP 2006 Life
Cycle Replacement of Building Components. Savings: Not Applicable. Recommendation for
Action: Board approval is requested.

17. BIDS: NC 55 ROAD WIDENING AT I-540 (PANTHER CREEK HIGH TRAFFIC

MITIGATION)

Bids were received on September 22, 2011, for adding a northbound lane to NC 55 at I-540. This work is part of an agreement reached between WCPSS, NCDOT, and the Town of Cary to mitigate traffic issues related to the addition of twenty-two modular classrooms at the Panther Creek High campus in February 2009. Staff recommends award of the single-prime contract to FSC II, LLC dba Fred Smith Company, in the amount of $692,778. Fiscal Implications: Funding is available within the Offsite (public) Improvements budget in CIP 2006. Savings: The project budget has been reduced resulting in a savings of $450,000. Recommendation for Action: Board approval is requested.

18. BIDS: SOUTHEAST RALEIGH HIGH ASPHALT PAVING IMPROVEMENTS

Bids were received on September 21, 2011 for the repair and installation of asphalt paving at
Southeast Raleigh High. Staff and CLH Design, PA, recommend award of the single-prime contract
to Ruston Paving Company, Inc., in the amount of $221,600, including the base bid of $50,700,
Alternate No. 1 in the amount of $119,200, and Alternate No.2 in the amount of $51,700. Fiscal
Implications: Funding is available from the total budget of $74,813,687 for CIP 2006 Life-Cycle
Replacement of Building Components. Savings: Not applicable. Recommendation for Action:
Board approval is requested.

19. RESOLUTION: CIP 2006 REALLOCATION FOR OFFSITE (PUBLIC)

IMPROVEMENTS

This resolution requests a reallocation of $4,529,764 of savings from seven CIP 2006 projects to
provide additional funding for Offsite (public) Improvements for Rolesville Middle and Rolesville
High. Attached is a listing of the current and estimated offsite improvement budgets for all of the
schools in CIP 2006. Fiscal Implications: At the June 7, 2011 Board meeting approving Rolesville
High and the July 12, 2011 meeting approving Rolesville Middle, these additional funds were
identified as being encumbered within the furniture and equipment budgets for these two projects.
They must be replaced. This reallocation was anticipated in the list of projects for the use of
identified CIP 2006 savings. Savings: Not applicable. Recommendation for Action: Board
approval is requested.

20. RESOLUTION: CIP 2006 APPROPRIATION AND REALLOCATIONS TO FUND

STARTUP DESIGN

In accordance with the proposal approved at the September 20, 2011 Board meeting, new projects
are being planned with the available savings in CIP 2006. The projects include a new high school to
open in 2015 (H-10), a new elementary school to open in 2014 (E-25), a high school renovation to
begin in 2013 (Cary High), high school crowding solutions to provide relief in 2013 for Garner and
Cary, conversion of several existing schools to better utilize their capacity beginning in 2012, and a
boys leadership academy to open in 2012. This resolution requests that $5,945,000 be appropriated
for start-up design, as shown on the attachment. Overall budgets are still being finalized for each of
these projects. The design cost for the girls' leadership academy is expected to be incorporated into
the lease agreement for that property. Design contracts will be brought to the Board as required.
The funding for the necessary construction and equipping of these projects will be requested at a
future Board meeting. Fiscal Implications: The spending plan approved by the Board on January 4,
2011 anticipated start-up design needs and the Board of Commissioners sold bonds in the spring of
2011 to fund start-up needs such as these. Savings: Not applicable. Recommendation for Action:
Board approval is requested.

21. CONSTRUCTION MANAGER AT RISK EXEMPTION OF STATUTORY

SELECTION PROCESS FOR H-10, E-25, AND CARY HIGH RENOVATION

In accordance with the proposal approved at the September 20, 2011 Board meeting, projects are
being planned with the available savings in CIP 2006. The projects include a new high school to
open in 2015 (H-10), a new elementary school to open in 2014 (E-25), and a high school renovation
to begin in 2013 (Cary High). Construction managers need to be selected for each of these projects.
North Carolina General Statute and Board policy 7265 R&P require that firms be selected by
qualification only, then the contract terms with the selected firm are negotiated. This resolution is
presented to exempt the method of determination of the selected firms. A selection committee
would choose approximately three of the top firms for each project, based on qualifications, and
solicit a sealed bid from each firm for construction management fee, bond/insurance, and lump
sum general conditions. The selection committee intends to recommend the qualified firm with the
lowest projected total dollar amount for each project. The NCGS 143-64.32 allows exemptions to
the statutory selection process. The reason for this exemption is that competitive bidding of
"overhead" components for these projects is expected to provide a cost savings, in addition to
simplifying the Owner's accounting process in tracking these expenses, which are typically
reimbursable. It is anticipated that the construction manager at risk agreements will be brought to
the Board in December for E-25 and Cary High and in February for H-10. Fiscal Implications: It is
anticipated that this method of selection may reduce the overall cost of these three projects in this
current market environment. Savings: $500,000. Recommendation for Action: Board approval is
requested.

STUDENT ACHIEVEMENT

22. MIDDLE SCHOOL MATH PLACEMENT POLICY

Second Reading.
In an effort to achieve the goal of all eligible middle school students completing Algebra I by the 8th
grade, staff drafted a middle school math placement policy to ensure equity with regards to
placement. Fiscal Implications: The draft policy requires the equitable distribution of resources to
ensure student success. This could include dollars for tutoring, and/or supplemental resources.
This year we will allocate $340,960 to schools for tutoring. The fund source is the Disadvantaged
Students Supplemental Funding (DSSF) grant. Recommendation for Action: Board approval is
requested.

23. GRANT PROPOSALS

Competitive (#08012): The Watercolor Society of North Carolina (WSNC), Cheap Joe's Art Stuff, Keep the Arts Alive Award / Individual Schools.
Competitive (#08112): Whole Kids Foundation, Whole Foods Market and FoodCorps, The School Garden Grant Program / Individual Schools.
Collaborative (#08212): Institute of Education Sciences (IES), University of North Carolina at Chapel Hill, Frank Porter Graham Child Development Institute, Education Research Grant Program / Individual Schools.
Competitive (#08312): Fuquay-Varina Rotary Club, Educational Grant Program / Individual Schools.
Competitive (#08412): North Carolina Council of Teachers of Mathematics, Mini-Grant Program / Individual Schools.
Competitive (#08512): The Horace Mann Companies, Educators' Insurance Specialist Grant Program / Individual Schools.
Competitive (#08612): North Carolina State University (NCSU) Sigma Alpha Professional Agriculture Sorority, Ag in the Classroom Grant Program / Individual Schools.
Competitive (#08712): American Academy of Dermatology, Shade Structure Grant Program / Individual Schools.
Competitive (#08812): AgCarolina Financial, AgCarolina Financial Fund for Rural North Carolina Grant Program / Individual Schools.
Competitive (#08912): UnitedHealth HEROES, Service-Learning Grant / Individual Schools.
Competitive (#09012): Extron Electronics, Classroom Technology Grant Program / Individual Schools.
Competitive (#09112): Kiwanis International, Key Club International, Youth Opportunities Fund / Individual Schools.
Competitive (#09212): The TJX Companies, Inc., TJX Foundation Giving Program / Individual Schools.
Competitive (#09312): IBM, Trad�celoAhora! Automatic Translation Grant Program / Individual Schools.
Competitive (#09412): IBM, Reading Companion - IBM Web-based Literacy Initiative Grant Program / Individual Schools.
Competitive (#09512): Wake County Smart Start, NC Pre-Kindergarten / Central Services.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by grant
program. Savings: Grant funding supplements existing resources. Recommendation for
Action: Staff is requesting Board approval.

HUMAN RESOURCES

24. RECOMMENDATION FOR EMPLOYMENT

1. Professional
2. Support

25. REQUEST FOR LEAVE(S)

26. 2011-2012 BEGINNING TEACHER SUPPORT PLAN

The WCPSS 2011-2012 Beginning Teacher Support Plan has been revised primarily due to state
mandated changes to teacher evaluation standards and mentor standards. Also, the WCPSS Human
Resources Department has added local internal audit measures to ensure compliance with state
requirements in relation to Beginning Teachers (BT1's, BT2's, and BT3's). Fiscal Implications:
None. Savings: N/A. Recommendation for Action: Board approval is requested.

BOARD

27. 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

FACILITIES

28. OUTSOURCING OF TRANSPORTATION PARTS DEPARTMENT

After thoroughly exploring the option of outsourcing the Transportation Department's parts operation, staff has determined that the function can be managed more effectively by a vendor with expertise in managing parts inventory and distribution. In addition to supplying parts for the Rock Quarry Complex garage, the contract also requires the vendor to have parts available for field mechanics at various locations throughout the county to reduce travel time and expense. Staff recommends the award of the contract to Carolina Thomas, LLC, at an estimated cost of approximately $195,750 for the current fiscal year. Fiscal Implications: Funds are available in the operating budget. The vendor will be required to carry an inventory; therefore the Transportation Department will no longer carry an inventory after the inventory on-hand at the contract inception is drawn down. The compensation paid to the vendor will be based on a 17.4% markup of all parts sold to WCPSS. The 2011-12 contract amount of $195,750 is prorated for nine months remaining in the fiscal year. The annual estimated contract amount is $261,000. Savings: It is estimated that $60,000 will be saved annually. Recommendation for Action: Board approval

POLICY

29. BOARD POLICY 3430: REDUCTION IN FORCE: CERTIFIED EMPLOYEES

Revised: First Reading
The revisions to this policy were reviewed by the Superintendent's Leadership Team on 9/12/11.
This same information was presented at the Board Work Session on 10/4/11. Fiscal Implications:
None. Savings: N/A. Recommendation for Action: Board approval is requested.

30. BOARD POLICY 2333/3033/4033: REPORTING INFORMATION TO THE

PRINCIPAL AND EXTERNAL AGENCIES

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

31. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)

ADJOURNMENT

Meetings will be held at Crossroads I, 5625 Dillard Drive, Cary, NC 27518 unless otherwise indicated.